Privacy Policy

1. Introduction and Scope

1.1 General Information

This Privacy Policy informs you about how and for what purposes we ("Meeting Metrics", hereinafter also "we" or "us") process personal data when you visit our website, use our services or otherwise get in contact with us. Personal data is any information relating to an identified or identifiable natural person.

1.2 Data Controller

The data controller within the meaning of the applicable data protection laws (in particular the Swiss Data Protection Act (FADP) and, where relevant, the EU General Data Protection Regulation (GDPR)) is:

1.3 Roles Regarding Meeting Content

For data relating to your account, our website and our own communication, we act as the data controller. The content that you or your team upload to Meeting Metrics (audio, video, transcripts, analyses) is processed on your behalf and according to your instructions. You are responsible for ensuring that the recording and processing of meetings is lawful vis-à-vis the participants — in particular, that they are informed about the recording.

2. Type and Purpose of the Processed Data

2.1 Access Data When Visiting Our Website

When you use our website purely for information purposes (i.e. when you do not register or otherwise transmit information to us), we collect the data that your browser automatically transmits. This includes in particular:

• IP address of your device
• Date and time of the request
• Time zone difference to Greenwich Mean Time (GMT)
• Content of the request (e.g. specific page)
• Access status/HTTP status code
• Amount of data transferred in each case
• Website from which the request comes
• Browser type and version, operating system and its interface
• Language and version of the browser software

2.2 Account and Contract Data

When you register, we process your name, email address, password (stored encrypted) and optional details such as company and team information. We need this data to provide your account and to perform the contract (Art. 6 para. 1 lit. b GDPR).

2.3 Meeting Content

This includes audio and video files uploaded by you as well as the transcripts, summaries, tasks and analyses created from them. We process this content exclusively to provide the service. We do not use it to train AI models and do not share it for advertising purposes.

2.4 Support and Communication

When you contact us, we process the details you provide (e.g. name, email address, content of your request) in order to handle your request.

3. Processing of Audio and Video Data

3.1 Local Processing in Switzerland

We process audio and video files primarily locally on our servers in St.Gallen (Switzerland).

• Video files are automatically converted into audio files.
• For large files, automatic segmentation is carried out in order to optimize processing.

3.2 Tools and Service Providers Used

1. Transcription and Speech Processing: For the processing of audio and video files, we use modern transcription and speech processing technologies. This processing takes place on our servers in Switzerland.
2. LLM Providers: We use various Large Language Model services (LLMs) to analyze and evaluate text content. We rely on services from leading providers, currently OpenAI, Anthropic, Google and xAI. The specific models evolve continuously; we always use current models from these providers. For enterprise customers, we also offer the option of local LLM processing on our servers in Switzerland.

3.3 Notes on the Use of AI Services

To analyze transcripts, we transmit text content to the LLM providers listed in section 3.2. These providers are based in the USA; using them involves a transfer of data to the USA. We base this transfer on standard contractual clauses or — where the providers are certified accordingly — on the Swiss-U.S. and EU-U.S. Data Privacy Framework. Audio and video files never leave our Swiss servers; only text content is transmitted to the LLM providers. Enterprise customers can restrict processing entirely to our servers in Switzerland.

4. Hosting and Infrastructure

Our website and the application are hosted by HostTech on servers in Switzerland. We have concluded a data processing agreement with HostTech to ensure the data protection-compliant handling of your data.

5. Payment Processing

For subscriptions and payments, we use Stripe (Stripe Payments Europe, Ltd., Ireland, and Stripe, Inc., USA). Your payment details (e.g. credit card number) are collected and processed directly by Stripe; we ourselves do not store full payment card data. We receive information from Stripe about the payment status and the last digits of the payment method. A data processing agreement is in place with Stripe; transfers to the USA are covered by standard contractual clauses.

6. Cookies, Analytics and Marketing

6.1 Consent Management

On our public websites, we only use optional analytics and marketing technologies after you have selected the relevant category. We store your choice in your browser's local storage. You can change or withdraw it at any time via the “Cookie settings” button. Necessary technologies required to provide and secure the website may be used independently of this choice.

