Privacy Policy

1. Introduction

RoomRecap (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services (collectively, the “Service”).

By using the Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your email address, display name, and optional profile photo. This information is stored securely in our database.

2.2 Audio Recordings

When you start a session, audio is recorded on your device. On the Free tier, audio is processed entirely on your device and is never sent to our servers. On the Pro tier, audio is transmitted via encrypted channels to our transcription providers for processing, then deleted from their servers.

2.3 Biometric Data (Voice Enrollment)

Pro users may opt into voice enrollment, which creates a mathematical representation (voiceprint) of your voice. This voiceprint is used solely for speaker identification within the app. Voiceprints are stored in encrypted form and are deleted when you unenroll or delete your account.

2.4 Transcripts and Summaries

Session transcripts, AI-generated summaries, action items, and follow-up prompts are stored in our database to provide the Service. These are accessible only to members of the room where the session was recorded.

2.5 Usage Data

We may collect anonymized analytics about app usage (e.g., feature engagement, crash reports) to improve the Service. This data does not identify you personally.

3. How We Use Your Information

• To provide, maintain, and improve the Service
• To process and transcribe your audio recordings
• To generate AI-powered summaries, action items, and follow-ups
• To identify speakers using enrolled voice profiles
• To manage your account and subscriptions
• To respond to support requests
• To detect and prevent fraud or abuse

4. Third-Party Services

We use the following third-party services for processing:

• Speechmatics — Speech-to-text transcription and speaker diarization. Audio sent to Speechmatics is processed and not retained after processing.
• OpenAI Whisper — Post-recording transcription for Pro users. Audio is sent via API and not used for model training.
• Anthropic (Claude) — AI summarization for Pro users. Only transcript text is sent; audio files are never shared.
• Supabase — Database and authentication hosting with encryption at rest and in transit.

5. Data Storage and Security

Your data is stored in Supabase-hosted PostgreSQL databases with encryption at rest and row-level security policies. Audio files are stored in encrypted cloud storage and are automatically cleaned up after processing.

We implement industry-standard security measures including TLS encryption for data in transit, secure authentication, and access controls.

6. Data Retention and Deletion

You can delete your data at any time from the app's Settings screen. When you request deletion:

• Your profile, voice enrollment, and personal data are permanently removed
• Rooms you created are transferred to other members or deleted
• Audio recordings associated with your sessions are deleted
• Your account is deactivated and cannot be recovered

You may also export all your data at any time from Settings before deletion.

7. Recording Consent

RoomRecap requires all participants in a room to be aware of and consent to recording before a session begins. The app displays a consent notice to all room members. You are responsible for ensuring compliance with local recording consent laws in your jurisdiction.

8. Children's Privacy

The Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us and we will promptly delete it.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Withdraw consent for biometric data processing
• Object to processing of your data

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes through the app or via email. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

support@roomrecap.app