Privacy Policy

Introduction

The Smarter Company (“we,” “us,” or “our”) operates SmarterMeetings at https://www.smartermeetings.io and the related application at app.smartermeetings.io (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices you have.

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

Information we collect

We collect information you provide and data generated through your use of the Service:

• Account information such as name, email address, organization name, and authentication credentials (including SSO when enabled).
• Meeting data synced from connected providers, including transcripts, summaries, participants, metadata, and tasks you create or accept.
• Configuration data such as connected integrations, Salesforce mappings, and summary prompts.
• Billing information processed by our payment provider (we do not store full payment card numbers on our servers).
• Usage and technical data such as IP address, browser type, device information, and logs needed to operate and secure the Service.

How we use information

We use collected information to:

• Provide, maintain, and improve the Service.
• Sync and display meeting content, run AI features you request, and push data to Salesforce when you configure it.
• Process subscriptions, trials, and invoices.
• Send service-related communications (e.g., security alerts, billing notices).
• Detect, prevent, and address fraud, abuse, or technical issues.
• Comply with legal obligations and enforce our Terms and Conditions.

AI and third-party services

When you use AI features (task extraction, summaries, client Q&A, or similar), transcript and related text may be sent to third-party AI providers you or your organization configure (such as OpenAI, Google, or Anthropic), subject to those providers’ terms.

When you connect Salesforce or meeting providers (e.g., Zoom, Teams, Fathom, Fireflies), data is exchanged with those services according to your configuration and their policies.

We use infrastructure and subprocessors (hosting, email, payments, analytics as applicable) to run the Service. We require appropriate safeguards where required by law.

Analytics and cookies

Our marketing website (www.smartermeetings.io) may use Google Analytics 4 to understand how visitors find and use our pages. GA4 collects information such as pages viewed, approximate location, device type, and referral source. This helps us improve our site and measure interest in SmarterMeetings.

Google Analytics uses cookies and similar technologies. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on or adjusting your browser cookie settings. We do not use analytics data to sell your personal information.

The SmarterMeetings application (app.smartermeetings.io) uses separate operational logging for security and product improvement; that data is governed by this policy and is not combined with marketing analytics in a way that identifies individual app users on the marketing site.

How we share information

We do not sell your personal information. We may share information:

• With subprocessors that help us operate the Service, under contractual obligations.
• Within your organization’s workspace (other authorized users on your tenant).
• When required by law, regulation, legal process, or governmental request.
• To protect the rights, property, or safety of us, our users, or the public.
• In connection with a merger, acquisition, or sale of assets, with notice where required.

Data retention

We retain account and meeting data for as long as your subscription is active or as needed to provide the Service. You may request deletion of your account subject to applicable law and our data retention practices.

Backup copies may persist for a limited period after deletion. We may retain certain information where required for legal, accounting, or security purposes.

Security

We use administrative, technical, and organizational measures designed to protect your information, including encryption in transit (TLS) and tenant isolation in the application. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing. To exercise these rights, contact us at the email below.

You can disconnect meeting providers and AI keys in Settings. Organization owners may manage team access and billing.

International users

If you access the Service from outside the United States, your information may be processed in the United States or other countries where we or our subprocessors operate. By using the Service, you consent to such transfer subject to applicable law.

Children

The Service is not directed to individuals under 16. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us so we can delete it.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Material changes may be communicated by email or in-product notice where appropriate.

Contact us

Questions about this Privacy Policy or our data practices may be sent to support@smartermeetings.io.

The Smarter Company · SmarterMeetings