Privacy Policy
Effective date: 14 November 2026This policy explains what personal data the Meeting Minutes AI mobile app and its web dashboard collect, why we process it, who we share it with and how you can exercise your rights. Turkish version: Gizlilik Politikası.
1. Data controller
DODE Yazılım (“we”, “us”) is the developer of the Meeting Minutes AI app and the data controller.
Privacy and data requests, and support: [email protected]
2. Data we collect
| Category | What it includes | Source |
|---|---|---|
| Account information | User ID, email address, display name; if you sign in with Google or Apple, the name and email that account provides; your language and notification preferences | Sign-up with email and password, Sign in with Google or Sign in with Apple |
| Meeting audio | Audio you record or upload in the app; recordings captured by the meeting bot | Your recording or upload |
| Meeting content | Transcript, speaker labels and talk time, meeting title, the analysis template you choose, summary, decisions, tasks (owner, priority, due date), your chat questions and the answers, quick-action outputs, mind map, transcript translation, and text embeddings used for archive search | Your use of the app and AI processing |
| Live assistant data | The text of sentences recognized on your device and speaker labels, sentence summaries, reply suggestions, the meeting language, the optional note about yourself, the text you want to say, and time used | If you use the live assistant |
| Meeting bot data | The link of the meeting you send the bot to, the bot name and status, the meeting recording and a transcript taken from the platform's captions (with speaker names) | If you use the meeting bot |
| Calendar (optional) | Google Calendar or Microsoft Outlook connection tokens; for upcoming events: title, description, start and end time, location, meeting link, and attendee name, email and response status | If you connect your calendar with read-only access |
| Integrations (optional) | Notion connection token and the page you choose; the Slack incoming webhook address you enter; the recipient address you type when sending a report by email | If you connect an integration or send a report |
| Teams and sharing | Your team membership and role, meetings you share with your team, share links you create and their view count | If you use team or sharing features |
| AI reports and content moderation | The text and type of an AI output you report and, if you write one, your reason; the time of rejected live assistant inputs | If you use the Report button; content moderation |
| Subscription data | Your plan, subscription status, purchase and renewal records, monthly usage counters | App Store / Google Play via RevenueCat |
| Push token | Your device's push notification token, used for the “summary ready” notification | If you allow notifications |
| Technical data | Device model, operating system and app version, language, crash and error logs, usage events associated with your account UUID | Automatic (see section 8) |
We never see your payment details. Subscriptions are bought through the App Store or Google Play. Your card number and billing address stay with Apple/Google; we only receive your plan, subscription status and the transaction record.
3. Why we process your data
- Providing the service: recording and upload, transcripts, summaries, tasks, chat, archive search, the live assistant, the meeting bot, calendar and integrations, and managing your account.
- Managing subscriptions: verifying purchases and applying your plan and usage limits.
- Safety and abuse prevention: content moderation, reviewing reported AI outputs, cooldowns and account restrictions.
- Improving the product: finding and fixing bugs and understanding which features are used.
- Communication: the “summary ready” notification, the optional weekly digest email, an email when you reach your monthly limit, and account-related notices.
Legal bases
Under Article 5 of Türkiye's Personal Data Protection Law (KVKK) and Article 6 GDPR we rely on: performance of a contract (to provide the service to you), consent (notifications, optional calendar and integration connections, optional analytics), legal obligation, and legitimate interests (security, abuse prevention, fixing technical errors). Where we rely on consent, you can withdraw it at any time.
4. Audio, transcripts and AI processing
Audio you record or upload is stored in a private storage area (Supabase Storage) scoped to your account. Access rules are enforced at the database level; no other user can access your files.
Your audio is sent to AssemblyAI for transcription (including speaker separation); if that service is unavailable, it is sent to OpenAI (Whisper) as a fallback. The transcript is sent to OpenAI to produce the summary, decisions, tasks, meeting chat answers, quick actions (for example a follow-up email or an executive summary), the mind map, transcript translation and text embeddings for archive search. We share this data only to provide the service; under their policies these providers do not use API data to train their models. OpenAI may keep API data for up to 30 days for abuse monitoring.
