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Privacy Policy

How htgr handles your data.

What we collect, where it goes, how long we keep it, and what you can ask us to do with it.

Version 0.1 · draftnot yet in effect

This page is a design placeholder. The structure and headings are real; the body text is not legal copy and must be written or reviewed by counsel before publication. Sections marked what the product actually does describe shipped behaviour and can be relied on as input.

1. Who we are

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Identify the legal entity operating htgr, its registered address, and the data controller or processor role it takes for each category of data described below.

2. What we collect

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Enumerate: account identifiers from Microsoft sign-in; calendar metadata; meeting transcript text; derived summaries, decisions and action items; usage and billing records; and standard service logs.

What the product actually doesAccount data comes from Microsoft sign-in. Calendar events, meeting metadata and Teams transcripts are read with read-only Graph scopes. Everything derived — summaries, decisions, action items, indexed passages — is generated from those transcripts.

3. Where meeting data goes

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Describe the storage location, the encryption posture at rest and in transit, and the circumstances in which content is transmitted to a model provider.

What the product actually doesTranscripts are stored in your workspace, partitioned by organisation and enforced by row-level security in the database. Microsoft refresh tokens are encrypted at rest and never exposed to the browser. Passages are sent to a model provider only when AI search is enabled on the plan.

4. How we use it

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State each purpose and its lawful basis: providing the service, billing, security and abuse prevention, support, and service improvement. State explicitly whether customer content is used for model training.

What the product actually doesModel providers process passages to embed and answer your own questions. Customer content is not used to train models — confirm this against the current provider agreement before publishing (see the open Zero Data Retention / DPA item).

5. Sharing and subprocessors

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Explain that data is shared only with the subprocessors listed on the subprocessors page, and describe the contractual controls that apply to each.

6. Retention and deletion

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State the retention period for meeting content, derived records, logs and backups, and describe the deletion path a customer can invoke.

What the product actually doesThe Free plan keeps 30 days of meeting history; paid plans are unbounded. Disconnecting Microsoft stops sync immediately. A documented deletion path and named owner are still outstanding — this section cannot be finalised without them.

7. Your rights

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Cover access, correction, deletion, portability and objection, the process for exercising each, and the response window. Note where the workspace owner rather than the individual is the correct requester.

8. International transfers

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Identify the regions where data is stored and processed, and the transfer mechanism relied on where data leaves its region of origin.

9. Changes and contact

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Describe how material changes are notified and how much notice is given, then give the privacy contact address.

Questions about this policy: privacy@notesai.com. Security reports: security@notesai.com.