Privacy Policy

1. Introduction

MeetingMind ("we", "our", "us") is operated by Vinoth Kumar Rajendran, an individual proprietor based in Salem, Tamil Nadu, India. We are committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains what data we collect, how we use it, who we share it with, and your rights under applicable law — including India's Digital Personal Data Protection Act, 2023 (DPDP Act) and, where applicable, the General Data Protection Regulation (GDPR).

By creating an account or using MeetingMind, you confirm that you have read and agree to this Privacy Policy.

2. Who we are

Data Controller: Vinoth Kumar Rajendran

Business name: MeetingMind

Address: Salem, Tamil Nadu, India

Contact: support@meetingmind.in

3. What data we collect

3.1 Account data

When you sign up, we collect your email address, name, and a hashed password. This is used to identify you and provide access to your account.

3.2 Profile and CV data

You may optionally upload your CV (resume) and job description, and provide your job title, years of experience, key skills, and company name. This data is stored securely and used solely to personalise AI responses during your sessions. Your CV text is stored in our database — no CV file is retained, only extracted text.

3.3 Audio data

MeetingMind captures audio from your microphone and system speakers during active sessions. This audio is streamed in real time to Deepgram Inc. for transcription. We do not store raw audio recordings. Only the text transcription produced by Deepgram is stored — and only if you have active sessions. Audio is processed in real time and immediately discarded after transcription.

By using MeetingMind, you consent to real-time audio capture and processing. You are solely responsible for informing any other participants in a meeting or interview that AI assistance is being used, as required by applicable law in your jurisdiction.

3.4 Transcript data

Session transcripts (text only) are saved locally on your device and optionally to our secure database. Transcripts are associated with your account and are accessible only to you and our authorised technical staff for support purposes.

3.5 Payment data

Payments are processed by Razorpay (Razorpay Software Private Limited, Bangalore, India). We do not store your card number, UPI ID, or bank account details. Razorpay shares with us only your subscription status and payment confirmation. Razorpay's privacy policy governs their handling of your payment data.

3.6 Usage data

We collect information about your usage of the product including session duration, minutes used, features accessed, download timestamps, and subscription plan. This is used for billing, product improvement, and support.

3.7 Device and technical data

We may collect your operating system version, app version, and error logs to diagnose technical issues. We do not track your location beyond the country level.

4. How we use your data

We use your data to:

• Provide, operate, and improve MeetingMind
• Personalise AI responses using your profile and CV data
• Process subscription payments and manage billing
• Send transactional emails (account confirmation, payment receipts)
• Respond to support requests
• Monitor and prevent abuse of the service
• Comply with legal obligations

We do not use your data for advertising. We do not sell your data to any third party. We do not use your audio or transcript data to train AI models.

5. Third-party services we use

All third-party providers are contractually obligated to handle your data securely and only for the purposes stated above.

6. Data retention

• Account data: Retained while your account is active. Deleted within 30 days of account deletion request.
• CV and profile data: Retained until you delete it or your account. You can delete your CV at any time from the dashboard.
• Transcripts: Retained for 12 months from session date, then automatically deleted. You can delete individual transcripts at any time.
• Audio: Not stored. Processed in real time and immediately discarded.
• Payment records: Retained for 7 years as required by Indian tax law.

7. Your rights

Under the DPDP Act 2023 and applicable law, you have the right to:

• Access — request a copy of the personal data we hold about you
• Correction — request correction of inaccurate data
• Erasure — request deletion of your account and associated data
• Withdraw consent — stop using the product at any time; audio processing stops immediately when you close the app
• Grievance redressal — raise a complaint with us and receive a response within 30 days

To exercise any of these rights, email us at support@meetingmind.in.

8. Audio recording and consent

MeetingMind records your microphone and system audio during active sessions. This is the core function of the product. By activating a session, you explicitly consent to this recording.

You are responsible for obtaining consent from other participants in any meeting or interview before using MeetingMind, as required by the laws of your jurisdiction. In India, recording a conversation without the other party's consent may violate the Indian Telegraph Act and IT Act. MeetingMind accepts no liability for unlawful recording by users.

You can pause or stop audio capture at any time using the Stop button in the MeetingMind overlay.

9. Data security

We implement appropriate technical and organisational measures to protect your data including:

• Encrypted data transmission (HTTPS/TLS) for all API communication
• Row-level security on our database so users can only access their own data
• Secure token-based authentication via Supabase Auth
• No storage of raw audio data
• Access to production systems restricted to authorised personnel only

No method of transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

10. Children's privacy

MeetingMind is not intended for use by persons under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us at support@meetingmind.in and we will delete it promptly.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify active users by email if changes are material. Continued use of MeetingMind after changes constitutes acceptance of the updated policy.

12. Contact and grievance officer

For any privacy-related questions, data requests, or complaints:

Grievance Officer: Vinoth Kumar Rajendran
Email: support@meetingmind.in
Address: Salem, Tamil Nadu, India
Response time: Within 30 days of receipt

If you are not satisfied with our response, you may lodge a complaint with the Data Protection Board of India once constituted under the DPDP Act 2023.