Privacy Policy

1. Who we are

MeetAssist is operated by MeetAssist OÜ, a company registered in Estonia (“we”, “us”). This policy covers the MeetAssist desktop app for Windows and Mac, the Chrome extension, Phone Mode, and the website meetassist.io, including your dashboard (together, the “Service”). We are the controller of the personal data described here.

2. What we never store

• Audio. While a session runs, the sound of your microphone and of the call is streamed to our speech-to-text provider and discarded. We don’t record or keep it.
• Screenshots. Screenshots you take with Analyze are sent to the AI model to read the task and are not kept.
• Card details. Payments are handled by Stripe. We never see or store your card number.

3. What we collect

Your account

• Your email address, and your name and profile picture if you sign in with Google or Apple.
• Your settings: language, AI model, answer style and similar preferences.
• Your plan, balance of minutes and purchase history.

What you give us for better answers

• Your CV: the file you upload, its text and the profile built from it (experience, skills, education). The file is kept in private storage so you can open it in your dashboard and have it read again. Only you can open it.
• Job descriptions, your Answer Bank and any custom instructions you add.

Your sessions

• Transcripts of your sessions and the answers MeetAssist gave, so you can review them under Dashboard → Meetings. You can turn off Save transcript before a session.
• Interview reports generated after a session and sent to your email.
• Feedback you give on an answer: the rating, your note, the question and the answer.
• Session records: when a session started and stopped, minutes used, which features ran, and technical events such as connection errors.

Technical data

• When you sign in, your IP address and the approximate location derived from it (country, city and approximate coordinates). It is not GPS and not your precise location.
• Error reports from the apps: what failed, the app version, browser and operating system.
• A random ID the desktop app creates the first time it runs, and a one-way hash of your computer’s system ID (the ID itself never leaves your computer). We use them to spot several free accounts on one computer.
• A random ID the Chrome extension creates when it is installed. We use it to spot several free accounts in one browser.
• A security cookie with a random ID, set in your browser when you sign in to the desktop app or the Chrome extension. We use it to spot several free accounts in one browser.
• Website statistics, only if you accept analytics cookies (see Cookies).

When you contact us

• Your messages to support and any screenshots or files you attach.

4. How we use it

• To run the Service: transcribe the call, detect questions, generate answers, solve tasks with Analyze, count minutes and show your history. Legal basis: performing our contract with you.
• To personalize answers with your CV, job descriptions and Answer Bank. Legal basis: contract.
• To keep the Service working and secure: fix errors, route you to the nearest region, prevent fraud and abuse of free minutes and refunds. Legal basis: our legitimate interest.
• To improve answers using the feedback you give and session statistics. Legal basis: legitimate interest.
• To email you about your account, purchases and interview reports, and occasionally about MeetAssist (see Emails).
• To build a public question bank: rewrite and group interview questions from saved transcripts and use an automated review of answers in aggregate to find where answers commonly fall short (see Public question bank). Legal basis: our legitimate interest.
• To meet legal duties, such as keeping payment records. Legal basis: legal obligation.

We don’t sell your personal data, and we don’t use it for advertising profiles.

5. Public question bank

We use transcripts saved in your account to build a public question bank. If you turn off Save transcript before a session, nothing from that session is used. Sessions that are not job interviews, such as tests, practice and exams, are excluded automatically.

Only the interviewer’s questions go into the bank, never your answers, CV, job descriptions, audio or screenshots. We rewrite each question so it stands alone and remove names of people, employers and clients, along with other identifying details. We drop questions that only make sense for one person’s résumé or project.

We merge rephrasings of the same question and show counts such as “asked in N interviews”. Nothing shown is linked to an account, a person or a company. We publish a topic or role only when its questions come from at least 8 different people and no one person contributes more than half.

We also use an automated review of answers in aggregate to find where answers commonly fall short. Individual answers are never published.

You can opt out under Dashboard → Account. Your interviews stop contributing, and questions that came only from your interviews are removed at the next monthly update.

6. Service providers

We use the providers below to run MeetAssist. They receive only the data needed for their part. For answers, that is the question, the recent transcript and the context you added. They process it under their own terms and privacy policies.

We may also disclose data when the law requires it, or to a buyer if MeetAssist is sold, under the same protections.

7. Where data is processed

Your account and history are stored on Amazon Web Services servers in the USA. Live sessions run on our servers in the USA, Germany or India, whichever is closest to you, and speech-to-text runs in the USA or the EU. Because MeetAssist OÜ is in the EU, transfers outside the European Economic Area rely on the European Commission’s Standard Contractual Clauses or an adequacy decision, as offered by each provider.

8. How long we keep it

• Audio and screenshots: not kept.
• Account, CV, context, transcripts and meetings: until you delete them or your account.
• Feedback, reports and session records: while your account exists, or until you ask us to delete them.
• Payment records: as long as Estonian accounting law requires (currently 7 years).
• After you delete your account: a one-way hash of your email (not the email itself), plus the minutes that were left, a few account facts (such as when the account was created and whether you ever paid), and hashed copies of the device and browser IDs above that were linked to the account. We keep these for up to 2 years, only to stop repeat claims of free minutes.
• Support messages: as long as needed to help you and keep a record of the request.

9. Deleting your data

• One meeting: delete it under Dashboard → Meetings.
• One CV: delete it under Dashboard → Resumes. Its file is deleted with it.
• Your account: Dashboard → Account → Delete account. This immediately and permanently removes your account, CVs and their files, meetings and transcripts. We keep a one-way hash of your email, the minutes that were left and hashed device IDs, only to stop repeat claims of free minutes (see How long we keep it). Unused minutes and passes are lost.
• Everything else (feedback, reports, session records): email support@meetassist.io from your account email and we delete it within 30 days. We keep only what the law requires, such as payment records, and the email hash described above.

10. Cookies and analytics

We use cookies that are needed to sign you in and keep you signed in. We also set one security cookie with a random ID that helps stop repeat claims of free minutes. These cookies are essential, so the cookie banner doesn’t affect them. Analytics cookies (Google Analytics) load only if you accept them in the cookie banner, and you can choose not to. The apps keep your sign-in and settings in local storage on your device.

11. Emails

We send emails you need: sign-in links, receipts, interview reports and important account notices. We may also send occasional product news and offers. Every such email has an unsubscribe link, and you can unsubscribe at any time.

12. Your rights

Wherever you live, you can ask us to access, correct, export or delete your personal data, or object to how we use it. If you are in the EU, UK or a similar jurisdiction, these are your rights under the GDPR, and you can also complain to a data protection authority, in Estonia the Andmekaitse Inspektsioon. Write to support@meetassist.io from your account email; we answer within 30 days.

13. Security

• All traffic between the apps, the website and our servers is encrypted (HTTPS and WSS).
• There are no passwords to leak: you sign in with Google, Apple or a one-time email link.
• Your meetings and transcripts are available only to your account.
• Access to our systems is limited to the people who need it to run MeetAssist.

No system is perfectly secure. If a breach affects your data, we will tell you and the authorities as the law requires.

14. Other people on the call

During a session MeetAssist transcribes what everyone on the call says. You are responsible for using it lawfully: some places and some employers require telling the other side or getting their consent. If you don’t want a transcript kept, turn off Save transcript before you start.

15. Children

MeetAssist is for people 18 and older. We don’t knowingly collect data from children. If you believe a child has an account, tell us and we will delete it.

16. Changes

When we change this policy, we update the date at the top. If a change is significant, we will tell you by email or in the app before it takes effect.

17. Contact

MeetAssist OÜ, Estonia. Email support@meetassist.io for any privacy question or request.