Privacy policy
Your meetings are your company’s. This is what ActionMind does with them, in plain words: what it collects, why, who else handles it, how long it is kept, and your choices.
In short
Nothing goes out without you
Every email, event, row or message waits for a person to approve it.
Never used for training
Your meetings train no AI model: not ours, not our providers’.
No recording kept
The meeting bot’s recording is deleted once the transcript is written, within a day at most.
Yours to delete
Delete a meeting, or your whole workspace, whenever you want.
On this page · 13 sections
Who we are
ActionMind is operated by [company name], [registered address] (“we”). This policy explains what ActionMind collects when you use it, why, who else handles it, how long we keep it, and the choices you have.
Questions or requests about your data: [privacy email].
What ActionMind does
ActionMind joins or reads your meetings, finds the decisions and tasks in them, and proposes actions: an email to a task’s owner, a calendar event, a row in your task tracker, a Slack message, the meeting’s notes.
What we collect
- Your account: your name and email address, through our sign-in provider.
- Meetings you bring to ActionMind: the meeting’s audio and captions when our meeting bot joins a meeting you started; files you upload (transcripts, audio or video recordings); text you paste; the transcript we write, the analysis (summary, decisions, tasks), and your edits and approvals.
- Your team list: the names and email addresses you add, so tasks reach the right person.
- Connected accounts: when you connect Google, Microsoft, Slack, Notion or Jira, an access token, encrypted at rest, so ActionMind can do what you approve. From Google we use only: sending an email you approved (
gmail.send), creating a calendar event you approved (calendar.events), creating and updating only the files ActionMind creates in your Drive (drive.file), and your Google address, to know which account is connected. We never read your email, your calendar or your other Drive files. From Microsoft (Outlook, its calendar, OneDrive) the same: sending an email you approved (Mail.Send), the calendar events you approved (Calendars.ReadWrite), only ActionMind’s own folder in your OneDrive (Files.ReadWrite.AppFolder), and your Microsoft address (User.Read). We never read your email or your other files. - Usage and errors: counts of meetings, approvals and costs, and error reports with no meeting text in them.
How we use it
Only to provide ActionMind to you and your team: to transcribe and analyse your meetings, propose and carry out the actions you approve, check that they happened, remind your team of deadlines when you turned that on, and keep the service working and secure.
- We do not use your meetings or your data to train AI models, and we use only AI providers’ paid services, which don’t train on it either.
- We do not sell your data, and we do not use it for advertising.
- Our team reads a meeting only when you share it with us in a report (the “ActionMind’s team may read this meeting” box), and you can take that back at any time.
In your meetings
- The meeting bot joins under a name everyone in the meeting can see, such as “Sia (ActionMind)”.
- Pause and Stop: what is said while ActionMind is paused, or after it was stopped, is never kept and never sent to any other service. Anyone in the meeting can pause it by saying its name and “stop”.
- No video of the meeting is recorded.
- When the meeting assistant’s voice is on, it hears what is said to it and answers aloud. When someone asks, it can show pages of your workspace in the meeting, view only. You can turn that off in Settings, and choose there what may be shown while someone outside your team is present.
- You are responsible for telling the people in your meetings that they are recorded and transcribed (see the Terms of service).
Who else handles it
These companies handle your data for us, only to do what is described here (our “subprocessors”). We tell workspace owners before we add a new one.
