Privacy Policy
Wazomind is built local-first: your meeting content stays on your device by default, and we collect as little as possible. This policy explains what we handle, why, and the control you have over it.
1. Who we are
Wazomind ("Wazomind", "we", "us") provides a desktop meeting co-pilot and related services at wazomind.com. For privacy questions, contact info@wazomind.com.
2. Our core principle: local-first
By default, your meeting content - audio, transcripts, notes, summaries, knowledge-base documents and cross-meeting history - is stored on your device, not on our servers. We do not upload or retain your meeting content unless you turn on the optional web library (section 3g). Call audio is never stored by us, even then.
3. What data we handle, and why
a. On your device (we don't receive it)
Transcripts, notes, summaries, uploaded documents and meeting history live locally on your computer. You control them; you can delete or export them at any time.
b. Sent to your AI provider for processing
To transcribe audio and generate coaching, short segments of audio and text are sent to an AI provider (by default, Groq) to be processed and returned. This happens using your own API key, or our managed service if you choose it. If you enable offline mode, processing happens on your device and nothing is sent externally. Your AI provider's handling of that data is governed by their own policies.
c. Account & usage (managed service only)
If you use our managed AI (rather than your own key), our server stores a small amount of data to run the service: a session identifier, your email if you provide one, and usage counters (number of meetings and minutes) for metering and your plan. This does not include your meeting content.
d. Billing
Payments are processed by PayPal, our payment processor. We do not see or store your full payment-card or bank details; PayPal handles your payment information under its own privacy policy. We receive your subscription status to unlock paid features.
e. Website
Our website uses a cookie to keep any A/B test version consistent for you, and to remember your session. We keep aggregate, non-identifying counts (page views, sign-up clicks). We also use Google Analytics to understand which pages are useful and how visitors find us; it is configured with advertising features and ad personalization turned off, and you can opt out from the notice shown on your first visit or by using a browser that blocks it. We do not sell your data or run advertising trackers.
f. Browser extension (Chrome)
The Wazomind Chrome extension captures audio only from the browser tab you explicitly start it on (for example a Google Meet, Zoom-web or Teams-web call) and, only if you turn it on, your microphone. Short audio segments are sent over HTTPS to our service and our AI provider to produce your live transcript, suggestions and summary, and are then discarded - we do not store your call audio on our servers, and we store transcripts and notes only if you choose Save to web library (section 3g). Capture runs only while a call is active and stops when you end or close it; you can switch the microphone off at any time from the extension panel. The extension accesses a tab only when you invoke it (toolbar icon, right-click menu, or keyboard shortcut), and never sells your data.
g. Web library (optional)
If you choose to keep your calls in the library (in the Chrome extension, by answering “Yes, keep my calls”; in the desktop app, by connecting an email in Settings; or by uploading a recording at wazomind.com/app), we store the transcripts, notes, summaries, action items, comments and speaker names of those meetings on our servers so you can search, share and revisit them. This is off until you turn it on. Audio is never stored: recordings you upload are transcribed and then discarded; we keep only the text. Meetings are private to your account unless you create a share link (anyone with the link can read that one meeting until you turn the link off) or add them to a folder you share with specific people by email. You can edit or delete any meeting at any time, which removes it from our servers. When you ask for notes, questions or pre-meeting briefs, the relevant text is sent to our AI provider to produce the answer. If you set up a Slack or webhook integration, we send your meeting notes to the address you entered, at your direction.
h. Google sign-in and Google Calendar
Sign in with Google. If you sign in with Google we receive your name, email address and whether Google has verified it. We use the email only to identify your account; we do not receive or store your Google password.
Google Calendar (optional). If you connect Google Calendar on the Upcoming meetings page, Wazomind requests read-only access to your calendar events (calendar.events.readonly). This access is used only to show your upcoming meetings to you and, when you press Prep me, to send that one event's title and attendee names and email addresses to our server so we can find your past meetings with those people and write a brief. Your calendar is read directly by your browser: the access token stays in your browser tab, and we do not store your calendar data or the token on our servers. We never create, change or delete calendar events. You can disconnect in Settings or at any time from your Google Account's security settings.
Limited Use. Wazomind's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we do not use Google user data for advertising, we do not sell it, we do not use it to train or improve AI or machine-learning models, and we do not allow humans to read it except with your permission, for security purposes, or where required by law.
4. Cookies
We use functional cookies: an A/B assignment cookie (so you see a consistent site), and a session token for the app's managed service.
Analytics. Google Analytics sets its own cookies to measure site usage. No Google advertising tags run on this site, so ad storage and ad personalization stay disabled.
Advertising. When you arrive from an advertisement we record the advertising platform's click identifier in a first-party cookie (wz_rdt), so we can tell which advert led to a sign-up. We also run the Reddit advertising pixel, which sets its own cookies and lets us measure whether our adverts work. We use this only for measurement — we do not sell personal data, and we do not build advertising profiles about you.
Referrals. If you arrive through a partner's referral link we store the partner's code in a first-party cookie (wz_ref) for 90 days, so the partner can be credited if you later subscribe. Partners see only totals and payment amounts, never who you are. Referral links are tracked by our affiliate software provider, Post Affiliate Pro, which sets its own cookie (PAPVisitorId) for the same purpose. We also use Reditus, an affiliate marketplace, which records visits from its partners' links in the same way.
Opting out. Choose Opt out on the notice shown on your first visit and we will disable both analytics and the advertising pixel for you. Your browser's own cookie and tracking controls also apply.
5. Who we share data with
Only the processors needed to run the service: your chosen AI provider (Groq, and Deepgram for some transcription, to process audio/text), our hosting and database providers (Vercel and Upstash, which store web-library data if you use it), our email provider (Zoho, to send sign-in codes and the notes you ask for), PayPal (to take payment), Google Analytics (aggregate website usage measurement), and Reddit (measuring whether our adverts work). Meeting audio, transcripts and notes are never shared with an analytics or advertising provider. We do not sell personal data.
6. Retention
Meeting content is retained by you, on your device, for as long as you keep it. Web-library meetings are kept until you delete them or ask us to delete your account. Google Calendar data is not retained. Account and usage data for the managed service is kept while your account is active and for a reasonable period afterward for legal and accounting purposes, then deleted.
7. Your rights
You can access, export and delete your local data directly in the app. Web-library meetings can be edited, exported and deleted in the web app. For anything else held by our managed service (including deleting your account and all of its meetings), you may request access or deletion by emailing info@wazomind.com. Depending on where you live, you may have rights under laws such as the GDPR or CCPA; we will honor valid requests.
8. Security
We use encryption in transit (HTTPS) for all network traffic, keep provider keys server-side (never in the app you download), and design for least data. No system is perfectly secure, but keeping meeting content local by default is our strongest protection.
9. Children
Wazomind is not intended for anyone under 16. We do not knowingly collect data from children.
10. Changes
We may update this policy; we'll change the date above and, for material changes, notify you. Continued use after an update means you accept the revised policy.