MeetFlow AI Desktop & Mobile App Privacy
MeetFlow AI App

Privacy Policy

This policy explains how Greelogix (“we”, “us”) collects, uses, stores, and shares information when you use the MeetFlow AI applications on macOS, iOS, and Android (“the App”).

Effective and last updated: September 14, 2026

1. Scope

This Privacy Policy applies only to the MeetFlow AI desktop and mobile apps (macOS, iOS, and Android) and the MeetFlow backend services those apps use for sign-in, transcription, AI notes, workspaces, and related features.

If you use the MeetFlow AI Chrome extension, that product has a separate policy: Privacy Policy for the Chrome extension.

MeetFlow’s purpose is to help you capture meetings, create transcripts, and generate notes, summaries, action items, and related insights.

2. Information we collect

Account informationName, email, and profile photo when you sign in with Google or Sign in with Apple (including Hide My Email addresses).
Meeting contentAudio or video you choose to record or upload, transcripts, summaries, action items, decisions, and related notes you create in the App.
Meeting detailsTitles, timestamps, participants you add or detect, workspace membership, and related metadata needed to organize your notes.
Device & usage dataBasic technical information such as OS version, app version, and diagnostic/error signals needed to run and secure the App.
Google Drive (optional)Only if you authorize Drive export; we access files you choose to create or export (for example PDF notes).
Workspace dataWorkspace names, member emails you invite, and synced meetings when you use team workspaces.

3. Permissions the App may request

  • Microphone — to record live meetings for transcription and analysis when you start capture.
  • Screen Recording (macOS) — only when you start Live Listen or otherwise choose to capture meeting system audio (including when using headphones). See Screen recording below.
  • Photos / media library — so you can select audio or video recordings to upload for transcription.
  • Network — to authenticate, transcribe, analyze, sync workspaces, and load this privacy policy.
  • Notifications (optional) — if you enable Meeting Watcher reminders when a meeting app is detected.
  • Accessibility (optional) — if you enable improved Google Meet browser-tab detection.

We do not record audio unless you start a capture or related recording action. The App does not open at login unless you explicitly enable “Open MeetFlow at login” in Settings.

3A. Screen recording (macOS)

Features that use Screen Recording permission:

  • Live Listen / system audio capture — when you start capture, macOS ScreenCaptureKit may be used to obtain meeting playback audio (for example Zoom/Teams/Meet audio while headphones are connected). Any video sample from ScreenCaptureKit is minimal (not a user-facing screen recording) and is not retained as a browseable video of your desktop.
  • Meeting Watcher (optional) — if you enable “Suggest capture when a meeting starts,” the App may read limited window metadata (such as app and window titles) to detect that Zoom, Microsoft Teams, or Google Meet is active so it can remind you to capture. It does not record the contents of those windows for storage or viewing.

Data collected via this permission: primarily meeting audio you choose to capture for transcription; optionally window titles/app identifiers for Meeting Watcher detection. We do not use Screen Recording to continuously record your desktop, passwords, or unrelated apps.

Purposes: (1) transcribe and analyze meetings you choose to capture; (2) optionally remind you to start capture when a meeting app is detected.

Third parties: Captured audio and resulting transcripts/prompts are sent to MeetFlow servers and may be processed by AI providers listed in Sharing, after you grant in-app AI processing consent. Window titles used for Meeting Watcher stay on-device for detection and are not sold or used for advertising.

Storage: Audio you capture and transcripts/notes may be stored on your device and on MeetFlow servers so your meeting history works. Ephemeral capture buffers used during Live Listen are not kept as full-screen video archives. You can delete meetings in-app and delete your account under Settings.

4. How we use information

We use collected information only to provide and improve MeetFlow AI’s meeting-assistant features, including to:

  • authenticate you with Google or Sign in with Apple;
  • transcribe meeting audio and generate summaries, answers, key points, decisions, and action items;
  • save, retrieve, search, and display your meetings and notes;
  • sync meetings to a workspace when you explicitly enable that feature;
  • export notes to Google Drive when you authorize that connection;
  • maintain service reliability, prevent abuse, and troubleshoot failures.

We do not use meeting information for advertising, credit decisions, or purposes unrelated to MeetFlow AI’s product features.

5. When information is shared

We do not sell personal information. Information may be transmitted to service providers only when necessary to operate the App:

  • Sign-in providers: Google Sign-In and/or Sign in with Apple to authenticate your account.
  • MeetFlow backend: Audio you upload or capture, transcripts, meeting metadata, and Ask prompts are sent to MeetFlow servers operated by Greelogix (for example at meetflow.greelogix.com) to provide transcription, analysis, sync, and account features.
  • Third-party AI providers: Depending on configuration, audio or video recordings, meeting titles and related context, transcripts, and prompts or questions may be processed by providers such as Groq, OpenAI, xAI, and/or Google (Gemini) solely to perform speech-to-text and generate AI notes, summaries, and answers. Before the App first shares meeting content for AI processing, it asks for your permission in an in-app consent dialog that explains what is sent and who may receive it.
  • Hosting and infrastructure: Services that host, secure, store, or operate the MeetFlow backend.
  • Your workspace: If you enable workspace sync or invite members, meeting content becomes available to people in that workspace according to its membership.
  • Legal and safety reasons: When required by law or reasonably necessary to protect users, the service, or the public.

We require service providers that process personal data for MeetFlow to protect it to the same or an equivalent standard as described in this policy and applicable law, and to use it only to provide the contracted service.

6. Storage, retention, and account deletion

Meeting content and account details may be stored on your device and on MeetFlow servers so history and workspace features work. Meeting audio, transcripts, notes, and related account data are retained until you delete the relevant meeting or your account, except where a shorter period applies to temporary processing files or a longer period is required for security, fraud prevention, or legal compliance. Window titles used by Meeting Watcher are processed on-device for detection and are not retained as a meeting history.

You can delete individual meetings and recordings inside the App. To permanently delete your MeetFlow account and associated server data, use:

Settings → Account → Delete account
This permanently deletes your account data. It is not a temporary deactivation. If you signed in with Apple, we also revoke related Apple tokens when configured.

You may also contact us using the email below for help with deletion requests.

7. Security

We use reasonable administrative, technical, and organizational measures designed to protect information. Production communications between the App and backend use HTTPS.

No system is completely secure. Protect your device and account credentials, and sign out on shared computers.

8. Your choices

  • Sign in with Google or Sign in with Apple (on Apple platforms).
  • Delete your account from inside the App at any time.
  • Connect or disconnect Google Drive from Settings.
  • Choose when to start or stop recording and what content to upload.
  • Grant or decline in-app AI processing consent before meeting content is shared with third-party AI providers.
  • Enable Meeting Watcher and Open at Login only with your explicit Settings toggles (both default off).
  • Enable workspace sync only when you want meeting data shared with that workspace.
  • You are responsible for any notice or consent required to record or transcribe meeting participants under applicable laws and policies.

9. Google API Limited Use disclosure

MeetFlow AI’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not sell Google user data, use it for personalized advertising, or use it to determine creditworthiness. Humans do not read meeting content except with your affirmative consent for support, when necessary for security, when required by law, or after aggregation/anonymization for permitted internal operations.

10. Children’s privacy

MeetFlow AI is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided information through the App, contact us to request its removal.

11. Changes to this policy

We may update this policy as the App or legal requirements change. We will update the effective date above and provide additional notice when required.

12. Contact

For privacy questions or account deletion help, email fareed.zubair@greelogix.com.

Prefer deleting your account in-app when possible: Settings → Account → Delete account.

Chrome extension users: see the extension privacy policy.