Privacy Policy
AlgoMinutes is in beta, and this document is pending legal review. It describes how AlgoMinutes works today. Questions: privacy@algorythmos.com.
This policy explains how Algorythmos Pty Ltd (ABN 22 701 006 626, "we", "us") handles personal information in AlgoMinutes: the app, this website and the service behind them. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth), and, where they apply to you, the EU and UK GDPR and US state privacy laws such as California's.
The short version
- We collect what AlgoMinutes needs to work: your account, your recordings and the notes made from them.
- We don't sell your information, show you ads, or track you across other apps and websites.
- Your notes and recordings are stored in Sydney, Australia. Some processing happens outside Australia; the table below says where.
- We don't use your recordings or notes to train AI models.
- You can delete any note, or your whole account, at any time.
What we collect
Your account
When you sign in with Apple or Google we receive an account ID, your email address and, if the provider shares it, your name. If you use AlgoMinutes as a guest, we create an anonymous account ID and nothing else. We also record when you accepted these documents, and which versions.
Your recordings and notes
The audio you record or import, and what AlgoMinutes makes from it: transcripts, summaries, action items, decisions, chapters, speaker names you add, and the search index. The questions you ask about your notes are processed to answer them, and aren't saved to your account. Text you scan from a document or photo is used to create a note the same way. Your recordings contain the voices of the people you record; see People you record.
How you use the app
A small set of product events tied to your account, such as "first recording completed" or "plan screen viewed", so we can understand whether AlgoMinutes works for people. They don't contain your recordings or note content, and we don't use any third-party analytics or advertising tools.
Support messages
What you send us from Help & Support or by email, with your app version, device type and, if you choose, a note's reference.
Device and diagnostic information
Your device's push token, so we can tell you when a note is ready. Crash reports from the app. Server records of requests and errors, which carry account and note IDs but are designed to exclude your recordings and note content.
Subscriptions
When subscriptions go on sale, your plan and its status. Apple handles payment in the App Store, and Stripe on the web; we never receive your card details. Nothing is sold during the beta.
How we use it
- To provide AlgoMinutes: transcribing and summarising your recordings, keeping your notes in sync, search and chat, and notifications.
- To keep it working and secure: fixing faults, preventing abuse, and enforcing usage limits.
- To answer your support requests.
- To improve AlgoMinutes, using product events and the feedback you send us. Not your recordings or notes.
- To meet our legal obligations.
Under the GDPR, we rely on performing our contract with you for the service itself, and on our legitimate interests for security, reliability and product improvement.
AI processing
AlgoMinutes uses Google Cloud's speech and AI models to transcribe and summarise your recordings. Card numbers and similar identifiers are removed from transcripts before they're stored, and from transcript text before it's sent to an AI model to summarise, search or answer a question. Audio is sent as recorded: for a short recording, the model transcribes the audio itself. The models process your content only to produce your results. We don't use your content to train AI models, and our providers' terms don't allow them to use it to train theirs. AI output can be wrong: check anything important against the recording.
Who processes your information, and where
These service providers process personal information on our behalf, under contract, only to provide AlgoMinutes:
| Service | What for | What | Where |
|---|---|---|---|
| Firebase Authentication (Google) | Signing you in with Apple or Google, or as a guest. | Your account ID, email address, name (if your sign-in provider shares it) and sign-in provider. | Google's global infrastructure, which may be outside Australia |
| Cloud SQL for PostgreSQL (Google Cloud) | Storing your notes: transcripts, summaries, action items, decisions and search index. | Your notes and account records. | Sydney, Australia |
| Cloud Storage (Google Cloud) | Storing the audio you record or import. | Your recordings. | Sydney, Australia |
| Cloud Firestore (Google Cloud) | Keeping your note list up to date on your devices. | A copy of your notes (titles, status, summaries and transcripts), for fast display. | Sydney, Australia |
| Vertex AI: Gemini models and text embeddings (Google Cloud) | Writing summaries, action items and decisions; transcribing short recordings; answering questions about your notes; building the search index. | Your transcripts, and the audio of short recordings. Card numbers and similar identifiers are removed from transcript text before it's sent; audio is sent as recorded. | Sydney, Australia |
| Cloud Speech-to-Text (Google Cloud) | Transcribing longer recordings. | Your recordings. | Google's global endpoint, so audio may be processed outside Australia |
