Last updated: 8 August 2026
CaptureMeet (“CaptureMeet”, “we”, “us”) provides a service that sends a recording bot into your video meetings, records them, and produces transcripts, summaries, and analytics. This policy explains what data we collect, why, who we share it with, and the choices you have.
This service is operated by DataHex Digital Solutions LLP. If you have questions about this policy or want to exercise any right described below, contact us at info@datahex.co.
When you create an account we store your name, email address, profile picture URL, and language preference. Authentication is handled by Firebase Authentication. We set a single first-party cookie, capturemeet-session, which keeps you signed in for up to 14 days. We do not use advertising, analytics, or tracking cookies.
When you record a meeting, we process the meeting URL, the audio and video of the call, the resulting transcript, the names and email addresses of participants as reported by the meeting platform, participant join and leave times, speaking duration, and in-meeting chat messages. Recordings and transcripts are stored in Google Cloud Storage; the remaining meeting data is stored in Google Firestore.
Recording a meeting may capture the voice, likeness, and words of other participants. You are responsible for having the legal basis to record them, including obtaining consent where the law requires it.
When you deliberately start dictation in the CaptureMeet Android app, microphone audio is held temporarily in device memory and streamed over an encrypted connection to our transcription processor. The mobile app does not write dictation audio to device storage or retain an audio recording after the dictation session ends. The resulting transcript, writing mode, recording time, and duration are stored in the app. Transcript sync is enabled by default and stores this text in your private CaptureMeet workspace; you can turn sync off in the app settings.
The optional floating dictation control uses Android’s AccessibilityService API to detect an active keyboard, identify the focused editable field, read that field’s text and cursor position as needed to insert or replace words, and place text you approve into the field. Password fields are excluded. Existing field text is not sent to CaptureMeet. The display-over-apps permission is used only to show the user-controlled floating microphone and dictation panels. You must affirmatively enable these capabilities in Android settings and can disable them at any time.
If you connect a calendar, we read your upcoming events in order to detect meeting links and schedule recording bots. This includes the event title, start and end times, the meeting link, and the attendee list.
For in-person meetings, CaptureMeet can build a workspace-scoped voice profile from short samples of a speaker’s voice, used only to suggest that person’s name the next time they are recorded in the same workspace. This is enabled by default; a workspace admin can disable it, or delete individual voice profiles, from workspace Settings.
Paid plans are processed by Stripe. Stripe receives your name, email address, and an identifier for your workspace. We do not receive or store your full card number.
Where you choose to connect a Google account, CaptureMeet requests the following OAuth scopes:
calendar.readonly and calendar.events — to read your upcoming events, identify meeting links, and schedule a recording bot for the events you select.youtube.upload and youtube.readonly — used only when you explicitly choose to upload a meeting recording to your YouTube channel.We store the OAuth access token and refresh token issued by Google so that we can perform these actions on your behalf without asking you to sign in again. You can revoke this access at any time by disconnecting the integration in your CaptureMeet settings, or through your Google Account permissions page. Disconnecting deletes the stored tokens.
CaptureMeet’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
We do not use Google user data for advertising, we do not sell it, and we do not allow humans to read it except where necessary for security purposes, to comply with applicable law, or where you have given us explicit permission (for example, when you ask us to investigate a support issue).
Transcript text derived from a meeting is sent to Google Gemini to generate summaries and analytics, as described in the next section. Data sent to Gemini through the paid Google AI API is not used to train Google’s models.
We do not sell your data. We share it with the following processors, strictly to operate the service:
We may also disclose data where required by law, or to protect the rights, safety, or property of CaptureMeet or others.
We retain meeting recordings, transcripts, and related meeting data for as long as your workspace exists, unless you delete the meeting or request earlier deletion. We do not currently apply an automatic retention limit to meeting content. Mobile dictation audio is not retained after processing. Synced mobile dictation transcripts remain in your private workspace until you delete them, clear synced history, or request account deletion.
Deleting a meeting from the application removes it from your workspace and stops any active recording bot. To request permanent erasure of the underlying recording and transcript files, or of your account and all associated data, use our account deletion request page or email us from your registered address at info@datahex.co and we will verify and action the request. We may retain narrowly limited records where required for security, fraud prevention, legal compliance, or financial record-keeping, and will disclose that to you if it applies.
Disconnecting a Google or Microsoft integration immediately deletes the stored OAuth tokens for that integration.
Data is transmitted over TLS and stored on Google Cloud infrastructure, encrypted at rest by the platform. Access to production systems is restricted to personnel who need it to operate the service. No system can be guaranteed perfectly secure, and we cannot warrant absolute security of information transmitted to or from the service.
Depending on where you live, you may have the right to access, correct, export, or erase your personal data, to object to or restrict certain processing, and to lodge a complaint with your data protection authority. To exercise any of these rights, contact info@datahex.co.
If you are a meeting participant rather than a CaptureMeet account holder, and you wish to have a recording of yourself removed, contact the person or organisation who recorded the meeting, or write to us at the address above and we will help route your request.
Our infrastructure and processors operate in the United States and other countries. By using the service, you understand that your data may be transferred to and processed in countries other than your own.
CaptureMeet is not directed at children under 16 and we do not knowingly collect their personal data.
We may update this policy from time to time. Material changes will be reflected in the “last updated” date above, and where required by law we will notify you directly.
Questions, requests, or complaints: info@datahex.co