Privacy at Meetwise

Privacy questions and requests can be sent to support@meetwise.pro or submitted through the Meetwise contact page at meetwise.pro/contact.

For meeting content, the organization using Meetwise normally determines why the data is processed and who may access it. That organization is the controller and Meetwise acts as its processor. Meetwise is the controller for its own website, account administration, security, support and legal administration.

The data depends on how you and your organization use Meetwise. It can include:

We receive data when you or your organization create an account, record or upload a meeting, connect a service, configure a workflow, contact support or otherwise use Meetwise. Connected Microsoft and CRM services provide only the information authorized through the selected connection and workflow.

The mobile and desktop apps also send limited installation, notification, processing and recovery information needed to keep uploads reliable, deliver private status updates, honor deletion requests and secure the service. Meetwise Desktop can access microphone, system audio, nearby Outlook context and a paired recorder only after the user enables the relevant function; recording never starts automatically.

We process data to provide and secure the Meetwise workspace, capture or import meetings at a user's direction, create transcripts and meeting intelligence, carry out configured follow-up and provide support. We also use limited technical data to prevent misuse, investigate failures and maintain an accountable service.

Where Meetwise is the controller, processing is based as applicable on performing an agreement, legitimate interests in operating and securing the service, a legal obligation or consent. The customer organization is responsible for choosing and documenting the legal basis for its meeting processing.

Meetwise uses AI to transcribe conversations, structure summaries, identify decisions and action items, and answer questions using permitted meeting context. AI output can be incomplete or incorrect and should be checked when accuracy matters.

An organization can configure follow-up to connected email, calendar, task and CRM systems. Data is only sent to systems the organization has connected and according to its configured workflow and permissions. Meeting content is not sold, used for advertising or used to train general AI models.

The person or organization starting a recording must have an appropriate legal basis and inform participants when required. Meetwise provides recording and processing tools, but does not make a recording lawful by itself. If you took part in a recorded meeting, you can first contact the meeting organizer or its organization about access or deletion.

Meetwise uses selected providers for hosting, authentication, storage, AI processing, email and app delivery. These providers may only process data needed to perform their service under contractual and security requirements. We require them to protect personal data consistently with this policy and applicable law. The core hosted environment and Meetwise-managed meeting storage run in Germany.

The precise processing location can depend on the selected AI route and optional integrations. When an organization sends data to Microsoft, a CRM or another connected service, that provider's own tenant, access and retention rules also apply. Meetwise therefore does not claim that every optional integration keeps all data in the European Union. Appropriate safeguards are used where a transfer outside the European Economic Area is required.

Meeting data is available only to authorized members of the relevant organization, according to their role and the sharing settings for that meeting. We otherwise disclose personal data only to the service providers needed to operate Meetwise, to connected systems chosen by the customer, or when required by law or necessary to protect rights and security.

Meetwise support does not have routine access to customer meeting content. Any exceptional support access requires an authorized, time-limited grant from the organization and is recorded in the audit trail.

Meetwise uses organization separation, role-based access, private storage, encryption in transit and at rest, audit trails and restricted administrator access. No system can eliminate every risk. Suspected unauthorized access or disclosure can be reported immediately through the Meetwise contact page.

Meetwise-managed raw audio is currently deleted after 90 days. Transcripts, summaries, actions and permitted organization context are retained during the customer relationship and removed from active systems within 30 days after it ends, unless another documented retention obligation applies. Local mobile audio is deleted after verified upload, a server deletion notice or after 90 days at the latest. Meetwise Desktop stores unfinished audio as encrypted local chunks and removes it after verified completion, logout or an applicable server deletion notice; it does not silently remove a recoverable draft to free disk space.

Organization owners and administrators can permanently delete a recording. Private audio is removed first, followed by the transcript, summary and action items; a metadata-only audit event remains. Data already sent to a connected system must also be managed there. Backups and limited security, contractual or legal records expire according to their documented schedules and may remain longer where the law requires this.

Depending on applicable law, you can request access, correction, deletion, restriction or portability of your personal data, object to processing or withdraw consent where consent is the basis. We may verify your identity and, for customer meeting data, forward or coordinate the request with the organization responsible for that meeting.

Submit your request through meetwise.pro/contact or email support@meetwise.pro with the subject “Privacy request”. You also have the right to lodge a complaint with the Dutch Data Protection Authority or another competent supervisory authority.

We update this policy when the service, providers or legal requirements materially change. Important changes are communicated through the service or directly to affected customer organizations.

We use functional cookies to remember a language choice and support secure sign-in. The language preference is kept for up to one year. These cookies are not used for advertising. Workspace preferences may also use local browser storage.

To improve the public website, we count page views and clicks on demo, pilot and pricing links. When enabled, this measurement stores only daily totals per known public page, click category and broad source such as Google, LinkedIn or email. It uses no analytics cookies, persistent visitor identifiers, fingerprinting or cross-site tracking. We do not store IP addresses, full referring URLs, search terms, form contents or account and meeting information in these statistics, and do not share them with an advertising or analytics provider.

The browser reduces referral information to a fixed category before sending it. Source information is kept only in memory while navigating the public site, not across sessions. Do Not Track and Global Privacy Control signals are respected. Daily totals are removed by a daily cleanup after 90 days. Clicking a demo link is not the same as booking a demo; if you continue to an external booking service, its privacy rules apply. Hosting and security logs are separate from these statistics and remain subject to the security and retention provisions above.