| Company | What for | Data |
|---|---|---|
| Recall.ai | The meeting bot: joins and records the meetings you start (EU, Frankfurt) | Meeting audio (with the assistant’s voice on, each person’s audio too), captions, participants’ display names. No video |
| Google (Gemini API, paid tier) | Writing the transcript; the meeting assistant’s voice; a backup when another AI provider fails | Meeting audio, transcript text, names, open tasks remembered from earlier meetings |
| OpenAI (API) | Finding tasks and decisions; checking the transcript; the assistant’s replies; a backup for its voice and the transcript | Transcript text, names, open tasks remembered from earlier meetings |
| Anthropic (Claude API) | The live notes while a meeting runs; a backup when another AI provider fails | Transcript text, names, open tasks remembered from earlier meetings |
| ElevenLabs | Speaking the assistant’s answers, when its voice is on | The words of each answer |
| Clerk | Sign-in | Your name and email |
| Resend | ActionMind’s own email to you: after each meeting, its tasks to approve | Your email address, the meeting’s title and its tasks |
| Sentry | Error reports | Technical errors only: transcripts, tokens and request contents are removed first |
| [hosting provider, region] | Our servers and database | Everything above |
Recall.ai
- What for
- The meeting bot: joins and records the meetings you start (EU, Frankfurt)
- Data
- Meeting audio (with the assistant’s voice on, each person’s audio too), captions, participants’ display names. No video
Google (Gemini API, paid tier)
- What for
- Writing the transcript; the meeting assistant’s voice; a backup when another AI provider fails
- Data
- Meeting audio, transcript text, names, open tasks remembered from earlier meetings
OpenAI (API)
- What for
- Finding tasks and decisions; checking the transcript; the assistant’s replies; a backup for its voice and the transcript
- Data
- Transcript text, names, open tasks remembered from earlier meetings
Anthropic (Claude API)
- What for
- The live notes while a meeting runs; a backup when another AI provider fails
- Data
- Transcript text, names, open tasks remembered from earlier meetings
ElevenLabs
- What for
- Speaking the assistant’s answers, when its voice is on
- Data
- The words of each answer
Clerk
- What for
- Sign-in
- Data
- Your name and email
Resend
- What for
- ActionMind’s own email to you: after each meeting, its tasks to approve
- Data
- Your email address, the meeting’s title and its tasks
Sentry
- What for
- Error reports
- Data
- Technical errors only: transcripts, tokens and request contents are removed first
[hosting provider, region]
- What for
- Our servers and database
- Data
- Everything above
Only when you connect them
Google (Gmail, Calendar, Drive, Sheets), Microsoft (Outlook, its calendar, OneDrive), Slack, Notion and Atlassian (Jira) receive only what you approve to send there, and, for reminders and joining calendar meetings, what you turned on. What ActionMind wrote in your own accounts there stays yours.
How long we keep it
- Transcripts: deleted after your workspace’s retention period, 90 days unless you choose 30 to 365 days in Settings. A meeting’s tasks and decisions stay.
- Recordings: ActionMind keeps none. The meeting bot’s copy is deleted as soon as our transcript of the meeting is written, usually minutes after it ends, and a day after the meeting at the latest. An uploaded recording is deleted as soon as it is transcribed (kept up to 7 days only if that failed).
- Tasks, decisions, and the record of what was approved and sent, including the audit log of approvals and settings changes: while your workspace exists, so your team keeps its history.
- When you delete a meeting, its transcript and tasks are deleted.
- When you delete your workspace (Settings), everything ActionMind holds for it is deleted 7 days after you ask; you can cancel until then. What was already sent to your own tools stays there.
Your choices
- Disconnect any connected account in Settings at any time, and remove ActionMind in your Google account’s security settings, or for Microsoft at myapps.microsoft.com (a work account) or account.live.com/consent/Manage (a personal one).
- Pause all sending, turn reminders off, or turn off pages in your meetings, in Settings.
- Delete any meeting, or your whole workspace.
- Ask us for a copy of your data, to correct it, or to delete your account: [privacy email]. We answer within 30 days.
Depending on where you live, the law may give you more rights, such as to object to how we use your data or to complain to your data protection authority. Write to us and we will help.
Security
- Every token to your tools is encrypted at rest (AES-256-GCM) and never shown again.
- Each workspace’s data is kept apart in the database, and only its signed-in people can reach it.
- Every approval and every change of settings is recorded in an audit log.
- Everything travels encrypted between your browser, our servers and the companies above.
Where it is processed
Our servers and database run at [hosting provider, region]. The meeting bot records in the EU. Some of the companies above process data in other countries, including the United States, under their own data protection commitments.
Children
ActionMind is a tool for work. It is not meant for anyone under 16, and we do not knowingly collect their data.
Changes to this policy
We update this page when ActionMind changes. For important changes we tell you in the app or by email before they apply. The date at the top says when it last changed.
Contact
[company name], [registered address]. Privacy: [privacy email]. Everything else: [support email].