Privacy Policy

Last updated: November 2025

1. Introduction

action.it ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered meeting assistant service.

2. Information We Collect

2.1 Personal Information

• Account Information: Name, email address, profile photo
• Calendar Data: Meeting schedules, attendee information, meeting titles
• Authentication Data: Login credentials and session information

2.2 Meeting Content

• Audio Recordings: Meeting audio when you use our recording feature
• Transcriptions: AI-generated transcripts of your meetings
• Meeting Metadata: Date, time, duration, and participant information
• Generated Insights: AI-created summaries, action items, and analysis

2.3 Technical Information

• Device Information: Browser type, operating system, device identifiers
• Usage Data: Features used, time spent, interaction patterns
• Log Data: IP addresses, access times, error logs

2.4 Third-Party Integrations

• Calendar Services: Data from Google Calendar, Microsoft Outlook
• Video Platforms: Meeting URLs and metadata from Zoom, Teams, etc.

3. How We Use Your Information

3.1 Service Provision

• Transcribe and analyze your meetings
• Generate AI-powered summaries and insights
• Sync with your calendar applications
• Provide meeting recordings and playback

3.2 Service Improvement

• Enhance AI accuracy and features
• Develop new functionality
• Analyze usage patterns for optimization
• Troubleshoot technical issues

3.3 Communication

• Send service notifications and updates
• Provide customer support
• Share important policy changes
• Marketing communications (with consent)

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Data

We never sell, rent, or trade your personal information or meeting content to third parties for marketing purposes.

4.2 Limited Sharing

We may share information only in these circumstances:

• Service Providers: Trusted vendors who help operate our service
• Legal Requirements: When required by law or to protect rights
• Business Transfers: In case of merger, acquisition, or sale
• Your Consent: When you explicitly authorize sharing

4.3 Meeting Participants

• Meeting transcripts and summaries may be shared with other meeting participants
• You control what information is shared through meeting settings
• Participants can access content from meetings they attended

5. Data Security

5.1 Security Measures

• Encryption: All data is encrypted in transit and at rest
• Access Controls: Strict employee access limitations
• Regular Audits: Security assessments and penetration testing
• Secure Infrastructure: Industry-standard cloud security practices

5.2 Data Retention

• Meeting Content: Retained according to your subscription plan
• Account Data: Kept until account deletion
• Legal Compliance: Some data may be retained for legal requirements
• Backup Data: Securely deleted according to our retention schedule

6. Your Rights and Choices

6.1 Access and Control

• View Your Data: Access all personal information we have
• Update Information: Correct or update your account details
• Delete Data: Request deletion of your personal information
• Data Portability: Export your data in standard formats

6.2 Privacy Settings

• Recording Controls: Choose when meetings are recorded
• Sharing Preferences: Control who can access your content
• Notification Settings: Manage communication preferences
• Integration Controls: Manage third-party connections

6.3 Marketing Communications

• Opt-Out: Unsubscribe from marketing emails anytime
• Preferences: Choose types of communications you receive
• Do Not Track: We respect browser do-not-track settings

7. Cookies and Tracking

7.1 Types of Cookies

• Essential Cookies: Required for service functionality
• Analytics Cookies: Help us understand usage patterns
• Preference Cookies: Remember your settings and choices

7.2 Cookie Management

• Most browsers allow you to control cookies
• Disabling essential cookies may limit functionality
• We provide cookie preference controls in our service

8. International Data Transfers

• Your data may be processed in countries other than your own
• We ensure adequate protection through standard contractual clauses
• Data transfers comply with applicable privacy laws

9. Children's Privacy

• Our service is not intended for children under 18
• We do not knowingly collect children's personal information
• If we discover child data, we will delete it promptly

10. Changes to This Policy

• We may update this Privacy Policy periodically
• Material changes will be notified via email or service notification
• The "Last updated" date reflects the most recent version
• Continued use constitutes acceptance of changes

11. Regional Privacy Rights

11.1 GDPR (European Union)

If you're in the EU, you have additional rights including:

• Right to be forgotten
• Data portability
• Object to processing
• Withdraw consent

11.2 CCPA (California)

California residents have rights to:

• Know what personal information is collected
• Delete personal information
• Opt-out of sale (though we don't sell data)
• Non-discrimination for exercising rights

12. Contact Us

For privacy questions or to exercise your rights, contact us at:

Email: privacy@action.it

Response Time: We respond to privacy requests within 30 days

Address:

This policy is effective as of the last updated date above.

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