1. Information we collect
We collect only the information needed to run the service:
- Account information — your name, email address and authentication details when you create an account.
- Meeting content you provide — transcripts, notes and documents you upload or paste, plus any titles, attendee names or context you add.
- AI-generated outputs — summaries, decisions, action items and attendee lists produced from the content you provide.
- Billing information — if you subscribe, our payment processor handles your card details; we receive only a subscription status and basic billing metadata.
- Usage and diagnostic data — basic logs such as IP address, browser type, error reports and feature usage, used to keep the service secure and reliable.
2. How we use your information
- To provide, maintain and improve Aleph Minutes.
- To process transcripts and generate meeting minutes on your behalf.
- To manage your account, subscription and support requests.
- To protect the service against abuse, fraud and security threats.
- To meet our legal and regulatory obligations in Australia.
We do not sell your personal information, and we do not use the content of your meetings to train third-party AI models for other customers.
3. How transcripts are processed
When you submit a transcript, we send it to trusted AI processing providers solely to generate your minutes. Processing is automated and the resulting summary, decisions, action items and attendees are stored in your account so you can review, edit and export them.
AI providers may process content in data centres outside Australia. By using the service, you consent to this overseas processing. We only share the content that is necessary to produce your minutes.
4. Sharing with third parties
We share information only with service providers that help us operate Aleph Minutes, including cloud hosting, database, authentication, email delivery, payment processing and AI inference providers. These providers are bound by contractual confidentiality and security obligations.
We may also disclose information where required by Australian law, to enforce our Terms of Service, or to protect the rights, property or safety of our users or the public.
5. Data retention
We retain your meetings, transcripts and generated minutes for as long as your account is active or as needed to provide the service. You can remove individual meetings from your dashboard at any time; removed meetings are hidden immediately and permanently erased on request. When you close your account, we delete or de-identify your content within a reasonable period, unless we are required to retain it by law.
6. Your rights
Under the Australian Privacy Principles you may request access to, or correction of, the personal information we hold about you. You may also complain about how we handle your information. Please email paul@alephaisolutions.com.
7. Security
We use industry-standard safeguards including encryption in transit, account-scoped access controls and least-privilege database policies. No system is perfectly secure, so you should also take steps to keep your own account credentials safe. See our Security & Data Handling page for more.
8. Children
Aleph Minutes is intended for use by adult staff and volunteers of schools, committees and organisations. It is not designed for direct use by children. If a school account holder uploads transcripts that mention students, the account holder is responsible for ensuring they have the authority to do so under their own privacy policies.
9. Cookies and optional Google Ads measurement
Essential storage supports sign-in and account functions. Optional Google Ads measurement is off by default everywhere and the Google tag loads only after you explicitly accept advertising measurement. Declining is as easy as accepting and does not affect the service.
With consent, Google receives advertising click identifiers (gclid, gbraid or wbraid), browser and network information, and the actual AUD amount, currency and unique Stripe checkout transaction ID of a server-verified paid initial subscription checkout. These are used for advertising measurement and conversion optimisation. Google may process this data outside Australia and set first-party advertising cookies. Click identifiers are retained only with consent for the current tab session, on this site's own domain.
We do not send names, emails, meeting text or account identifiers to Google Ads. Enhanced conversions, remarketing and advertising personalisation are not enabled. Unpaid checkouts, test payments, renewals and billing portal visits are not reported as purchases.
Use Cookie settings on any page to review, decline or withdraw your choice. Withdrawal stops future reporting, clears our saved click identifiers and first-party advertising cookies, and applies across open tabs. Events blocked without consent are not replayed later. Withdrawal cannot retract data Google already received; Google's privacy controls also apply.
We retain a browser-local consent record with an anonymous visitor reference, the time, notice version and text, and your choices, including earlier acceptance when you withdraw. An accepted choice reference and timestamp are also saved with the checkout's subscription metadata so delayed verification can check the choice at checkout. A local transaction marker prevents repeat reporting on refresh; Google's transaction ID provides additional deduplication. Clearing browser storage removes these local records.
10. Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes we will notify account holders by email or through the product. Continued use of Aleph Minutes after an update means you accept the revised policy.
11. Contact
Questions about this policy, or access and correction requests, can be sent to paul@alephaisolutions.com.