Privacy Policy

1. Introduction

MinuteSmith ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at minutesmith.com (the "Service"). Please read this policy carefully. If you disagree with its terms, please discontinue use of our Service.

2. Information We Collect

2.1 Information You Provide

• Account information: Name, email address, and password when you register.
• Meeting data: Meeting notes, attendee names, agenda items, and other content you upload to generate minutes.
• Board information: Names and types of HOA or condo boards you create.
• Payment information: Billing details processed securely through Stripe. We do not store full credit card numbers.

2.2 Information Collected Automatically

• Log data: IP address, browser type, pages visited, and time spent on the Service.
• Cookies: Session cookies and authentication tokens to keep you logged in.
• Usage data: Number of meetings generated, features used, and service performance metrics.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the MinuteSmith Service
• Process your meeting notes through AI (Anthropic Claude) to generate professional minutes
• Process payments and manage your subscription
• Send transactional emails (receipts, password resets, important service updates)
• Respond to support requests
• Monitor for fraud, abuse, and security issues
• Comply with legal obligations

4. AI Processing of Meeting Data

MinuteSmith uses Anthropic's Claude AI to process your meeting notes and generate minutes. Your meeting content is transmitted to Anthropic's API solely for the purpose of generating minutes. We do not use your meeting content to train AI models.

Important:Do not upload personally identifiable information beyond what is necessary for board records (e.g., homeowner names in formal motions). Meeting content is processed in real-time and is not retained by Anthropic beyond the processing of your request, subject to Anthropic's own privacy policies.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share data with:

• Supabase: Database and authentication infrastructure provider
• Anthropic: AI processing of meeting notes to generate minutes
• Stripe: Payment processing
• Vercel: Hosting and infrastructure
• Law enforcement: When required by law or to protect our rights

All third-party providers are contractually obligated to use your data only as necessary to provide their services to us.

6. Data Retention

We retain your account data and meeting records for as long as your account is active. If you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain it by law (e.g., billing records for tax compliance, which may be retained for up to 7 years).

Generated meeting minutes stored in your account remain under your control — you can delete individual meetings at any time from your dashboard.

7. Data Security

We implement industry-standard security measures including encryption in transit (TLS), encrypted database storage, row-level security policies, and regular security reviews. However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

8. Your Rights

Depending on your location, you may have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate personal data
• Deletion: Request deletion of your personal data
• Portability: Receive your data in a portable format
• Objection: Object to certain processing of your data

To exercise these rights, contact us at privacy@minutesmith.com.

9. Cookies

We use strictly necessary cookies to provide authentication and maintain your session. We do not use tracking cookies or third-party advertising cookies. You can disable cookies in your browser settings, but this will prevent you from logging in.

10. Children's Privacy

MinuteSmith is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a prominent notice on our Service. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: