Privacy policy
Draft dated
This policy explains what information ācta collects, why it collects it, and the choices you have. In this policy, “we” and “us” mean ācta.
Information we collect
- Waitlist sign-ups. Your email address and, if you choose to give them, your role, how often you keep minutes, and the tool you use today.
- Account information. Your name, email address, and the organization and workspaces you belong to.
- Meeting content. Audio you record or upload, transcripts, draft and approved minutes, decisions, action items, and the change requests and approvals for them.
- Recipient information. The names and email addresses of people who receive minutes and of the contacts you save, and when recipients confirm receipt.
- Audit records. A tamper-evident record of approvals and changes to minutes, and of every action by an external auditor, including the auditor’s IP address.
- Reports you send us. Bug reports and suggestions that you send from the app.
- Usage and diagnostic information. How you use this website and the app, and errors that occur, including session recordings inside the app. This includes your IP address and details about your browser and device.
Cookies
ācta uses cookies and similar browser storage to keep you signed in, to remember choices such as a tool result you unlocked, and for analytics.
How we use information
- To record, transcribe, draft, seal, distribute, and index your minutes.
- To send email you ask for or need, such as confirmations, minutes for acknowledgement, and account notices.
- To keep ācta secure and to find and fix errors.
- To run and improve ācta, using analytics and error tracking.
We never sell your data and never use it for advertising.
AI processing
ācta sends your recording to an AI transcription service, and then sends the transcript to an AI drafting service. While you record an off-the-record segment, ācta stops capturing audio. That segment is never stored or sent to either service. As a second safeguard, ācta redacts any sections in the transcript that fall within an off-the-record segment. A person reviews and approves every draft before it becomes a record.
Who we share information with
We share information only with service providers that help us run ācta, such as hosting, storage, transcription and drafting, email delivery, sign-in, payments, analytics, error tracking, and issue tracking for the reports you send us. They may use the information only to provide their service to us. We may also disclose information when the law requires it.
You decide who else sees your minutes. Recipients see the minutes you send them. An external auditor sees the approved minutes in the audit’s scope until the audit link expires or you revoke it.
How long we keep information
Your organization sets how long audio and transcripts are kept. Approved minutes, the register, and the audit trail are permanent records. No one can delete them in ācta, and we keep them for as long as your organization keeps its account. We keep waitlist information until you ask us to remove it.
Security
Each person has a role in your organization and access to specific workspaces, and every request is checked against that access. ācta holds no compliance certification today. The security and compliance status page describes where ācta stands.
Health information
Do not use ācta for meetings that contain protected health information. ācta does not support protected health information today.
Your choices and rights
You can ask us to access, correct, export, or delete your personal information. Write to support@actaminutes.com. If your organization controls the information, we may refer your request to your organization. We cannot delete approved minutes, because they are permanent records.
Children
ācta is not intended for children, and we do not knowingly collect information from children.
Changes to this policy
We will post any change on this page and update the date at the top. If a change is significant, we will tell account holders by email.
Contact
Email: support@actaminutes.com.