Privacy policy

Last updated: 2026-10-28

In short

• Everything is processed within the EU. Your meetings are encrypted with a key that is only in the link in your email.
• We don’t keep recordings. Transcripts and minutes are deleted after 24 hours.
• Your data is not used to train AI models. We show no ads and we don’t track you.

Who is responsible

meetingminutes.eu is a service of Stone & Ripple B.V. (KvK 60601949). We are the controller for your account and payment data. We process the content of your meetings on your behalf, as a processor: you decide what you record and send in. You also make sure the participants know you are recording. Send privacy questions to privacy@notulen.live.

What data we process

• Account: your email address, your name, your language and your credit. To sign in we send you a code that expires after a short time.
• Payments: what you bought, the amount, the date and the payment reference. We don’t see your payment details, such as your card or account number; they stay with Apple.
• Meetings: the recording, the transcript, the names of the speakers, the minutes and what you include, such as an agenda, previous minutes or a forwarded email.
• Fixed layout: if you send us minutes you like as an example, we keep only their structure and style, without names or content. We delete the example itself straight away.
• Feedback: what you write to us, your app version and device type, and your email address if you want a reply. Don’t include meeting content.
• Usage: per meeting the duration and the processing cost, without content.

Why

We use this data only to provide the service you ask us for (performance of the contract), to handle payments and to meet our legal bookkeeping obligations. We only email you about your own meetings and your account.

How we protect your meetings

Every meeting gets its own key. It is only in the link we email you. Without that link nobody can read the transcript, not even us. During processing the content is only in the working memory of our systems. What you email to your inbox or prepare in the app is encrypted with your pairing code. Log files contain no meeting content, no emails and no codes.

How long we keep data

• The recording: until processing is finished, and never longer than 24 hours.
• Transcript and minutes: 24 hours.
• Agendas and documents in your inbox: 7 days, or shorter if they are linked to a meeting.
• Email you send us: our email receiver Lettermint keeps a copy for 28 days.
• Your fixed layout: until you remove or replace it, or delete your account.
• Feedback: until one month after we have handled it, and never longer than 12 months.
• Your account: until you delete it.
• Payments: 7 years, because tax law requires it. If you delete your account, we remove your name and email address from the payment.

Who helps us

We work with these parties. With each of them we have agreements on protecting your data.

• Hetzner Online GmbH: our server is in a data centre in the EU.
• Verda Cloud Oy: in data centres in the EU, speech recognition runs on GPU servers with our own open-source models. Each recording is processed on its own server, which stops afterwards.
• Scaleway SAS: in data centres in the EU, speech recognition runs on GPU servers with our own open-source models. Open-weight language and vision models write the minutes there and read documents. Scaleway does not use prompts or data for training and does not store prompts. We also send our emails, such as the minutes, through Scaleway.
• Lettermint B.V.: receives the email you send us in the EU, such as to your inbox address, and passes it on to our server. If Scaleway is unreachable, we send our emails through Lettermint. Lettermint keeps a copy for 28 days.
• Cloudflare: manages the DNS of our domains: the address book that points visitors to our server in the EU. Cloudflare sees no recordings, transcripts, minutes or emails. Cloudflare is a US company.
• Cursor (Anysphere Inc.) and Anthropic: we read feedback with AI tools for software development, to improve the app. These are US companies; the transfer is based on the European Commission’s standard contractual clauses. Only feedback goes to them, never the content of your meetings.
• Apple: purchases in the app. Apple processes those payments under its own privacy policy.

Hetzner, Verda, Scaleway and Lettermint are European companies without a US parent. The US CLOUD Act does not apply to them. Cloudflare only manages the DNS of our domains and processes no content.

Cookies and storage in your browser

The website uses one functional cookie to keep you signed in. Your browser stores the keys of your meetings locally for a few days so you can open them again. We don’t use analytics cookies or trackers.

Your rights

You may access your data, have it corrected or have it deleted. You may object to its use and request a copy. You delete your account and everything that comes with it yourself in the app or on the website. For other requests, email privacy@notulen.live; we reply within a month. If you disagree with us, you can lodge a complaint with the Autoriteit Persoonsgegevens (the Dutch data protection authority) or with the supervisory authority in your own country.

Changes

If we change this privacy policy in a material way, we will let you know in advance by email.