Privacy Policy

Last updated: March 18, 2026

myndless.ai ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share information when you use myndless.ai and any related services.

1. Information We Collect

a. Meeting Transcriptions

We process audio data from your meetings to provide transcription services. Transcription data is processed to deliver accurate meeting records. We do not capture or store video content. Audio recordings are retained along with their transcriptions to enable you to review past meetings.

b. Meeting Analysis

With your permission, we access transcriptions of your meetings to:

• Provide accurate transcription and analysis
• Generate post-meeting insights and summaries
• Offer contextual advice based on conversation content

You can revoke this permission at any time through your account settings.

c. Google Calendar Data

We request read-only access to your Google Calendar events using the calendar.events.readonly scope. When you connect your calendar during onboarding, we access the following event data: event title, date and time, attendee list, and meeting link. This data is used solely to display your upcoming meetings in the myndless.ai dashboard and to automatically dispatch a transcription bot to your scheduled Google Meet or Microsoft Teams sessions.

We only read calendar event data. We do not create, modify, or delete any calendar events. Google Calendar data is not used for serving advertisements, market research, or any purpose unrelated to providing or improving myndless.ai's user-facing features. Calendar data is not shared with third parties. You can disconnect your calendar at any time through your account settings.

myndless.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only use Google user data (including Google Calendar data) to provide and improve myndless.ai's user-facing features. We do not use this data for serving advertisements, market research, or any unrelated purpose.
• We do not transfer Google user data to third parties unless necessary to provide or improve user-facing features, required by law, or with your explicit consent.
• We do not allow humans to read Google user data unless we have your affirmative agreement, it is necessary for security purposes, to comply with applicable law, or the data is aggregated and anonymized for internal operations.

d. Microsoft Outlook Calendar Data

We request read-only access to your Microsoft Outlook calendar events using the Calendars.Read scope. When you connect your calendar during onboarding, we access the following event data: event title, date and time, attendee list, and meeting link. This data is used solely to display your upcoming meetings in the myndless.ai dashboard and to automatically dispatch a transcription bot to your scheduled Microsoft Teams sessions.

We only read calendar event data. We do not create, modify, or delete any calendar events. Microsoft Outlook Calendar data is not used for serving advertisements, market research, or any purpose unrelated to providing or improving myndless.ai's user-facing features. Calendar data is not shared with third parties. You can disconnect your calendar at any time through your account settings.

myndless.ai's use and transfer of information received from Microsoft APIs will adhere to the Microsoft API Terms of Use. Specifically:

• We only use Microsoft user data (including Outlook Calendar data) to provide and improve myndless.ai's user-facing features. We do not use this data for serving advertisements, market research, or any unrelated purpose.
• We do not transfer Microsoft user data to third parties unless necessary to provide or improve user-facing features, required by law, or with your explicit consent.
• We do not allow humans to read Microsoft user data unless we have your affirmative agreement, it is necessary for security purposes, to comply with applicable law, or the data is aggregated and anonymized for internal operations.

e. Usage Metadata

We may collect non-identifying data such as timestamps of feature usage, feature preference settings, application versions, and error logs for debugging purposes.

2. How We Use Your Data

• Real-Time Features: To transcribe meetings and offer immediate insights.
• Meeting Intelligence: To process transcriptions for enhanced meeting summaries and insights.
• User Experience: To support features like Power-Ups and personalized suggestions.
• Quality & Improvements: To troubleshoot issues and enhance myndless.ai's functionality (using aggregated/anonymized data only).

3. Data Storage & Retention

• Real-time analysis data is kept only temporarily and discarded after processing.
• Meeting transcriptions are processed in real-time and retained only for the duration necessary to provide insights.
• Usage logs are stored in anonymized form and retained only as long as necessary for debugging and improvement.

4. Data Sharing & Third Parties

We do not sell or share any personal data or meeting transcriptions. We may share anonymized usage metrics or aggregated trends with trusted service providers to improve myndless.ai — only under confidential agreements.

5. Data Security

We take reasonable technical and organizational measures to protect data processed by myndless.ai. This includes:

• Encrypted communication between your browser and myndless.ai services
• Encrypted processing of meeting transcriptions
• Compliance with industry-standard security practices for sensitive communication data

6. Your Rights & Choices

• Manage Permissions: You can enable or disable access to features at any time through your account settings.
• Delete Your Data: You can request deletion of any stored meeting data by contacting us.
• Contact Us: For any concerns or requests about data handling, email us at contact@myndless.ai.

7. Children

myndless.ai is not intended for use by individuals under 13. We do not knowingly collect personal information from minors.

8. Legal Compliance

We process meeting transcriptions in compliance with applicable privacy laws including GDPR, CCPA, and other relevant regulations. You have the right to access, correct, or delete your personal data by contacting us.

9. Updates to This Policy

We may update this Privacy Policy occasionally. We will notify you via the application interface or via email before material changes take effect. We encourage you to review this policy periodically.

Have Questions About Our Privacy Policy?

We're here to help. Reach out to us with any privacy-related concerns or questions.

Contact Privacy Team: contact@myndless.ai