Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Communications: Information you provide when contacting us for support or feedback.
• Payment Information: If you purchase a subscription, payment details are processed by our third-party payment processor. We do not store complete payment card information.
• Account Information: Name, email address, and profile information when you create an account or authenticate through a third-party provider (e.g., Google).

1.2 Information Collected Through the Service

• Participant Information: Names and identifiers of meeting participants detected during recordings.
• Screenshots: Images you capture through our screenshot feature for analysis and note-taking.
• CRM Data: When you connect a CRM system (e.g., HubSpot, Salesforce), we access and sync contact, company, and deal information to link meeting data with your customer records.
• Calendar Data: When you connect your calendar (e.g., Google Calendar), we access event information including titles, times, attendees, and meeting links to provide meeting context and scheduling features. We access calendar data in read-only mode and do not modify your calendar.
• Meeting Recordings and Transcripts: Audio, video, and transcriptions of meetings you choose to record using our desktop application.

1.3 Automatically Collected Information

• Log Data: IP address, access times, and referring URLs.
• Device Information: Device type, operating system, browser type, and unique device identifiers.
• Usage Data: Information about how you interact with the Service, including features accessed, actions taken, and timestamps.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process and transcribe meeting recordings
• Generate meeting summaries and insights using artificial intelligence
• Sync meeting information with connected CRM systems
• Provide meeting context from connected calendars
• Send service-related communications and updates
• Respond to support requests
• Analyze usage patterns to improve user experience
• Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We share information in the following circumstances:

3.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud infrastructure and hosting providers
• Meeting recording and transcription services
• Authentication providers
• Analytics services
• Payment processors

These providers are contractually obligated to protect your information and may only use it to provide services to us.

3.2 Connected Services

When you authorize integrations with third-party services (CRM systems, calendars), we share relevant data as necessary to provide the integrated functionality you requested.

3.3 Legal Requirements

We may disclose information if required by law, legal process, or government request, or to protect the rights, property, or safety of Celoia, our users, or others.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4. Data Retention

• Account Information: Retained while your account is active and for a reasonable period thereafter.
• Recordings and Transcripts: Retained until you delete them through the Service.
• Usage Data: Retained in aggregated or anonymized form for analytics purposes.

You may delete your recordings, transcripts, and account data at any time through the Service settings.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. However, no method of transmission or storage is completely secure.

6. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information.
• Portability: Request a portable copy of your data.
• Objection: Object to certain processing of your information.

To exercise these rights, contact us at privacy@celoia.com.

7.1 California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

7.2 European Residents

If you are in the European Economic Area, we process your personal information based on legitimate interests, contract performance, legal obligations, or your consent. You have the right to lodge a complaint with your local data protection authority.

8. Children's Privacy

The Service is not directed to children under 18, and we do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy and updating the “Last Updated” date.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: privacy@celoia.com