Privacy Policy

Vaani AI Technologies Private Limited operates the Vaani AI meeting-intelligence service at https://app.meetvaaniai.com, the Vaani AI browser extension and related services (the “Service”). Our address is Ashok Towers, B307, Opp. Bharatmata Cinema, Parel, Mumbai – 400012, India.

This policy covers account holders, members of customer organisations, meeting participants whose voices or names are captured in recordings, and visitors who contact us.

• For account, billing, website and contact data, Vaani AI decides why and how the data is processed and acts as the Data Fiduciary.
• For meeting content — recordings, transcripts, minutes and attachments — the customer organisation (or the individual user) that records or uploads the meeting decides what is captured and why. For that content Vaani AI acts as a Data Processor on the customer’s behalf and processes it only to provide the Service, as described in the Terms of Service.

If you took part in a meeting recorded by one of our customers and have a question about it, please contact that organisation first. We will help them respond and, where you contact us directly, forward your request to them.

We do not intentionally collect sensitive personal data such as financial account numbers, health or biometric data. Meeting content may nevertheless contain any information spoken in the meeting; customers should avoid recording such information unless they have a lawful basis to do so.

We do not sell personal data, do not use meeting content for advertising, and do not send marketing messages without your consent. You may withdraw consent at any time (see section 11); withdrawal does not affect processing already carried out.

• The Vaani AI meeting bot joins with the display name "Vaani AI" (or a name set by the customer) so that participants can see that the meeting is being recorded.
• The user who starts a recording is responsible for informing all participants before recording, obtaining any consent required by law or by their organisation, and stopping the recording if a participant objects.
• The browser extension records only the tab you choose, only while you are recording, and only after you start it.
• Recordings must not be made where prohibited by law or by the meeting platform's terms.

Transcripts are created by automated speech recognition and minutes are drafted by a large language model. Outputs can contain errors and are presented as drafts for human review. Board and General Meeting drafts are modelled on ICSI Secretarial Standards SS-1 and SS-2 for convenience only; they are not legal advice and do not by themselves satisfy statutory requirements.

• Anthropic (minutes generation) does not use API inputs or outputs to train its models and deletes them within 30 days under its commercial terms.
• Deepgram (transcription) operates a Model Improvement Programme under which audio submitted through its standard API may be retained and used to improve its models unless the request opts out. Vaani AI currently participates under Deepgram's standard terms. Customers who require opt-out should contact us before recording.
• Vaani AI does not use your meeting content to train any model of its own.
• No decision producing legal or similarly significant effects about you is taken solely by automated means.

We share personal data only with the providers below, who process it on our instructions under contractual terms, and only as needed to run the Service.

Optional destinations: Amazon Web Services S3, Cloudflare R2 or Google Drive storage, when an organisation administrator configures them as the storage location for that organisation. Meeting platforms (Zoom, Google Meet, Microsoft Teams) process meeting data under their own terms.

We may also disclose personal data where required by law, a court order, or a lawful request of a government agency; to protect the rights, safety or property of users or the public; or to a successor in a merger or acquisition, subject to this policy.

Our servers are located in Finland (European Union), and several providers process data in the United States and other countries, as listed in section 7. Section 16 of the DPDP Act permits transfers outside India except to countries the Central Government restricts by notification. We will not transfer personal data to any such restricted country and we rely on contractual commitments from our providers to protect transferred data.

When retention ends, we delete or irreversibly anonymise personal data, unless retention is required by law. Organisation administrators can delete meetings at any time.

We apply reasonable security practices and procedures as required by section 43A of the Information Technology Act, 2000 and section 8(5) of the DPDP Act. The controls are described in our Security Policy. No system is completely secure, and we do not claim absolute security.

Subject to the law, you have the right to:

• obtain a summary of your personal data and the processing activities, and the identities of those with whom it was shared;
• correct, complete or update inaccurate or incomplete data;
• erase personal data that is no longer necessary, unless retention is required by law;
• withdraw consent at any time, as easily as it was given;
• nominate another person to exercise your rights in the event of your death or incapacity;
• have your grievance redressed by us, and thereafter approach the Data Protection Board of India.

Visitors from the European Economic Area or the United Kingdom also have rights under the GDPR, including access, rectification, erasure, restriction, objection and portability, and may complain to their supervisory authority.

To exercise a right, email support@vaaniai.com from the address registered to your account. We may verify your identity before acting. We acknowledge requests within 48 hours and respond within 30 days, or within any shorter period required by law.

The Service is intended for people aged 18 or over and is not directed at children. We do not knowingly process the personal data of a child without verifiable consent of a parent or lawful guardian. If you believe a child has provided personal data to us, contact us and we will delete it.

We use only strictly necessary cookies and browser storage to keep you signed in and remember your settings. We do not use advertising or analytics cookies. Details are in our Cookie Policy.

If a personal data breach occurs, we will contain it, report cyber security incidents to CERT-In within six hours of becoming aware as required by its Directions of 28 April 2022, and — once the relevant DPDP Rules apply — inform the Data Protection Board of India and affected individuals without delay with the details the Rules prescribe. Where we act as Data Processor, we will notify the affected customer without undue delay.

Questions, requests and complaints about personal data can be addressed to:

We acknowledge grievances within 48 hours and aim to resolve them within one month of receipt. If you are not satisfied with our response, you may approach the Data Protection Board of India once it accepts complaints under the DPDP Act.

We will post any change on this page with a new version number and effective date. Where a change materially affects how we process your personal data, we will notify you by email or in the Service before it takes effect and, where required, seek fresh consent.