This Privacy Policy explains how Codex Meetings ("we", "us") handles personal information when you use our websites, web application and mobile applications (the "Service").
1.Who we are
The Service is operated by [Legal entity name], [Registered address], which acts as the data controller for the personal information described in this policy.
2.Account information
When you create an account we collect information such as your name, email address and login credentials, and the plan associated with your account. [Confirm exact fields collected at sign-up].
3.Profile and contact information
You may choose to add profile details such as a display name, profile photo, time zone or contact information. This information may be visible to people you meet with.
4.Meeting and participant metadata
We process information about meetings, such as titles, scheduled times, durations, participant names or emails, and join and leave times, in order to provide and operate the Service.
5.Audio, video, recordings and transcripts
Audio, video and screen-share content is processed to deliver meetings. When a host records a meeting, the recording is stored and made available to the host [and others as configured]. Where transcripts are generated, they are associated with the meeting.
Hosts are responsible for informing participants and obtaining any consent required before recording.
6.AI processing and summaries
On eligible plans, meeting content may be processed to produce AI-assisted summaries, chapters, searchable transcripts and agenda assistance. [Describe AI providers used, whether content is used for model training, and opt-out options].
7.Calendar, bookings and scheduling data
We process meetings you schedule, your availability settings and booking page details. When someone books time with you, we collect the information they enter, such as their name, email and selected time.
8.Device information and app permissions
We may collect device type, operating system, browser, app version, IP address and diagnostic information. Mobile apps may request permissions such as:
- Camera and microphone — to participate in meetings
- Notifications — to alert you about upcoming meetings
- [Other permissions, e.g. calendar or photos, if applicable]
You can change permissions at any time in your device settings.
10.Third-party service providers
We use service providers that process information on our behalf, for example for hosting, media delivery, email and payment processing. [List provider categories or names after verification]. We do not sell personal information [— confirm].
11.Security and data handling
We use technical and organizational measures designed to protect personal information. No method of transmission or storage is completely secure. [Describe verified security measures only].
12.Retention and deletion
We keep personal information for as long as needed to provide the Service and for legitimate business or legal purposes. [Insert verified retention periods for accounts, recordings, transcripts and logs]. You can request account deletion as described on our account deletion page.
13.Your rights and privacy requests
Depending on where you live, you may have rights to access, correct, delete, or export your information, or to object to or restrict certain processing. To make a request, contact [Verified privacy contact email]. We may need to verify your identity.
14.International processing
Your information may be processed in countries other than your own. [Describe processing locations and transfer safeguards].
15.Children's privacy
The Service is not directed to children under [minimum age, e.g. 13 or 16], and we do not knowingly collect their personal information.
16.Contact us
Questions about this policy can be sent to [Verified privacy contact email] or by mail to [Postal address].
17.Updates to this policy
We may update this policy from time to time. We will post the updated version here and change the "Last updated" date, and notify you of material changes where required.