OneMeet Privacy Statement
Last updated: February 4, 2026
Introduction
Welcome to OneMeet ("we," "our," or "us"), operated by Aikyo AI Technologies. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered meeting productivity platform.
OneMeet is a comprehensive meeting productivity platform available as a web application. Our platform offers:
- •Real-time transcription with multi-language support
- •Translation services across multiple languages
- •AI-powered meeting notes and summaries
- •AI chat assistant to query your meeting content
- •Calendar integration with Google Calendar and Microsoft Outlook
- •Meeting bots that join Zoom, Microsoft Teams, and Google Meet
Given the sensitive nature of the data we process—including audio recordings, transcripts, calendar information, and AI-generated insights—we take your privacy extremely seriously.
What Personal Data does OneMeet Collect?
Account Information
- •Email address: Used for account authentication and communication
- •Name: Used for personalization and transcript attribution
- •Profile picture (optional): Retrieved from your social login provider (Google or Microsoft)
- •Phone number (optional): For account recovery, if provided
- •Company/Organization (optional): For enterprise features and service improvement analysis
- •Timezone: For scheduling and accurate meeting time display
- •Language preference: UI language and default transcription/translation settings
- •User preferences: Theme, notification settings, and feature configurations
- •Calendar connections: OAuth tokens to access your calendar events (encrypted with AES-256)
- •Authentication method: Email/password, Google Sign-In, or Microsoft Sign-In
- •Web push subscription: Browser notification tokens for meeting alerts and updates
Social Login Data
When you sign in with Google or Microsoft, we receive:
- •Your email address and display name
- •Profile picture URL (if available)
- •A unique provider ID to link your account
- •Locale/language preference (from provider)
Social login permissions: We do not access your social media posts, contacts, or cloud storage through your Google or Microsoft account. We only request the minimum permissions needed for authentication and calendar access.
Meeting Data
We collect meeting data through multiple methods:
- •Meeting bots: Our bot joins live Zoom, Teams, or Google Meet sessions
- •File uploads: Audio files (MP3, WAV, M4A), video files (MP4, WebM), or documents
- •Browser recording: Real-time capture from your browser
- •Microphone input: Direct recording via your device microphone
Data collected includes:
- •Uploaded files: Audio, video, or document files you submit for transcription (deleted after processing)
- •Audio recordings: Temporary audio captured during live meetings (deleted after processing)
- •Transcripts: Text generated from your audio or video content
- •Translations: Translated versions of your transcripts
- •AI meeting notes: AI-generated summaries and action items
- •Chat conversations: Your interactions with the AI assistant about meetings
- •Meeting metadata: Date, time, duration, participant names (from calendar)
- •Speaker identification: Speaker labels for diarization (no biometric voice data stored)
File handling: Uploaded audio and video files are processed and then deleted from our servers. Only the generated transcript is retained.
Calendar Data
We access calendar data in real-time (live sync only). We do not store historical calendar data.
- •Event details: Meeting titles, times, descriptions, and attendees
- •Recurring patterns: Repeat schedules for recurring meetings
- •Reminders: Event reminder settings
- •Calendar provider: Google Calendar, Microsoft Outlook, or Zoom connection status
- •Meeting links: Video conferencing URLs (Zoom, Teams, Google Meet)
- •OAuth tokens: Encrypted with AES-256 for secure calendar access
Read-only access: We only read your calendar data to identify meetings. We do not create, modify, or delete any calendar events.
Payment Information
- •Billing details: Processed securely by our payment processors (we do not store your card details)
- •Transaction history: Credit purchases, usage, and invoices
- •Subscription status: Plan type and renewal dates
Technical Data
- •Device information: Browser type, operating system, device type
- •IP address: Used for security and fraud prevention
- •Usage analytics: Feature usage, performance metrics (anonymized)
- •Cookies: Session management and preferences
- •Authentication tokens: JWT tokens stored in browser localStorage for session persistence
Consent Records
We maintain records of your consent for:
- •Terms of Service: Acceptance record with timestamp
- •Privacy Policy: Acknowledgment when you create your account
How does OneMeet Use My Personal Data?
Core Service Delivery
- •Process audio to generate transcripts using AI speech recognition
- •Translate transcripts into your requested languages
- •Sync with your calendar to provide meeting context
- •Identify speakers in multi-participant meetings
- •Store and organize your meeting records
Service Improvement
- •Analyze usage patterns to improve our features
- •Debug issues and optimize performance
- •Develop new features based on user needs
Communication
- •Send transactional emails (confirmations, receipts)
- •Notify you of service updates or changes
- •Respond to support inquiries
- •Send promotional emails (with your consent, easily unsubscribe)
Security & Compliance
- •Detect and prevent fraud or abuse
- •Enforce our Terms of Service
- •Comply with legal obligations
AI Processing & Third-Party Services
Speech Recognition
We use industry-standard AI providers to process your audio and generate transcripts. We may add or change providers to improve service quality.
How audio is processed:
- •Audio is sent to the selected provider for transcription
- •Data retention is per each provider's data processing policy
- •We use API-level access which typically has stricter data handling than consumer products
You can choose your preferred provider in your account settings. Each provider maintains their own privacy policy and data processing terms.
Translation Services
We offer translation capabilities powered by industry-standard providers. We may add or change providers to improve service quality.
