Data & Security Overview

Who can see my meeting recordings and transcripts?

Only members of the Teamspace that contains the meeting can access its recordings, transcripts, and summaries. Access is strictly scoped to Teamspace membership — a user in your account who has not been added to a specific Teamspace cannot see any of its meetings.

How do I control who has access to sensitive meetings?

Use Teamspaces as your access control boundary. If certain meetings should only be accessible to a specific group of people, create a dedicated Teamspace for those meetings and add only the relevant team members to it. Do not add members to a Teamspace unless they should have access to all meetings recorded within it.

Example: If your executive team has meetings that shouldn't be visible to the broader team, create a separate Teamspace for executive meetings with only executive team members added.

What is Teamspace-level data segregation?

Each Teamspace is a fully isolated data environment. Meeting data — recordings, transcripts, summaries, and chat results — is contained within the Teamspace it was recorded in. Members of Teamspace A cannot access data in Teamspace B unless they have also been added to Teamspace B.

How do I make sure members only see what they should?

Review Teamspace membership regularly via Teamspace Settings → Members for each Teamspace, or use Account → Users for a cross-Teamspace view of all user access. The Teamspaces & Roles dropdown per user shows every Teamspace they're a member of.

When a team member changes roles, moves teams, or leaves the organisation, update their Teamspace access promptly.

Can I set different retention periods for different Teamspaces?

Yes. Retention is configured at the Teamspace level (Teamspace Settings → Retention), so each Teamspace can have its own policy. This allows you to retain sensitive meeting data for a shorter period while keeping general team meetings longer, or vice versa.

What gets deleted when the retention period expires?

You choose what happens at expiry:

• Delete everything — removes all meeting data, including recordings, transcripts, and summaries

• Keep digest summaries — preserves the meeting digest and enables summary search while removing recordings and transcripts

Can deleted data be recovered?

No, not through the Service. Deleted content is removed from active systems immediately; encrypted backup copies may persist for a limited period afterward before being securely deleted, but these aren't customer-accessible. Download any recordings or transcripts you need to keep before the retention period expires.

How long is my data retained by default?

31 days, unless you configure a different period in Teamspace Settings → Retention.

Who at Meetingz.ai has access to my meeting data?

By default, no one. Meetingz.ai support staff will only access specific meeting content to troubleshoot a support request you've raised, and only after obtaining your explicit permission. Access is limited to the personnel assisting with that request, and all support access is logged.

Is my data encrypted?

Yes. Data is encrypted in transit using TLS and encrypted at rest using industry-standard encryption algorithms.

Where is my data stored?

In the United States.

Does Meetingz.ai comply with GDPR / SOC 2 / other standards?

For GDPR purposes, your organisation is the data controller and Meetingz.ai acts as the data processor — Meetingz.ai processes meeting data solely to provide the Service per your configuration, supports you in responding to data subject requests, and applies Standard Contractual Clauses for international data transfers where required.

Meetingz.ai is hosted on infrastructure operated by providers that maintain independent security certifications, including SOC 2 Type II. Meetingz.ai's own security architecture and controls are designed to align with recognized industry frameworks, including SOC 2, ISO 27001, and the NIST Cybersecurity Framework.

What happens to my data if I cancel my subscription?

Cancelling your subscription does not directly trigger any data deletion. Your data remains subject to your Teamspace's retention policy. Once your account converts to the FREE tier at the end of the billing period after cancellation, your data retention resets to a rolling 31 days, and any data older than 31 days will be permanently deleted. See [Managing Billing & Plans] for the full cancellation mechanics.

How do I delete all data for a specific meeting?

Teamspace members are not able to delete individual meetings regardless of role. Data is removed according to your Teamspace's retention policy (Teamspace Settings → Retention), which is set by your Account and/or Teamspace Admin and applies to all meetings in that Teamspace.

How do I handle a data subject access request (DSAR) or deletion request?

Your organization is the data controller for meeting content, so you are responsible for responding to DSARs from your own meeting participants. Meetingz.ai will support you in fulfilling them — email the Client Care team at support@meetingz.ai for help locating or exporting the relevant data.