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Privacy Policy

Last Updated: April 7, 2026

 

1. Introduction

NotetakerGuard, operated by The Flow Partners Inc. ("we," "us," or "our"), provides a meeting security platform that detects and manages unauthorized AI notetaker bots in video conferences across Zoom, Google Meet, and Microsoft Teams. This Privacy Policy describes how we collect, use, disclose, and protect your information when you use our service at app.notetakerguard.online.

 

2. Information We Collect

2.1 Account Information

  • Email address and display name (via email/password signup or OAuth)

  • OAuth tokens for connected platforms (Zoom, Google Meet, Microsoft Teams)

2.2 Meeting Metadata

  • Meeting name, organizer name, platform, and start time

  • Participant names, email addresses, and join/leave activity

  • Bot detection confidence scores and detection factors

  • Participant behavioral metadata (audio/video activity percentages, data usage)

2.3 Data We Do NOT Collect

  • NotetakerGuard explicitly does not collect:

  • Meeting audio or video content

  • Chat messages or transcripts

  • Meeting recordings or screen shares

  • Contact lists or address books

 

3. How We Use Your Information

  • Bot Detection & Removal: Analyzing participant metadata to identify unauthorized AI notetaker bots

  • Meeting Security: Providing real-time alerts and automated removal of detected bots

  • Analytics & Reporting: Generating aggregated security dashboards and compliance reports

  • Audit Logging: Maintaining records of detection and removal actions for compliance purposes

  • Service Improvement: Refining detection algorithms and improving platform reliability

 

4. OAuth Scopes & Platform Access

Notetaker Guard requests only the minimum OAuth scopes necessary for its core functionality:

Google Meet

  • openid, userinfo.email, userinfo.profile — User authentication

  • meetings.space.readonly — Read-only access to meeting participant lists for bot detection

Zoom

  • Meeting participant data and webhook events for real-time monitoring

Microsoft Teams

  • Meeting participant data for bot detection and removal

We do not request access to read, modify, or store meeting content (audio, video, chat, or recordings).

 

5. Data Retention

  • OAuth Tokens: Retained until you revoke access or disconnect the integration

  • Meeting & Participant Metadata: 90 days

  • Detection Logs: 180 days

  • Audit & Removal Logs: 1 year

  • After the retention period, data is permanently and irreversibly deleted.

 

6. Data Sharing & Disclosure

We do not sell, rent, or trade your personal information. We may share data only in the following circumstances:

  • Service Providers: Infrastructure providers necessary to operate the platform (cloud hosting, database services), bound by confidentiality agreements

  • Legal Requirements: When required by law, regulation, or valid legal process

  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice

 

7. Data Security

We implement industry-standard security measures including:

  • Encryption of data in transit (TLS) and at rest

  • Row-Level Security (RLS) policies ensuring users only access their own data

  • Encrypted storage of OAuth tokens and API credentials

  • Role-Based Access Control (RBAC) for administrative functions

  • PII masking in logs and analytics

  • Regular vulnerability scanning with defined remediation SLAs

 

8. Your Rights

Depending on your jurisdiction (including GDPR, CCPA, and other applicable laws), you may have the right to:

  • Access the personal data we hold about you

  • Correct inaccurate or incomplete data

  • Delete your personal data ("right to be forgotten")

  • Export your data in a portable format

  • Restrict or object to certain processing activities

  • Withdraw consent at any time by disconnecting platform integrations

To exercise any of these rights, contact us at info@theflowpartners.com.

 

9. Cookies & Tracking

NotetakerGuard uses only essential session cookies required for authentication and application functionality. We do not use advertising cookies, third-party trackers, or analytics cookies that track users across websites.

 

10. Children's Privacy

NotetakerGuard is not directed at individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us for immediate deletion.

 

11. FERPA Compliance

For educational institutions, NotetakerGuard supports FERPA compliance through dedicated consent management, guardian notification workflows, and strict data handling controls for student information in educational meeting environments.

 

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Continued use of the service after changes constitutes acceptance of the revised policy.

 

13. Contact Us

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

The Flow Partners Inc.

Email: info@theflowpartners.com

Website: www.theflowpartners.com

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