| Cloud Logging and Error Reporting (Google Cloud) | Running the service reliably and investigating faults. | Technical records: request IDs, your account and note IDs, and error details. They're designed to exclude your recordings and note content. | Google's global infrastructure, kept 30 days |
| Firebase Cloud Messaging (Google) and the Apple Push Notification service | Telling you when a note is ready, or couldn't be processed. | Your device's push token and the note's ID. | Google's and Apple's global infrastructure |
| Firebase Crashlytics (Google) | Finding and fixing crashes in the app. | Crash reports: the app and OS version, device model, and an installation identifier. | Google's global infrastructure, which may be outside Australia |
| Apple App Store | Handling subscriptions bought in the app, when they go on sale (nothing is sold during the beta). | Your subscription status. Apple handles payment; we never see your card. | Apple's infrastructure |
| Stripe | Handling subscriptions bought on the web, when they go on sale (nothing is sold during the beta). | Your account ID and plan, and the email address and card you give Stripe at checkout. Stripe takes the payment; we never see your card. | Stripe's infrastructure, which may be outside Australia |
Information sent outside Australia
Your notes and recordings are stored in Sydney, Australia. The following services may process information in other countries, including the United States: Firebase Authentication (Google); Cloud Speech-to-Text (Google Cloud); Cloud Logging and Error Reporting (Google Cloud); Firebase Cloud Messaging (Google) and the Apple Push Notification service; Firebase Crashlytics (Google); Apple App Store; Stripe. We choose providers that protect information to a standard comparable to the Australian Privacy Principles, and, for information from the EU or UK, use the safeguards those laws require, such as standard contractual clauses.
When we share information
We don't sell or rent personal information, and we don't share it for advertising. We disclose it only:
- to the service providers above, to run AlgoMinutes;
- when you ask us to, for example by exporting a note (share links are not available yet);
- when the law requires it, or to protect people's safety or our legal rights;
- to a buyer of our business, who would have to keep this policy's promises.
How long we keep it
- Notes and recordings: until you delete them. In Settings → Data retention you can have notes deleted automatically after 30, 90, 180 or 365 days.
- The copy on your phone: a recording stays on your device only until its upload is confirmed.
- Your account: until you delete it. Deleting it deletes everything in it at once.
- Backups: deleted information is removed from our backups within 30 days.
- Server logs: 30 days.
- Records of deletions and usage: a record that an account or note was deleted (IDs only, no content) for 30 days, and records of processing usage for 90 days, to prevent abuse and control costs.
- Payment records, once subscriptions are sold: as long as tax law requires, without your recordings or notes.
People you record
If you're recorded by an AlgoMinutes user, the recording belongs to their account and we process it on their behalf. You must be told before you're recorded; our Terms require it. You can ask the person who recorded you to delete it, or contact us at privacy@algorythmos.com.
Your rights and choices
- Access and export: your notes are in the app, and you can export any note.
- Correction: edit a note's title, summary and speaker names in the app, or ask us.
- Deletion: delete a note, or your account in Settings → Delete my account. Other ways to delete your account.
- Notifications: turn them off in your device's settings.
Depending on where you live, you may also have the right to object to or restrict our processing, to data portability, and to withdraw consent. California residents have the right to know, delete and correct their personal information, and we don't sell or share it as those laws define. We won't treat you differently for using these rights. To use any of them, email privacy@algorythmos.com; we may need to confirm it's your account. We reply within 30 days.
Security
Information is encrypted in transit and at rest, access to it is limited to the systems and people who need it, and every request is checked against your account. No system is perfectly secure; if a data breach is likely to cause you serious harm, we'll tell you and the regulator as the law requires.
Children
AlgoMinutes isn't for children. You must be at least 13, and old enough where you live to agree to our Terms yourself. If you believe a child has given us personal information, contact us and we'll delete it.
Changes to this policy
When we change this policy we update its version and date above. Before a significant change takes effect, we'll tell you in the app or by email.
Contact and complaints
Algorythmos Pty Ltd, Sydney NSW 2010, Australia. Email privacy@algorythmos.com. If you're not satisfied with our response to a privacy complaint, you can contact the Office of the Australian Information Commissioner (oaic.gov.au), or the data protection authority where you live.