The meetings you record also contain the voices, names and words of other participants. You start these recordings; it is your responsibility to inform participants and, where required, obtain their consent (see the Terms of Use). We do not use recordings for identity verification or biometric identification; speaker labels only organize the transcript.
When you delete a meeting in the app, its audio file is also deleted from storage.
5. Live assistant
In the live assistant, speech is converted to text by your phone's on-device speech recognition, provided by the operating system. No audio is sent to or stored on our servers; only the recognized text is sent. That text is sent to OpenAI to produce a short summary of each sentence and reply suggestions when you are asked a question. If you type something you want to say, that text is also sent to OpenAI to turn it into a sentence you can say in the meeting's language.
Live session records (recognized sentences, summaries, your note) are deleted automatically after 30 days. If you save a session as a meeting, its transcript and analysis become part of that meeting and are kept until you delete the meeting or your account.
6. Content moderation and reporting AI output
In the live assistant, the note you write about yourself and the text you want to say are checked before they are processed: first by rules on our server (a word list), then by OpenAI's moderation service. Inappropriate text is rejected. Several rejections in a short time (3 within 30 minutes) trigger a temporary cooldown. The rejected text itself is not stored; only the time of the rejection is kept, linked to your account, and that record is deleted after 7 days. Counts of rejections, reports and unique users over the last 24 hours and 7 days are accessible only to authorized administrators. If the moderation service cannot be reached, the text is not processed unchecked. Reply suggestions are also checked before they are shown to you.
Every AI-generated output in the app carries an “AI” label and a “Report” button. When you report an output, its text, type and (if you write one) your reason are stored with your account for review; reports are reviewed and abuse can lead to account restrictions. These records are deleted when you delete your account. AI output can be wrong or incomplete.
7. Meeting bot, calendar and integrations
Meeting bot. If you choose to send a bot to an online meeting (Zoom, Google Meet, Microsoft Teams), the Recall.ai service joins the meeting under the name you set (by default “Meeting Minutes AI”) and records it. The bot appears as a participant visible to everyone in the meeting. The recording and a transcript taken from the platform's captions are transferred to our server, the audio is saved to your private storage area and processed as described in section 4.
Calendar. Connecting Google Calendar or Microsoft Outlook is optional and grants read-only access. We use it to show your upcoming events (title, description, time, location, meeting link, attendees) and, if you want, to schedule the bot for a meeting; we never write to your calendar. You can disconnect at any time.
Integrations. If you connect Notion, the meeting report you choose to send is written to the Notion page you select. If you enter a Slack incoming webhook address, the summary you choose to send is posted to that Slack channel. If you send a report by email, the summary is sent through Resend to the recipient address you type. Other optional integrations offered in the web dashboard (for example Google Drive, Gmail, Linear, Jira, HubSpot, Salesforce) likewise send the content you choose only if you connect them and choose to send. Content sent to these services is subject to their own privacy policies.
Teams and share links. If you share a meeting with your team, team members can see it. If you create a share link, anyone with the link can see the shared content; you can revoke the link at any time.
8. Error and usage analytics
The following services provide error reporting and product analytics:
- Sentry: crash and error reports (device and app version, error details), associated only with your account UUID. No name, email, meeting content, transcripts or audio are sent.
- PostHog: usage events associated with your account UUID (for example which screen or feature was used), processed on EU servers (eu.i.posthog.com). No email, name or meeting content is sent. Share usage data is on by default; turn it off at any time in Settings. This does not disable error reporting. Sentry and PostHog receive only your account UUID, without your name or email.
We do not use your data for advertising and do not share it with ad networks.
