Privacy Policy

AegisMeetings ("the Service") takes your privacy and data security seriously. This Privacy Policy is prepared with reference to Taiwan's Personal Data Protection Act and related regulations. It explains how we collect, use, store, and protect your personal data and meeting content, and the rights you may exercise.

1. Data We Collect

1.1 Account information

• Name, email address, and profile image obtained through Google or GitHub OAuth (fields depend on your consent scope)
• Public verification data generated during device authorization (we do not hold or have access to your vault private key; it is generated and kept locally on your authorized device and never sent to our servers)
• Sign-in logs (IP address, device information, timestamp, and method)

1.2 Meeting data

• Audio you upload or live recording chunks (encrypted in the browser and written directly to Azure Blob via SAS; not held as plaintext on Web VMs; no durable plaintext audio retained after processing)
• Transcripts and AI-generated summaries, key points, and action items (stored as an encrypted sealed bundle in Azure Blob; the decryption key is protected by your RSA public key — only your authorized device can decrypt it; the database holds only path and hash metadata — no human-readable content)
• Playback audio (stored encrypted in Azure Blob Object Storage)

1.3 Vocabulary data (General / Personal / Meeting vocabulary)

• Custom terms, names, and domain vocabulary you add to improve ASR accuracy
• Vocabulary content is sealed with K_main XChaCha20-Poly1305 and stored in Azure Blob; the database stores only the Blob path and item count — no word plaintext, ciphertext, or per-word hashes
• Vocabulary uses the same key architecture as audio (K_main): the transcription host briefly decrypts designated vocabulary into ASR hotwords in memory during AI processing, then immediately discards them (never written to disk). At rest, vocabulary is stored as ciphertext inaccessible to regular servers. Note: vocabulary and transcripts use different key architectures — transcript decryption keys are protected by your RSA public key and accessible only by your device

1.4 Usage data

• Metadata such as meeting creation time, duration, and processing status (does not include meeting content)
• Plan usage and quota consumption records
• Payment transaction records (processed by authorized payment processors; we do not store card numbers or financial account details)
• To display the applicable billing region, currency, and plan prices, we may use a country/region code inferred from connection metadata (e.g., CDN IP header); not used for advertising or remarketing

2. Purposes of Processing

We will not use your personal information or meeting content for marketing, advertising, or sell it to any third party.

3. Encryption and Data Protection

3.1 Mandatory device-bound encryption

The Service enforces mandatory device-bound encryption for all users — this is not configurable. Key points:

• Audio is encrypted in the browser and uploaded directly to Microsoft Azure Blob using SAS — not relayed through Web/API VMs as plaintext
• Transcripts, summaries, and vocabulary are sealed with XChaCha20-Poly1305 secretstream and stored primarily in Azure Blob; the managed database stores paths, lengths, and SHA-256 hashes — no human-readable content in plaintext at rest
• Each vocabulary bucket (General / Personal / Meeting) is a separate sealed Blob; the database stores only the Blob path and item count — no word plaintext, ciphertext, or per-word hashes
• Your vault private key (used to unseal transcripts, summaries, and vocabulary) resides solely on your authorized devices and cannot be accessed server-side; audio encryption keys are protected by a separate transcription-host key pair used only during AI processing (see §3.3)

Irrecoverability disclosure: Your meeting transcripts, summaries, and vocabulary sealed bundles are protected by your vault private key. If you lose all authorized devices and have no recovery PDF, neither we nor any technical personnel can technically decrypt this content. This is inherent to the encryption design, not a service deficiency.

3.2 Encryption in transit

All data transmissions are enforced over HTTPS (TLS). Live recording chunks are transmitted through Azure Web PubSub encrypted channels.

3.3 Transparency: data during processing

To perform speech recognition and AI analysis, audio and any custom vocabulary you have configured must briefly exist in a processed form in transcription-host memory — this is the "honest processing window". We commit to:

• All temporary plaintext is immediately purged from the transcription host upon completion
• Data during processing is never written to disk or recorded in system logs; the transcription host also disables memory swap
• Once the processing window ends, no one can access your transcript, summary, or vocabulary plaintext — these outputs are sealed under your vault private key, which the service cannot access

4. Storage Location

• Your data is stored on the Microsoft Azure cloud platform (centralus region); Azure complies with ISO 27001, SOC 2 Type II, GDPR, and other international security certifications
• Audio, transcript Blobs, and vocabulary Blobs are stored in Azure Blob Storage
• Structured metadata (accounts, meeting status, Blob paths, etc.) is stored in Azure PostgreSQL; the cache layer is Azure Cache for Redis
• Live recording signals are transmitted via Azure Web PubSub
• We do not proactively transfer your data to other countries, except as necessitated by infrastructure disaster recovery

5. Retention Periods

6. Third-Party Processors

We have data protection agreements with all third-party service partners. Azure OpenAI API terms explicitly state that data submitted via API is not used for AI model training.

7. Your Rights (Taiwan PDPA)

Under Taiwan's Personal Data Protection Act, you have the following rights:

1. Right of access: You may view all your meeting data at any time by signing in
2. Right of rectification: You may edit transcripts, summaries, and other content at any time
3. Right of deletion: You may delete individual meetings. Online complete account deletion is not currently available; please contact us via the email below if you have related requests
4. Right of portability: You may view, copy, and export your meeting content; zero-knowledge sealed meetings must first be decrypted client-side on a device with an unlocked vault before export (the server cannot unseal encrypted bundles on your behalf)
5. Right to object to marketing: We do not send commercial marketing emails. Service notifications are necessary contract communications

To exercise any right or for questions, contact [email protected]. We will respond within 15 business days.

8. Cookies and Similar Technologies

The Service does not serve ads, does not conduct remarketing, and does not use ad networks or cross-site behavioral tracking tools.

8.1 First-party cookies

8.2 Browser local storage (not cookies)

• IndexedDB (key store): non-exportable key material for vault unlock and recording/upload flows
• localStorage: device identifier (aegis_device_id) aligned with authorized devices on your account
• sessionStorage: in-progress live meeting ID for resume after interruption

8.3 Third-party cookies (only in specific flows)

We also use Microsoft Azure Application Insights on the server side for operations and error monitoring; this is separate from visitor browser analytics and does not include your meeting content.

8.4 Your choices

You may clear or block cookies in browser settings; you may need to sign in again, re-select language, or repeat device security steps. Questions: [email protected].

9. Children's Privacy

The Service is not intended for individuals under the age of 16. If we become aware that a user below this age has registered, we will immediately suspend the account and permanently delete all associated data.

10. Policy Changes

We may revise this Policy in response to service changes or regulatory updates. Amendments materially affecting users' rights will be communicated at least 14 days before taking effect via email. Continued use after amendments take effect constitutes acceptance of the revised Policy.

11. Contact

• Email: [email protected]
• Service: AegisMeetings (神盾會議)