How translation works:
- •Transcript text is sent to the selected provider for translation
- •Data retention is per each provider's data processing policy
- •You can choose your preferred translation provider in your account settings
Translation features include:
- •Real-time translation during live meetings
- •Post-meeting transcript translation
- •Automatic language detection
- •Multi-language output (translate to multiple languages)
AI-Powered Features
Once transcripts are generated from any source (live meetings, file uploads, or meeting bots), your data is processed by our AI services to provide the following features:
- •Automatic meeting summaries and notes
- •Translation across multiple languages
- •Intelligent search across your meetings
- •AI chat assistant to ask questions about your meetings
- •Chat history to maintain conversation context
Your data is private: AI processing is done using industry-standard providers. Your data is isolated to your account and is not shared with other users or used to train AI models.
Meeting Bot Services
We use a third-party meeting bot provider to join and record your video meetings for transcription.
- •The bot appears as "OneMeet Notes" in the participant list
- •All meeting participants can see the bot, providing clear notice that the meeting is being recorded
- •The meeting host may need to admit the bot from the waiting room
- •Supports Zoom, Microsoft Teams, and Google Meet platforms
- •Audio is retrieved from the bot provider, processed by OneMeet, then deleted from our servers
⚠️ Consent Notice: The bot is visible to all participants. Always ensure you have consent to record meetings. Some organizations may block external bots by policy.
Third-Party Service Providers
We use trusted third-party service providers to help operate our platform:
- •Cloud Infrastructure: For secure data storage and processing (encrypted at rest)
- •Authentication Providers: Google and Microsoft for secure sign-in options
- •Payment Processors: For handling transactions securely (we do not store card details)
- •AI Service Providers: For transcription, translation, and AI-powered features
All service providers are contractually required to protect your data and use it only for the purposes we specify.
How does OneMeet Secure My Personal Data?
Where We Store Data
- •All data is stored in secure cloud data centers
- •Geo-redundant backups for data protection
- •Data is only transferred to AI providers for processing as described above
Encryption
- •In transit: All data encrypted using TLS (HTTPS)
- •At rest: AES-256 encryption for all stored data
- •Passwords: Securely hashed (never stored in plain text)
Access Controls
- •Role-based access control for all systems
- •Audit logs for data access
- •Two-factor authentication (TOTP authenticator app)
Security Measures
- •Regular security assessments
- •Incident response procedures in place
- •Secure storage of application secrets and credentials
Data Retention
| Data Type | Retention Period | Notes |
|---|---|---|
| Account data | Until account deletion | Plus 30-day recovery period |
| Audio recordings | Deleted after processing | Stored temporarily during transcription (encrypted) |
| Uploaded files | Deleted after processing | Audio, video, and document files |
| Transcripts | Until user deletion | Stored indefinitely by default |
| Translations | Until user deletion | Tied to parent transcript |
| Calendar tokens | Until disconnection | Refreshed automatically |
| Payment records | 7 years | Required for tax/legal |
| Usage logs | 90 days | Anonymized after 30 days |
What are My Rights? (GDPR & CCPA)
Access & Portability
- •View your data: Access all your transcripts, translations, and account info
- •Export: Download your data in standard formats (JSON, TXT)
- •API access: Programmatic access to all your data
Correction & Deletion
- •Edit transcripts: Correct any inaccuracies in your transcripts
- •Delete data: Delete individual transcripts or your entire account
- •30-day recovery: After account deletion, you have 30 days to recover your account and data
- •Right to be forgotten: After 30 days, all data is permanently erased
Consent Management
- •Withdraw consent: Stop data processing at any time
- •Marketing opt-out: Unsubscribe from promotional emails
- •Cookie preferences: Manage cookie settings
Data Processing
- •Object to processing: Request we stop processing your data
- •Restrict processing: Limit how we use your data
- •Automated decisions: Request human review of automated decisions
To Exercise Your Rights: Email us at privacy@onemeet.ai or use the privacy controls in your account settings. We respond to all requests within 30 days.
Consent for Recording
Your Responsibility
When using OneMeet to record meetings, you are responsible for:
- •Obtaining consent from all meeting participants
- •Complying with local recording laws (one-party vs. all-party consent)
- •Notifying participants that the meeting is being transcribed
Bot Identification
Our meeting bot clearly identifies itself as "OneMeet Notes" when joining meetings, providing visible notice to participants.
International Data Transfers
If you are accessing OneMeet from outside the United States:
- •Your data may be transferred to and processed in the US
- •We use Standard Contractual Clauses (SCCs) for EU data transfers
- •Our cloud infrastructure providers comply with EU-US Data Privacy Framework
Data Processing Regions
Our services are hosted in secure data centers across multiple regions:
- •Primary Infrastructure: US data centers with geo-redundant backups
- •Meeting Services: US, EU, and Asia Pacific regions for optimal performance
- •AI Processing: Occurs in provider data centers (see AI Processing section)
Children's Privacy: OneMeet is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children.
Contact Us
For privacy-related inquiries:
Changes to This Policy: We may update this Privacy Policy from time to time. We will notify you of significant changes by email, in-app notification, or prominent notice on our website. Continued use after changes constitutes acceptance of the updated policy.
This Privacy Policy is effective as of February 2, 2026.