9. Who we share data with
We do not sell your data. To run the service we use the following providers:
| Provider | Purpose | Data and location |
|---|---|---|
| Supabase | Database, authentication, audio storage, server functions | Account, meeting content and audio files (Australia, Sydney, ap-southeast-2) |
| AssemblyAI | Transcribing audio and separating speakers | Meeting audio file (USA) |
| OpenAI | Fallback transcription, summaries, decision and task extraction, meeting chat, quick actions, mind map, translation, embeddings for archive search, live assistant summaries, reply suggestions and sentence translation, content moderation | Transcript and meeting context, your questions, text recognized in the live assistant, your note and the text you type; audio for fallback transcription (USA; does not use API data for training, may keep it up to 30 days for abuse monitoring) |
| Recall.ai | Having the meeting bot join and record the meeting | Meeting link, bot name, meeting recording and caption transcript (USA) |
| Google / Microsoft | Optional calendar connection (read-only); Sign in with Google | Connection tokens; event details read from your calendar come to us |
| Notion, Slack and other optional integrations | Delivering a report you choose to send to the service you select | Only the meeting report and tasks you send |
| Resend | Sending email: summary reports, weekly digest, monthly limit notice | Your email address or the recipient address you type, and the email content (meeting titles, summary, tasks) (USA) |
| RevenueCat | Verifying and recording subscriptions | Your account ID, purchase and subscription records |
| Apple / Google | Sign-in, payment, notification delivery, on-device speech recognition | Account ID, purchase record; notification text (meeting title). With on-device recognition, audio does not leave your device. |
| Expo | Push notification delivery | Device push token and notification text (meeting title) |
| Sentry | Crash and error reporting | Technical error logs associated with your account UUID; no meeting content |
| PostHog | Product analytics | Usage events associated with your account UUID (EU) |
| Cloudflare | Hosting and serving this website | Technical request logs (including IP address) |
International transfers
Our database and audio storage are located in Australia (Sydney, ap-southeast-2); our AI, transcription, meeting bot and email providers mainly process data in the USA, and our analytics provider in the EU. Your personal data is therefore transferred outside Türkiye and the European Economic Area. These transfers are made under Article 9 KVKK and Articles 44 et seq. GDPR, on the basis of appropriate safeguards such as the providers' data processing agreements and standard contractual clauses, and only to the extent needed to provide the service.
10. Retention and deletion
- Your meetings, transcripts, audio files and tasks are kept until you delete them or your account.
- Live session records are deleted automatically after 30 days; the time record of rejected live assistant inputs after 7 days.
- You can delete a single meeting in the app; its audio file is deleted too.
- You can delete your account in the app under Settings > Delete account by typing DELETE to confirm. Your meetings, transcripts, audio files, tasks, live session records, calendar and integration connections, reported outputs and your profile in this app are deleted permanently. This cannot be undone. Details: Account and data deletion.
- If you use the same Apple, Google or email account in another DODE Yazılım app, only your Meeting Minutes AI data is deleted; your sign-in identity is kept for those apps.
- Deleting your account does not cancel your subscription; cancel it separately in your App Store or Google Play settings.
- Copies of content you shared with your team or sent to services such as Notion, Slack or email are the responsibility of their recipients.
- Records we must keep by law (for example purchase records held by Apple and Google) may be kept for the period required by the applicable law.
11. Your rights
Under Article 11 KVKK and the GDPR you have the right to:
- Learn whether your personal data is processed and access it,
- Ask for inaccurate or incomplete data to be corrected,
- Ask for your data to be deleted or destroyed,
- Receive your data in a structured format (portability),
- Learn which recipients data transferred abroad was sent to,
- Object to processing and withdraw your consent,
- Lodge a complaint with a supervisory authority (in Türkiye, the Personal Data Protection Board; in the EU, your local data protection authority).
Send your requests to [email protected]; we reply within 30 days. You can delete your account right away with the in-app “Delete account” option.
12. Security
All traffic is encrypted in transit (HTTPS/TLS). Your audio files are kept in a private storage area and your database records are protected by row-level access rules. Calendar and integration tokens are used only on the server. Even so, no system is one hundred percent secure.
13. Children
Meeting Minutes AI is not directed at children under 13 and we do not knowingly collect their data. If you are under 18, you should use the app only with the consent of a parent or guardian. If we learn that we have collected data from a child under 13, we delete it without delay.
14. Changes
We may update this policy from time to time. We will let you know in the app about significant changes. The effective date at the top of this page shows the latest update.
15. Contact
DODE Yazılım · [email protected]