Privacy Policy

1. Scope and controller

This Privacy Policy applies when you visit SCRIBES websites, create or use a SCRIBES account, connect a meeting platform, host a meeting in SCRIBES Meet, upload content, or receive meeting content shared through the Service.

SCRIBES is the name used for the Service and acts as controller for account, website, and commercial data. For meeting content created for an organization, that organization may act as controller and SCRIBES may process the content on its behalf. The SCRIBES operator can be contacted at privacy@scribes.cloud.

2. Information we collect

Account and contact information

Name, email address, authentication information, account preferences, communications with support, and organization or billing details you provide.

Meeting content

Meeting audio, transcripts, speaker labels, summaries, decisions, action items, notes, files, chat prompts, and AI-generated responses created when you use SCRIBES. Video or media may also be processed when you use SCRIBES Meet or a supported meeting integration.

Integration information

Calendar events, meeting identifiers, participant information, OAuth tokens, and platform account identifiers required to connect Zoom, Google Meet, Microsoft Teams, or other services you choose to use.

Technical and usage information

IP address, device and browser information, timestamps, diagnostic logs, feature interactions, security events, and category-level analytics used to operate, protect, and improve the Service.

Payment information

Plan, billing interval, transaction status, and related billing information. Payment-card details are handled by the payment provider and are not stored directly by SCRIBES.

3. How and why we use information

We use information to provide meeting capture, transcription, summaries, search, AI questions and answers, sharing, SCRIBES Meet, account administration, support, billing, security, and service communications.

Depending on the context and applicable law, processing is based on performance of a contract, steps taken at your request, legitimate interests in operating and securing the Service, compliance with legal obligations, or consent for optional analytics and marketing technologies.

SCRIBES does not sell customer meeting content and does not use meeting audio, transcripts, summaries, or chat content to train its AI models.

4. Hosting and AI processing

The core SCRIBES meeting workspace, primary storage, and primary AI infrastructure run on SCRIBES-owned servers in our own facilities in Switzerland. This gives customers a clear primary location for their meeting knowledge and keeps core service operations under Swiss jurisdiction.

SCRIBES does not claim that every supporting service or every reliability path is located exclusively in Switzerland. Selected managed providers may be used for meeting-platform integrations, email, payments, analytics, operational tooling, or limited AI processing fallbacks. When a provider is used, the intention is to send only the information required to perform the requested function.

Where processing crosses national borders, SCRIBES will use the safeguards required by applicable Swiss and European data-protection law. A reviewed public subprocessor register and Data Processing Agreement should be published before enterprise launch.

5. Meeting notice and consent

Laws governing meeting capture and transcription vary by country and context. The account holder who initiates capture is responsible for providing any required notice and obtaining any required consent from participants.

On supported third-party platforms, a SCRIBES assistant appears as a participant and remains subject to the meeting host’s admission and removal controls. SCRIBES Meet hosts are responsible for informing their guests when capture or transcription is enabled.

6. When information is shared

Information may be shared with the following categories of recipients when needed to provide the Service:

• Meeting and calendar platforms you connect, including Zoom, Google, and Microsoft services.
• Infrastructure, email-delivery, monitoring, analytics, and support providers.
• Payment processors, including Stripe, for subscription and transaction handling.
• Selected AI processing providers used only when a configured fallback or requested feature requires them.
• People or organizations you choose to share meeting content with.
• Authorities or professional advisers when disclosure is required by law or necessary to protect legal rights and service security.

SCRIBES does not publish private meeting content to the open internet. Meeting owners choose how that content is shared, subject to workspace and link-access settings.

7. Retention and deletion

Account information is retained while your account remains active and as needed for legitimate operational, contractual, tax, fraud-prevention, and legal purposes.

Meeting content is retained until you delete it or the account or organization responsible for it requests deletion, unless a different retention period is agreed. Individual meetings can be deleted from the product. Account-deletion requests are handled through support, and associated customer data is targeted for removal within 30 days, subject to legally required information and backup rotation.

Operational logs and analytics have separate, limited retention periods appropriate to security, reliability, and measurement. Analytics providers apply their configured retention settings.

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, obtain a copy of, delete, restrict, or object to processing of your personal data, and to withdraw consent where consent is the basis for processing. You may also have the right to lodge a complaint with a competent data-protection authority.

You can delete individual meetings in the Service. For account access, export, correction, deletion, or objection requests, contact privacy@scribes.cloud. We may need to verify your identity and authority over the relevant account or meeting content.

9. Security

SCRIBES uses encrypted connections, authenticated access, firewall and network controls, operational monitoring, security updates, and restricted production access. Stored meeting content is protected through access controls and operating-system permissions. SCRIBES Meet media is encrypted in transit using WebRTC security. Disk- and database-level encryption at rest are not currently deployed.

No system is completely secure. If you believe you have found a vulnerability or security issue, contact privacy@scribes.cloud with enough information for us to investigate.

10. Cookies and analytics

Essential storage is used for authentication, language, theme, and security preferences. Optional analytics and advertising technologies may be used only after the applicable consent choice.

SCRIBES may use Google Analytics, Google Ads conversion measurement, and PostHog for category-level website and product analytics. We do not intentionally send meeting audio, transcript text, summary content, chat bodies, search queries, calendar contents, or email recipients to analytics providers.

11. Children

SCRIBES is intended for professional and organizational use and is not directed to children. Do not create an account or initiate meeting capture if you are below the minimum age required to consent to digital services in your jurisdiction.

12. Changes to this policy

We may update this policy as the Service, providers, or legal requirements change. The updated date will be shown at the top of the page, and material changes may also be communicated through the Service or by email.

13. Contact

For privacy questions or requests, email privacy@scribes.cloud. For product support, email support@scribes.cloud.