Privacy Policy - AICollabX

Privacy Policy

Last Updated: 4th June, 2025

Introduction

At AICollabX, we understand that trust is fundamental when you share your meeting content and business information with us. This Privacy Policy explains how we collect, use, protect, and share your information when you use our meeting intelligence platform. We take your privacy seriously and are committed to protecting your personal and business information!

1. Information We Collect

1.1. Information You Provide

  • Account Information: Name, email address, password, and company details when you create an account
  • Meeting Content: Audio recordings, transcriptions, and any content shared during meetings where AICollabX is active
  • User Input: Comments, notes, documents, corrections, and feedback you provide to improve our AI models
  • Integration Data: Information from connected productivity tools (calendars, email, task management systems) that you authorize us to access

1.2. Information We Collect Automatically

  • Usage Data: How you interact with our platform, features used, session duration, and preferences
  • Technical Information: IP address, browser type, device information, operating system, and connection details
  • Meeting Metadata: Meeting duration, participant count (without identifying individual participants unless they're users), and meeting frequency patterns

1.3. Voice and Audio Information

  • Meeting Recordings: Audio recordings of meetings where AICollabX is activated
  • Voice Commands: Audio when you interact with our real-time AI features
  • Speech Patterns: Analysis of speech for transcription accuracy and AI assistance improvements

2. How We Use Your Information

2.1. Core Services

  • Transcription and Analysis: Converting speech to text and analyzing meeting content for insights
  • Real-time Assistance: Providing live explanations, visualizations, and support during meetings
  • Action Item Generation: Creating automated emails, tasks, calendar events, and tickets based on meeting discussions
  • Content Organization: Categorizing and structuring meeting information for easy retrieval

2.2. Service Improvement

  • AI Enhancement: Training and improving our AI models for better accuracy and functionality
  • Feature Development: Developing new features based on usage patterns and user feedback
  • Performance Optimization: Ensuring our platform operates efficiently and reliably

2.3. Communication

  • Service Updates: Notifying you about new features, updates, or important service announcements
  • Support: Responding to your questions, feedback, and technical support requests
  • Account Management: Managing your subscription, billing, and account security

3. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following limited circumstances:

3.1. With Your Consent

  • Third-party Integrations: Sharing data with productivity tools you've connected (e.g., sending generated tasks to your project management system)
  • Team Collaboration: Sharing meeting insights with team members you designate

3.2. Service Providers

  • Technical Infrastructure: Cloud hosting, data storage, and technical support providers who help us operate our platform
  • Payment Processing: Payment processors for billing and subscription management
  • AI and Analytics: Trusted partners who help improve our AI capabilities (using anonymized data only)

3.3. Legal Requirements

  • Legal Compliance: When required by law, court order, or legal process
  • Security Protection: To protect our users, platform, or the public from fraud, abuse, or security threats

3.4. Business Transfers

In connection with any merger, acquisition, or sale of company assets (with notice to affected users)

4. Data Retention

  • Active Accounts: We retain your information while your account is active and for legitimate business purposes
  • Meeting Content: Meeting recordings and transcriptions are retained according to your account settings (typically 12 months, with options for longer retention)
  • Account Deletion: When you delete your account, we delete your personal information within 30 days, except where longer retention is required by law
  • Anonymized Data: We may retain anonymized, aggregated data for service improvement

5. Data Security

We implement comprehensive security measures to protect your information:

  • Encryption: All data is encrypted in transit and at rest
  • Access Controls: Strict access controls and authentication requirements for our team
  • Regular Audits: Regular security assessments and monitoring for potential threats
  • Compliance: Adherence to industry-standard security frameworks and best practices

6. Your Rights and Controls

6.1. Access and Control

  • Account Settings: Manage your profile, preferences, and connected integrations
  • Meeting Controls: Start, stop, or pause AI assistance during meetings
  • Data Export: Download your meeting transcriptions and generated content
  • Data Deletion: Delete specific meetings or your entire account data

6.2. Privacy Settings

  • Recording Preferences: Control when meetings are recorded and transcribed
  • AI Features: Enable or disable specific AI assistance features
  • Integration Management: Connect or disconnect third-party tools
  • Sharing Controls: Manage who can access your meeting insights

6.3. Legal Rights

Depending on your location, you may have additional rights including:

  • Right to access your personal information
  • Right to correct inaccurate information
  • Right to delete your information
  • Right to data portability
  • Right to object to certain processing

To exercise these rights, contact us at support@aicollabx.com.

7. International Data Transfers

Our services are operated from Australia. If you're located outside Australia, your information may be transferred to and processed in Australia. We ensure appropriate safeguards are in place for international data transfers.

8. Changes to This Policy

We may update this Privacy Policy periodically. When we make material changes, we will:

  • Notify you via email or through our platform
  • Update the "Last Updated" date at the top of this policy

9. Third-Party Services

Our platform integrates with third-party services (email, calendar, task management tools). This Privacy Policy applies only to AICollabX. Please review the privacy policies of any third-party services you connect to our platform.

10. Cookie Policy

We use cookies and similar technologies to:

  • Keep you signed in to your account
  • Remember your preferences and settings
  • Analyze platform usage for improvements
  • Ensure security and prevent fraud

You can control cookie settings through your browser, though some features may not function properly if cookies are disabled.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at support@aicollabx.com.

For legal requests or to exercise your privacy rights, please include "Privacy Request" in your subject line and provide sufficient detail for us to respond appropriately.

This Privacy Policy is part of our Terms of Service. By using AICollabX, you agree to both documents.