Privacy Policy
Maya — Privacy Policy
DRAFT — not reviewed by counsel. Do not publish. See [README.md](README.md).
Version 1.0-draft · Last updated [DATE] · [LEGAL ENTITY NAME] · Contact: [PRIVACY CONTACT EMAIL]
The short version
Maya listens to meetings you invite her to. To do that, meeting audio is sent to a third-party AI provider outside our infrastructure. We keep the transcript and the documents she produces so you can use them. We do not sell your data, and we do not use it to train models.
If audio leaving our systems is unacceptable for a meeting, do not use Maya for that meeting.
Who this covers
Two different groups, with different relationships to us:
- Customers — people who create an account and buy minutes. We are the controller of your account
data.
- Meeting participants — everyone else in a meeting Maya joins. They have no account with us, and
usually no direct relationship with us. We process their voices and words on our customer's instruction, and the customer is responsible for having told them (Terms clause 2).
> Counsel: confirm the controller/processor split. It is the question that decides which obligations > land on us versus the customer, and whether a Data Processing Agreement is required.
What we collect
From customers. Email address, a scrypt hash of your password (never the password), your Stripe customer identifier, your credit and usage ledger, meeting URLs you submit, session timestamps and outcomes, and your acceptance of these terms with the version and time.
From meetings. Audio while Maya is present, transcripts derived from it, documents she generates, and metadata such as start and end times and duration.
Technical. IP address and request logs for security and rate limiting.
We do not collect payment card details — Stripe handles those and we never see them. We do not purchase data about you, and we do not run advertising.
We do not retain meeting audio recordings. Audio is processed in the moment to produce speech and transcripts. What persists is the transcript and the documents.
Why we process it
| Purpose | Basis | |---|---| | Providing the service — joining meetings, transcribing, generating documents | Performance of the contract | | Billing and fraud prevention | Contract, and our legitimate interest | | Security, abuse prevention, rate limiting | Legitimate interest | | Legal and tax obligations | Legal obligation | | Meeting participants' voices and words | Our customer's instruction; consent obtained by them |
We do not use your meeting content for our own product development, analytics or marketing, and we do not use it to train or fine-tune any model.
Who we share it with
These are the sub-processors the service genuinely depends on:
| Sub-processor | What they receive | Why | |---|---|---| | [AI MODEL PROVIDER] | Meeting audio and transcript text | Speech understanding and generation. This is the disclosure that matters most: audio leaves our infrastructure to reach them | | Amazon Web Services | All hosted data | Compute and storage. Region: [REGION] | | Stripe | Your email, payment details you give them directly | Payment processing | | Microsoft | Maya's presence in your meeting | Teams is the meeting platform |
We also disclose where legally compelled, to protect rights or safety, or to an acquirer in a merger or sale — in which case this policy continues to apply until you are given notice of a change.
We do not sell personal information, and we do not share it for cross-context behavioural advertising, as those terms are used in US state privacy law.
> Counsel: the AI provider's terms decide what we can honestly promise here. Confirm what they may do > with submitted audio, and whether it needs contractually restricting before we make any claim about it.
International transfers
Data may be processed in the [UNITED STATES] and other countries where our sub-processors operate. Our infrastructure region is [REGION], but the AI provider may process audio elsewhere.
> Counsel: if we take EU or UK customers, transfer mechanisms are needed. Note also that the AI > provider's region availability may not match ours, which is a real constraint on what we can offer.
How long we keep it
| Data | Retention | |---|---| | Account and credit ledger | While the account is open, then [7] years for tax and accounting | | Meeting transcripts | [30] days, then deleted | | Generated documents | [90] days, or until you delete them | | Meeting audio | Not retained | | Security and request logs | [90] days | | Terms acceptance and per-meeting consent confirmations | [7] years — this is the evidence that consent was attested to, so it outlives the meeting |
Your rights
Depending on where you live, you may have the right to access, correct, delete, port or restrict your data, to object to processing, and not to be discriminated against for exercising these rights.
Access and portability are built in: /usage.json exports everything we hold about your account, ledger and sessions, at any time, without asking us.
For anything else, contact [PRIVACY CONTACT EMAIL]. We will respond within [30] days. We may need to verify your identity first.
If you were a participant in a meeting, not our customer: we usually cannot identify you in our records, and the transcript belongs to our customer. Please contact them. If you contact us, we will help where we can and will tell you honestly if we cannot.
Security
Passwords are hashed with scrypt. Traffic is encrypted in transit. Each meeting runs in its own isolated container, destroyed when the meeting ends. Control credentials are derived per session, held only in memory, and never given to customers. Access to production is limited to staff who need it. Payment card data never reaches us.
No system is perfectly secure. We will notify you and any regulator as required by law if a breach affects your data.
Children
Maya is not for anyone under 18, and not for meetings involving children. We do not knowingly collect their data; if we learn we have, we will delete it.
Changes
We will post material changes here and email customers [30] days before they take effect.
Contact: [PRIVACY CONTACT EMAIL] · [POSTAL ADDRESS]