Privacy Policy

1. Who we are

MiraiTech is the company behind MeetMemo. We are based in Belgium.

• Company: MiraiTech
• Location: Ghent, Belgium
• Email: support@meetmemo.app
• Privacy contact: privacy@meetmemo.app

2. What data we collect

2.1 Account data (Supabase)

When you create an account, we collect:

• Email address
• Name (optional)
• License key and plan details
• Activation timestamps

2.2 Payment data (Stripe)

We use Stripe for payments. We never see or store your credit card details. Stripe's privacy policy applies to all payment processing.

2.3 Usage analytics (PostHog)

We collect anonymous usage data to improve MeetMemo. This includes:

• Feature usage patterns
• App performance metrics
• Error reports

⚠️ You can opt out of analytics at any time in the app settings.

2.4 Website analytics (PostHog)

Our marketing site uses PostHog for analytics, hosted in the EU. PostHog is configured to:

• Respect Do Not Track preferences
• Collect minimal, anonymised data
• GDPR compliant (EU-hosted)

2.5 What we do NOT collect

3. How your data is processed

MeetMemo is built around keeping your audio private. Here's how each step works:

• Audio capture: Uses macOS audio input on your device only. Your audio never leaves your Mac.
• Transcription: Text is sent to Google Gemini on EU-based servers to generate structured meeting notes. Data stays in the EU.
• Meeting summaries: Your text transcript (not audio) is sent to Google Gemini on EU-based servers to generate structured meeting notes. Data stays in the EU and is processed in compliance with GDPR.
• Storage: Notes sync directly to Apple Notes (your iCloud account)

4. Legal basis for processing

Under GDPR (Article 6), we process data based on:

• Contract performance: To provide the MeetMemo service, manage your license, and process payments
• Legitimate interest: For anonymous analytics to improve our product (you can opt out)

5. Data retention

• Account data: Kept while subscription is active + 2 years after cancellation
• Anonymous analytics: Retained for 12 months
• Your recordings & transcripts: 100% on your Mac. We have no control or access

6. Third-party processors

We work with these trusted partners:

MCP and the second-brain index

Starting in v3.0, MeetMemo's pipeline is fully on-device. Audio capture, WhisperKit transcription, the SQLite index and embeddings, summarisation (Qwen 3 8B by default. Qwen 3 4B and Llama 3.1 8B optional, all running on Apple's MLX runtime), and theme classification. Every byte stays on your Mac. The previous Gemini summarisation path has been removed.

Starting in v3.0, MeetMemo maintains a local SQLite index of your transcripts on your Mac. The index, embeddings, and the audit log all live in `~/Library/Application Support/MeetMemo/`. Nothing in the index is sent to a server.

MeetMemo's optional MCP server lets MCP-compatible AI clients on your Mac (Claude Desktop, Cursor) read from the index. The server binds to a local Unix-domain socket only. Never to the network. Each tool call is recorded in an audit log you can inspect or export.

An MCP-connected LLM can request transcript snippets relevant to your question and metadata about your meetings. It cannot send audio recordings off your Mac, modify the index, or access files outside MeetMemo's scope. You can disable MCP in one click; the socket file is removed within a second.

7. Your rights (GDPR)

Under GDPR, you have the following rights:

• Right to access: Request a copy of your data
• Right to rectification: Correct inaccurate data
• Right to erasure: Request deletion of your account and data
• Right to data portability: Receive your data in a machine-readable format
• Right to object: Object to processing based on legitimate interest

To exercise these rights, contact us at privacy@meetmemo.app

8. Belgian supervisory authority

If you have a complaint about how we handle your data, you can contact the Belgian Data Protection Authority:

• Authority: Gegevensbeschermingsautoriteit (GBA) / Autorité de protection des données
• Website: gegevensbeschermingsautoriteit.be
• Email: contact@apd-gba.be

9. Changes to this policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you via email or through the app.