Privacy Policy

Last updated: September 28, 2026

This policy explains what information the MeetingGuard AI app collects, how we use it, who we share it with and the choices you have. MeetingGuard AI is provided by AETERNUM TECH LTD ("we", "us").

Who is responsible for your data

AETERNUM TECH LTD (Company No. 14085985), registered at 128 City Road, London, United Kingdom, EC1V 2NX, is responsible for the personal data processed through MeetingGuard AI. You can contact us at support@meetingguard.ai.

Information we collect

We only collect what the app needs to work:

• Account information: when you sign in with Google, we receive your name, email address, profile photo and your Google account identifier. If your account uses an email address and password, the password is handled by Firebase Authentication and we never see it.

• Meetings and notes that you create, import or edit: titles, descriptions, dates, times and time zones, locations, video-call links and passcodes, participants' names and email addresses, preparation tips, reminder settings and notes.

• Preferences: language, time zone, clock format, alert settings and the calendars you choose to sync.

• AI assistant usage: how many assistant requests you make each day, to apply the daily limit of your plan.

• Crash and error reports, when crash reporting is enabled in your version of the app: device model, operating system, app version and technical details of the error. We design these reports to leave out your meetings, notes and messages, and email addresses are removed before they are sent.

Information that stays on your device

Some information is only stored on your phone:

• Files you attach to meetings. They are not uploaded to our servers and are not available on your other devices.

• Your conversation with the AI assistant, so you can continue it later. The recent messages are sent with each new request (see "AI assistant").

• A copy of your meetings, notes and preferences, so the app works offline. It is deleted when you sign out.

• Your reminders, which are scheduled by your phone's operating system.

How we use your information

We use your information to:

• Provide the app: keep your meetings and notes up to date on your devices, schedule your alerts and show your agenda.

• Sync the calendars you connect.

• Answer your requests to the AI assistant and apply the daily limit of your plan.

• Keep the service secure, prevent abuse and fix errors.

We do not sell your personal information, we do not use it for advertising and we do not track you across other apps or websites.

Google Calendar

If you connect Google Calendar, you allow MeetingGuard AI to view and edit the events of your Google calendars (the "calendar.events" permission). The app uses this permission to bring the events of your main calendar into MeetingGuard AI, so you get alerts for them, and to add, change or delete the events you manage in MeetingGuard AI, including creating Google Meet links and sending invitations to participants when you ask for it.

Events from Google Calendar are saved in your MeetingGuard AI account (Google Firebase) so that they are available on your devices, so that you get alerts for them and so that the AI assistant can answer questions about your schedule when you use it.

The access token that lets the app talk to Google Calendar stays on your device, is managed by Google Sign-In and is never stored on our servers. You can disconnect Google Calendar in the app at any time, or remove MeetingGuard AI's access in your Google Account (myaccount.google.com/permissions).

MeetingGuard AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

• We use Google user data only to provide and improve the features described in this policy.

• We only transfer it to others when it is needed for those features (for example, to OpenAI when you ask the AI assistant about your schedule), for security, to comply with the law, or as part of a merger or acquisition with notice to you.

• We do not use it for advertising, we do not sell it and we do not use it to train general AI or machine-learning models.

• People do not read it unless you give us permission (for example, for support), it is needed for security or it is required by law.

Calendars on your phone

If you allow calendar access, MeetingGuard AI reads the events of the phone calendars you choose and saves them in your account, so you get alerts for them. If you also choose a calendar for export, the app writes your MeetingGuard AI meetings into it. You can change these choices in the app, or turn off calendar access in your phone's settings.

AI assistant (OpenAI)

The AI assistant is optional. When you send it a request, our server (Google Cloud Functions) sends OpenAI the recent messages of your conversation and a limited view of your meetings from the past 7 days to the next 60 days: titles, dates and times, locations, and up to 10 participants' names and email addresses per meeting. A meeting's description is only included when you ask for follow-up ideas about that meeting. Notes, video-call links and passcodes are never sent.

