Privacy Policy

MemorDesk ("we," "our," or "us") respects your privacy and is committed to protecting it through our compliance with this policy. This Privacy Policy describes the types of information we may collect from you or that you may provide when you use the MemorDesk website and AI meeting assistant services (collectively, the "Services").

By using the Services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Services.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, profile picture, and password when you register.
• Organization Data: Company name, team members, and organizational settings.
• Payment Information: Billing address and payment details (processed securely via Paystack; we do not store full card numbers).
• Communication: Any information you provide when contacting support or providing feedback.

1.2 Meeting & Calendar Data

When you connect your calendar or use our services to record meetings, we collect the following information:

• Calendar Events: Event titles, times, attendees (including names and email addresses), and meeting descriptions from connected calendars.
• Meeting Content: Audio recordings, video feeds, transcripts, and AI-generated summaries of the meetings our bot joins.
• Derivatives: Action items, decisions, topics, and other insights extracted from those meetings.

How we use this data: We use this information strictly to provide the core functionality of the MemorDesk service. Specifically, we use it to:

• Know when to schedule our bot to join your meetings.
• Send pre-meeting "Recording & AI processing" notices to attendees to inform them that an AI assistant will be present.
• Generate transcripts and AI summaries, and extract action items.
• Deliver post-meeting recaps and action items to you and your designated attendees.

No Marketing to Attendees: We strictly respect the privacy of your meeting attendees. We do not use email addresses or contact information collected from your calendar events or meetings to send marketing or promotional emails. We only send marketing communications to individuals who have explicitly signed up and opted in to receive our newsletters and offers.

1.3 Slack Integration Data

When you connect your Slack workspace to MemorDesk, we collect and process the following data:

• Workspace Information: Slack workspace name and team ID, used to identify your connected workspace.
• User Identifiers: Slack user IDs and email addresses, used to match meeting participants to Slack members for accurate attribution and DM delivery.
• Channel Information: Names and IDs of public and private channels you authorize MemorDesk to post to.
• Bot Access Token: A token issued by Slack that authorizes MemorDesk to post messages on your behalf. This token is stored securely and never shared.

We do not read, store, or process any message history from your Slack workspace. MemorDesk only sends messages to Slack; it does not read conversations. You can disconnect Slack at any time from Integrations, which immediately revokes and deletes the stored token.

1.4 Automatically Collected Data

• Usage Data: Pages viewed, features used, and interaction patterns.
• Device Information: Browser type, operating system, device identifiers, and IP address.
• Cookies: We use cookies for authentication, preferences, and analytics. See our Cookie Policy below.

2. How We Use Your Information

• Provide, maintain, and improve the Services
• Process transactions and send related information
• Send technical notices, updates, and security alerts
• Respond to your comments, questions, and requests
• Analyze usage patterns to enhance user experience
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations

3. AI & Sub-Processors

MemorDesk uses a small number of specialized AI providers to power transcription, summarization, search, and voice features: Google Gemini, Voyage AI, ElevenLabs, and Deepgram. Each of these operates under a no-training policy for the account tiers MemorDesk uses, meaning your content is processed to return a result and is never used to train or improve their models.

Google Account Data: Data obtained through your connected Google Account, such as Calendar events and attendees, is processed exclusively by Google's own Gemini API, under Google's terms, never by any other AI provider. Our customer-support chat widget's prompt never includes your Google account or meeting data, even though it uses the same model. MemorDesk's use of this data adheres to the Google API Services User Data Policy, including the Limited Use requirements.

For our complete list of subprocessors, including infrastructure and non-AI vendors, send us a request and our security team will respond within 3 business days.

4. Data Retention

We retain your data only for as long as necessary to provide the Services and fulfill the purposes outlined in this policy.

We do not archive expired data to separate cold storage. Once a meeting recording's retention period lapses, it is marked for deletion; on Pro and Team plans it remains recoverable for the 30 day window shown above, after which the underlying audio/video file is permanently and irreversibly deleted from our storage provider. Free plan recordings have no recovery window. Transcripts, summaries, action items, decisions, and your AI memory (Kojo conversation history and meeting knowledge extracted from your content) are not subject to automatic time-based deletion, they are retained until you delete them or your account is deleted, at which point they are permanently removed as part of account erasure.

Billing and payment records, and audit and security logs, are handled differently because they exist to protect you and us, not just to power the product: billing records support tax, accounting, and dispute-resolution obligations, and audit and security logs preserve a record of account activity, administrative actions, and data deletion itself. Because of this, these two categories are retained for their own purposes and are not removed when you delete your account. Support communications (tickets, live chat) are retained for service quality and dispute resolution, and are not currently deleted automatically when you delete your account, if you would like a support conversation removed, contact us directly.

5. Your Rights

If you are located in the European Union, you have rights under the General Data Protection Regulation (GDPR), including the rights to access, correct, erase, and port your data, and to object to certain processing. If you are a California resident, you have similar rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete it, and the right to opt out of its sale (MemorDesk does not sell personal information). These rights map to the same controls below.

These rights are available to all MemorDesk users regardless of location. Even if you are not covered by the GDPR or the CCPA, you can still request access, correction, or deletion of your data at any time, either directly from Settings → Profile, or by contacting us through our support page.

6. Cookies

We use cookies and similar technologies to:

• Essential Cookies: Required for authentication and core functionality. Cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with the Services.
• Marketing Cookies: Used for personalized advertising (optional, disabled by default).

You can manage your cookie preferences at any time through our cookie consent banner or your browser settings.

7. Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Regular security audits and penetration testing
• Access controls and authentication requirements
• Employee training on data protection

For more details, visit our Security page.

8. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: