Privacy Policy

Last updated: 4/6/2025

1. Introduction

At Xophie.ai, we prioritize the privacy and security of your data. This Privacy Policy outlines how we handle information when you use our meeting transcription and analysis service.

2. AI and Machine Learning Policy

We want to be absolutely clear about how we handle your data with respect to artificial intelligence and machine learning:

  • No AI Training: We do not use any user data, including meeting transcripts, audio, or data obtained through Google Workspace APIs, to train, develop, or improve any artificial intelligence or machine learning models.
  • Data Processing Only: Your meeting data is only processed to provide you with transcription and analysis services. This processing is done using existing AI models but never to train or improve these models.
  • Third-Party Compliance: Our third-party service providers (Recall.ai and AssemblyAI) are contractually bound to not use your data for AI/ML model training.

3. Information We Collect

3.1 Account Information

  • Email address for account creation
  • Basic profile information
  • Payment information (processed securely by Flutterwave)

3.2 Meeting Data

  • Meeting audio streams (processed in real-time, not stored)
  • Generated transcripts and summaries
  • Meeting metadata (date, time, duration)

4. Third-Party Services

We partner with trusted third-party services to provide our functionality:

  • Recall.ai - For secure meeting access and audio processing
  • AssemblyAI - For real-time transcription services
  • Flutterwave - For secure payment processing

We disclose meeting data to Recall.ai, which is a meeting bot API we use to capture data from meetings. Our contract with Recall.ai limits their use, maintenance, and disclosure of such data to the terms outlined in this privacy statement. These services process data solely for the purpose of providing their respective functions, and we have agreements in place to ensure your data is handled securely and in compliance with applicable privacy laws.

5. How We Use Your Information

  • To provide meeting transcription and analysis services
  • To process your subscription payments
  • To improve our service quality
  • To send essential service updates
  • To maintain the security of our service

6. Data Retention

Meeting transcripts and summaries are retained until manually deleted by you. Raw audio data is not stored after transcription is complete. All processed data is stored securely in our encrypted database.

7. Your Rights

You have the right to:

  • Access your transcripts and data
  • Request deletion of your data
  • Export your transcripts
  • Cancel your subscription at any time
  • Receive information about how your data is processed

8. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit and at rest, secure access controls, and regular security audits.

9. Contact Us

For any privacy-related questions or to exercise your data rights, please contact us at [email protected]