6.2 Google Analytics and Microsoft Clarity

With your consent, we use Google Analytics for reach and usage analysis and Microsoft Clarity to evaluate aggregated interactions such as clicks, scrolling behaviour and technical session information. In particular, your IP address, device and browser information, visited URL, referrer and interaction data may be transmitted to Google or Microsoft. Processing in countries outside Switzerland or the European Economic Area cannot be excluded.

6.3 LinkedIn Insight Tag

With your consent, we load the LinkedIn Insight Tag on public marketing pages. It helps us measure the success of LinkedIn ads, attribute conversions and build audiences for retargeting. The tag is not used in the signed-in application, in shared meeting minutes or on other pages containing confidential meeting content. We do not send email addresses stored in Meeting Metrics through the tag for Enhanced Matching.

The legal basis is your consent where required by applicable law (in particular Art. 6 para. 1 lit. a GDPR or Art. 31 FADP). Withdrawal takes effect for the future and does not affect the lawfulness of prior processing.

7. Integrations and Calendar

You can connect Meeting Metrics to third-party services (currently including Slack, Discord, Jira, Confluence, HubSpot, Salesforce, Microsoft To Do and Teamwork) and link your Microsoft calendar. You actively set up these connections yourself; data is only transferred to the respective service at your initiative (e.g. when you send a summary to Slack). The privacy policy of the respective provider applies. You can disconnect these integrations at any time in your settings.

8. Retention and Deletion

We store personal data only for as long as it is necessary for the respective purposes. Your meeting content remains stored until you delete it or your account is deleted; when your account is deleted, we also delete your data. For uploaded audio files, you can choose in your settings whether they are deleted immediately after transcription, after a certain period, or not automatically at all. Statutory retention obligations (e.g. for billing data) remain reserved.

9. Your Rights

You have the right to:

• Information about the data we have stored about you
• Correction of inaccurate data
• Deletion of your data
• Restriction of data processing
• Data portability
• Withdrawal of consents given
• Objection to certain processing activities, in particular direct marketing

You also have the right to lodge a complaint with a supervisory authority — in Switzerland with the Federal Data Protection and Information Commissioner (FDPIC), in the EEA with the data protection authority responsible for you.

10. Newsletter, Direct Marketing and CRM

10.1 Existing Customer Relationships

We reserve the right to inform customers who have already used our services from time to time by email or by other electronic means about our offers and news. Insofar as no separate consent is required for this, we rely on our legitimate interest in direct marketing (e.g. under the Swiss FADP or Art. 6 para. 1 lit. f GDPR).

10.2 Service Provider Used (HubSpot)

For sending newsletters, managing contacts (CRM) and analyzing our marketing communication, we use HubSpot, a service of HubSpot, Inc., Cambridge, MA, USA. Contact data (e.g. name, email address, company information) and interaction data are transmitted to HubSpot and may be processed in the USA. We have concluded a data processing agreement with HubSpot; the transfer is based on the Swiss-U.S. and EU-U.S. Data Privacy Framework as well as standard contractual clauses. We do not transmit the content of your meetings or transcripts to HubSpot; if you use the HubSpot integration yourself (section 7), data is transferred exclusively at your initiative.

10.3 Newsletter Registration

You have the option of actively subscribing to our newsletter. In this case, we process the data provided during registration (e.g. email address) exclusively for the purpose of sending the newsletter. The legal basis for this is your consent (Art. 6 para. 1 lit. a GDPR or Art. 31 FADP).

10.4 Unsubscribing and Withdrawal

You can object to the use of your email address for advertising purposes at any time without additional costs. An unsubscribe link can be found at the end of every email. The lawfulness of the processing carried out up to the point of withdrawal remains unaffected.

10.5 Analytics Tools in the Newsletter

If you have given your consent, we evaluate the open and click rates of our newsletters in order to understand which content is relevant. This evaluation takes place within HubSpot. You can also withdraw this consent at any time.

11. Contact

If you have any questions about data protection, you can contact us at any time: info@meetingmetrics.ai

For the contact form on our website, we use a form provided by HubSpot. The data you enter is transmitted to HubSpot in order to process your request (see section 10.2).