Privacy Policy

1. What personal information we collect

We only collect information that is reasonably necessary to provide the service. This may include:

• Account information — your name, email address and password (stored in hashed form) when you create or claim an account.
• Profile information — details you provide during onboarding, such as your role or organisation.
• Voice recordings — audio you record after meetings for the purpose of transcription.
• Transcripts and summaries — text generated from your recordings or notes, including AI-generated meeting summaries and suggested follow-up actions.
• Meeting and contact data — information you enter about your meetings and the people you meet, including contact names, organisations, roles, status, and notes.
• Usage and device data — technical information such as device type, browser, app interactions, and log data collected automatically to keep the service secure and reliable.

Sensitive information. ThatMeeting is not designed to collect sensitive information (such as health, racial, political or religious information). Please do not record or enter sensitive information. If you choose to include it in a recording or note, you consent to us handling it as described in this policy.

2. How we collect your information

We collect personal information:

• Directly from you — when you sign up, complete onboarding, record a voice note, type a note, or add a contact or meeting.
• Automatically — through your use of the app, including log and usage data collected by our hosting and analytics infrastructure.

3. Why we collect and use your information

We use your personal information to:

• Provide, operate and maintain the service and its core features (recording, transcription, summarisation, follow-ups and contact management);
• Authenticate you and keep your account secure;
• Generate transcripts, summaries and suggested actions from your recordings and notes;
• Send you service-related notifications, such as follow-up reminders;
• Respond to your support requests and feedback;
• Detect, prevent and address technical issues, fraud or misuse; and
• Comply with our legal obligations.

We will not use your information for a purpose that is unrelated to the above without your consent, unless permitted or required by law.

4. AI processing of your content

To transcribe recordings and generate summaries, your audio and text are sent to third-party AI providers acting as our service providers. Specifically:

• Transcription — audio is processed by a speech-to-text model (currently OpenAI Whisper, accessed via OpenRouter).
• Summarisation and action extraction — transcripts and notes are processed by large language models (currently Anthropic Claude, accessed via OpenRouter).

These providers process your content only to return results to us and in line with their own terms. AI-generated transcripts and summaries may contain errors or omissions — you should review them for accuracy and not rely on them as a complete or authoritative record.

5. Disclosure and third parties

We do not sell your personal information. We may disclose it to:

• Service providers who help us run the service, including our cloud database, storage and authentication provider (currently Supabase) and the AI providers described above (OpenRouter, OpenAI, Anthropic);
• Professional advisers such as lawyers and accountants, where reasonably necessary; and
• Authorities or other parties where required or authorised by law, or to protect the rights, property or safety of ThatMeeting, our users or others.

We require our service providers to protect your information and to use it only for the purposes we engage them for.

6. Overseas disclosure

Some of our service providers store or process data outside Australia, including in the United States (for example, our AI and hosting providers). By using ThatMeeting, you acknowledge that your information may be disclosed to and processed by these overseas recipients. We take reasonable steps to ensure they handle your information consistently with the Australian Privacy Principles, but their handling may also be subject to the laws of the countries in which they operate.

7. Storage and security

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include encrypted connections, access controls, and database-level tenant isolation so that your data is only accessible to you and to those you authorise.

No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Data breaches

If a data breach occurs that is likely to result in serious harm to any individual whose information we hold, we will assess and respond to it in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth), including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

9. Data retention and deletion

We keep your personal information for as long as your account is active or as needed to provide the service. You may delete individual meetings, recordings, contacts and actions at any time within the app. If you close your account, we will delete or de-identify your personal information within a reasonable period, unless we are required to retain it to comply with a legal obligation or to resolve disputes.

10. Accessing and correcting your information

Under the Australian Privacy Principles, you have the right to request access to the personal information we hold about you and to ask us to correct it if it is inaccurate, out of date or incomplete. Much of your information is directly viewable and editable within the app. For anything else, contact us using the details below. We will respond within a reasonable time and may need to verify your identity first.

11. Information about people you add (contacts)

ThatMeeting lets you store information about the people you meet. When you add a contact or record a meeting involving other people, you are responsible for ensuring you have a lawful basis to collect and store that information, and for handling it in accordance with applicable privacy laws. If a person asks us to remove information you hold about them, we may contact you to resolve the request or act where required by law.

12. Marketing communications

We will only send you marketing communications where permitted under the Spam Act 2003 (Cth) and the Australian Privacy Principles. You can opt out at any time by using the unsubscribe link in any message or by contacting us. We will still send you essential service-related messages, such as security and account notices.

13. Cookies and similar technologies

We use cookies and similar technologies that are necessary to keep you signed in, to remember your preferences, and to keep the service secure. You can control cookies through your browser settings, but disabling essential cookies may prevent parts of the service from working.

14. Children

ThatMeeting is intended for business use by adults and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

15. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. If the changes are significant, we will take reasonable steps to notify you. Your continued use of the service after an update means you accept the revised policy.

16. Contact us and complaints

If you have any questions about this policy, want to access or correct your information, or wish to make a privacy complaint, please contact us at mail@gothatmeeting.com or through the in-app feedback option.

We will acknowledge your complaint and aim to resolve it within a reasonable time. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.