What we collect
Account. Signup stores your name, email address, and a hash of your password. Company and phone are stored only if you type them. If you set a brand, we store the firm name, logo address, and accent color you save.
Billing. A card payment for the white-label unlock goes through Stripe. We do not keep your card number. We do keep a ledger row: a checkout id, the amount, the currency, the kind of payment, and whether it is pending, paid, expired, or refunded.
Meeting content. That can include a transcript, an executive summary, minutes, and action items, plus the title, date, status, and any participant name or email you add. The audio file is not one of those fields.
Recording. MinutesIntel does not join the call. Nothing records until you press record and allow the microphone. The microphone stream stays in your browser, where it draws a level meter and feeds your browser's Web Speech API. That API produces text. We do not upload the audio, and Cloud Backup does not store the recording. We do not run a transcription service of our own. Your browser maker may handle speech under its own rules. You can also paste a transcript instead of recording.
Consent to record. You are responsible for getting consent from meeting participants where the law requires it. We do not ask them, we do not join the meeting, and we do not decide whether the recording was allowed.
Usage. We count meetings an account creates so the fair-use cap can stop a new meeting after 200 in a rolling 30 days. An API key is stored as a hash, with a short prefix, a label, and the last time it was used. A webhook stores the address you give us and a short log of whether each delivery worked. Signing in sets a session cookie. This application does not include a separate advertising or product-analytics tracker.
How we use it
We use what we collect to:
- open the account and keep the sign-in session,
- draft minutes when you ask,
- store text in the browser or in Cloud Backup, depending on the mode you pick,
- email a draft to you, and send a PDF, portal link, Slack message, or webhook only after you confirm,
- count meetings against the fair-use cap,
- take a white-label payment and keep the ledger row, and
- send a password reset when you ask. The link stops working after one hour.
We do not build advertising profiles from it.
If you have not picked a storage mode, the app starts in Local Only. In that mode the transcript and the drafts stay in your browser. Asking for a draft still sends the transcript through our server, because the model does not run on your device. We do not write that transcript or those drafts into the database. We do mark the meeting as analyzed. In Cloud Backup, the transcript, summary, minutes, and action items are saved in the database so another signed-in browser can open them. That saved copy is text, not audio. In both modes the meeting list itself — title, date, status, and participant names or emails you add — lives on the account.
AI processing and subprocessors
When you ask for minutes, we send the transcript text — the first 15,000 characters — to xAI so it can draft an executive summary, minutes, and action items. The call goes to xAI's API at https://api.x.ai/v1 and uses the model grok-4.6, unless the person running this deployment has pointed those two settings somewhere else. The draft comes back for you to edit.
After analysis, a draft may be emailed to the address on your account. That note goes only to you. A client email, a portal link, Slack, or a webhook waits until you review the minutes and confirm.
The other companies that can receive information, and why:
- xAI — drafts the minutes from the transcript you submitted.
- Stripe — takes the one-time white-label card payment. We do not store the card number.
- Supabase — holds the PostgreSQL database for accounts and for Cloud Backup. The project is set up to use Supabase's connection pooler for that database.
- Vercel — hosts the application.
- Resend — sends email: password resets, the draft to you, and any message you address yourself.
- Slack and HubSpot — only if you connect them, and only for a send you confirm. Tokens for those connections are encrypted in our database.
- A webhook you add — receives the payload you asked us to post, after you confirm.
They get what that step needs. We do not hand them your account so they can market to you.
We do not sell it
We do not sell your information. We do not rent it, and we do not trade it to a data broker.
We do not train on your content
MinutesIntel does not train on customer content. Not on the transcript as you wrote it, and not on a stripped, shortened, or de-identified copy. This product has no training job, no fine-tune, and no dataset built from meetings.
The transcript goes to xAI for one job: the draft you asked for. We do not control, and this policy does not describe, what xAI does with API inputs under its own terms.
How long we keep it
Local copies stay in the browser until you delete them, or until you clear this site's stored data.
Cloud Backup content is kept until you delete it, or until we close the account. You can delete one meeting, or use Delete all server data on the Privacy & Data page. Deleting a meeting also removes its participants and its portal links. The product does not expire Cloud Backup on a timer of its own.
There is no button that deletes the account itself. Email support@pragvance.ai and ask. We finish that deletion within 30 days of the request. Billing records are kept for 7 years so we can account for a charge or a refund.
A password-reset link stops working after one hour.
If you already sent a PDF or an email, we cannot pull that copy back from the person who received it.
Security
Passwords and API keys are stored as hashes, not as the original secret. Slack and HubSpot tokens are encrypted before they are saved. Sign-in uses a session cookie. Meeting text in Cloud Backup is stored in the database as text. None of this makes a breach impossible. Use a password you do not reuse, and stay on Local Only when you do not want the transcript written into the database.
Your rights and choices
From inside the product you can:
- switch between Local Only and Cloud Backup,
- export or delete the copy stored in your browser,
- export the meetings stored on the server, delete one meeting, or delete all of them,
- disconnect Slack or HubSpot, and
- stop using a webhook or an API key by removing it.
Closing the account is not self-serve. Email support@pragvance.ai and we will delete the account within 30 days. The same address is where you ask a question about this policy, or tell us a recording should not have been made.
Children
MinutesIntel is for adults running business meetings. We do not ask children to create accounts, and the product has no children's mode. If you believe we have information about a child, email support@pragvance.ai and we will delete that account within 30 days. We do not check a date of birth at signup.
International transfers
The app does not offer a control to pick a country or a storage region. Account and Cloud Backup rows sit in the Supabase Postgres database this deployment uses. The application is hosted on Vercel. Drafts are sent to xAI, email goes through Resend, and a white-label card payment goes through Stripe. Those companies process the information in the places where they operate, which may be outside your country. Slack, HubSpot, or a webhook does the same, in the workspace or at the address you chose.
Changes to this policy
If this policy changes, the new text will be on this page with a new effective date. The date at the top is the one that applies.
Contact
Email support@pragvance.ai. Address it to PRAGVANCE LLC and put “MinutesIntel privacy” in the subject. Use that same address to ask for account deletion. Rules for using the product are in the Terms of Service.