OpenAI processes this information to write the answer, which our server returns to the app. According to OpenAI's API data policies, OpenAI does not use data sent through its API to train its models by default, and it may keep the data for a limited time to monitor for abuse. The app never contains an OpenAI key and never contacts OpenAI directly.

The assistant only proposes changes: nothing is created, changed, deleted or shared until you confirm it. Answers can be wrong, so check them before you confirm. Please do not send sensitive information, such as health data, to the assistant.

Notifications

Meeting alerts are scheduled on your device by the operating system, based on your meetings and your alert settings. They show the meeting title and time, also on the lock screen according to your phone's notification settings. We do not send push notifications from a server and we do not use notifications for marketing.

Who we share information with

We share personal information only with:

• Google (Firebase Authentication, Cloud Firestore and Cloud Functions), which hosts your account and data and runs our server code.

• OpenAI, which processes your requests to the AI assistant.

• Sentry (Functional Software, Inc.), which receives crash and error reports when crash reporting is enabled.

• Google Calendar and the calendars on your phone, only when you connect them.

• The people you invite: when you ask the app to send invitations or to share a meeting, the recipients receive the meeting details.

• Authorities, when the law requires it, or a company that takes over the service, which must follow this policy.

Where your information is processed

Our service providers may process your information on servers in the United States and other countries. When the law requires it, these transfers are protected by appropriate safeguards, such as the European Commission's Standard Contractual Clauses.

How long we keep your information and how to delete it

We keep your information while your account exists.

• You can delete your account at any time in the app: Settings → Account → Delete account. This permanently deletes your account, meetings, notes, preferences, assistant usage records and subscription status from our servers, signs you out and removes the app's access to your Google account.

• If you can't sign in anymore, write to support@meetingguard.ai from the email address of your account and ask us to delete it.

• When you delete a meeting, a minimal record without its content (identifiers and time) is kept for up to 60 days so the deletion reaches your other devices and calendars; after that our server erases it automatically.

• Events that the app added to Google Calendar or to your phone's calendar stay there until you delete them.

• Server logs contain only your anonymous user ID and are kept for up to 30 days.

• Our database backups, which protect against data loss, still contain deleted information until they expire: daily backups are kept for up to 14 days and point-in-time recovery covers the last 7 days. Backups are not used for anything else.

• When you delete your account, we keep a record with only your anonymous user ID and the date for 30 days. If we ever have to restore a backup, we use it to delete your data again, so a deleted account stays deleted.

• The copy stored on your device is deleted when you sign out or delete your account.

Security

Your information is encrypted in transit (TLS) and at rest by Google Cloud. Security rules only allow your own account to read and write your data, and the keys for the AI service stay on our server. No system is completely secure, so we cannot guarantee absolute security, but we work to protect your information and will inform you as the law requires if a breach affects you.

Your rights

Depending on where you live (for example, under the GDPR in the European Union or the CCPA in California), you may have the right to:

• Access your personal data and get a copy of it.

• Correct inaccurate data. You can edit your meetings, notes and settings in the app.

• Delete your data (see above).

• Object to or restrict some processing, and withdraw your consent at any time, for example by disconnecting Google Calendar, turning off calendar access or not using the AI assistant.

• Receive your data in a portable format.

• Complain to your local data protection authority.

To use these rights, write to support@meetingguard.ai. We will reply within the time required by law.

We process your data to provide the service you asked for (performance of a contract), with your consent (calendar connections and the AI assistant) and for our legitimate interests (security and fixing errors).

Children

MeetingGuard AI is not intended for children under 16, and we do not knowingly collect personal information from them. If you think a child has given us personal information, contact us at support@meetingguard.ai and we will delete it.

Changes to this policy

If we change this policy, we will update the date at the top and, for important changes, let you know in the app before they apply.

Contact

AETERNUM TECH LTD (Company No. 14085985), 128 City Road, London, United Kingdom, EC1V 2NX. Email: support@meetingguard.ai.

MeetingGuard AI is provided by AETERNUM TECH LTD (Company No. 14085985), 128 City Road, London, United Kingdom, EC1V 2NX.

Support: support@meetingguard.ai · Privacy Policy · Terms of Service