Privacy Policy

We use the information we collect for the following purposes:

• 🎬 Record meetings — Capture and store your audio recordings locally and on our servers
• 🤖 AI Processing (self-hosted) — Transcribe audio to text, generate summaries, extract action items, decisions, and identify risks using models we operate
• 📁 Project Management — Organize meetings into projects with members, roles, and shared documents
• 💬 Project Chatbot — Answer questions about your project documents using retrieved context (RAG) on our servers
• 📤 Upload (with permission) — Sync local recordings to our servers when you allow AI processing and choose to upload
• 🔔 Notifications — Send recording status and live activity updates
• 🐛 Crash Reporting — Collect crash data via Sentry to improve app stability
• 👤 Account Management — Authenticate you and manage your account

Webelight Meeting provides AI features that run exclusively on infrastructure operated by Webelight Solutions Pvt. Ltd. We use self-hosted AI models that we control. The Flutter app does not embed a third-party AI SDK and does not call third-party AI APIs directly.

What data is processed

• 🎙️ Meeting audio you choose to upload (for example .m4a recordings)
• 📝 Transcripts and derived text created from that audio
• 📄 Meeting and project text used to generate summaries, action items, decisions, overview, SRS, and architecture content
• 📚 Documents and selected sources you provide for the Project Assistant
• 💬 Project Assistant chat messages you send

Who processes it

Data is sent to our REST API at ai-meetings-api.webelight.co.in and processed by Webelight-operated services and self-hosted models. It is tied to your account and used only to provide the features above.

What we do NOT do

• 🚫 We do not send your meeting audio, transcripts, documents, or chat messages to third-party AI providers (including OpenAI, Anthropic, Google Gemini API, Azure OpenAI, or similar)
• 🚫 We do not use your meeting content to train public third-party foundation models
• 🚫 We do not sell your personal data

Permission in the app

Before you upload meeting audio for transcription and analysis, the app shows an in-app disclosure that explains what audio is processed, that Webelight self-hosted AI processes it, and asks for your permission. You can decline and keep recordings on your device. Permission is remembered for your account until you sign out.

We use the following third-party services. None of these are third-party AI model providers for your meeting content.

Firebase Authentication

Used for user authentication. Your sign-in credentials are managed by Google's Firebase service. We use Firebase Auth to verify your identity and issue secure tokens for API requests.

Google Sign-In

Allows you to sign in using your Google account. We only request your email address and profile name. No additional Google data is collected.

Sign In with Apple

Allows you to sign in using your Apple ID. We only request your email address and full name through Apple's OAuth service.

Sentry (Crash Reporting)

We use Sentry to collect crash reports and application diagnostics. This helps us identify and fix bugs. Sentry does not collect meeting audio or transcripts — crash data is technical diagnostics used to improve stability.

Your data is stored and protected using the following measures:

Cloud Storage

• ☁️ Your recordings, transcripts, summaries, and project data are stored on our secure servers
• 🔒 All data is encrypted in transit (HTTPS/TLS)
• 👤 Data is tied exclusively to your account

Local Storage (On Your Device)

• 🎙️ Audio recordings (.m4a) are stored locally on your device
• 💾 Local recording metadata is stored in an encrypted preference store
• ⏱️ Local recordings are retained for 30 days before automatic cleanup
• 🌐 Pending uploads retry automatically when you reconnect to the internet

Data Retention

• 🗑️ Account data is permanently deleted within 30 days of account deletion
• 🎙️ Uploaded recordings and AI-generated content are retained until you delete them or your account
• 🔄 You can delete individual recordings, summaries, and projects at any time

You have the following rights regarding your data:

• 📋 Access — View all your recordings, transcripts, and project data within the app
• ✏️ Update — Edit meeting summaries, rename recordings, and update project details
• 🗑️ Delete — Delete individual recordings, summaries, or your entire account at any time
• 📥 Export — Download recordings and CSV exports of action items
• 🚫 Opt-Out — Decline AI processing in the in-app disclosure, keep recordings offline, or sign out to stop account data sync

To delete your account permanently, go to Settings → Account & Privacy → Delete Account within the app. You can also contact us using the details below.

The Webelight Meeting App is not intended for use by children under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.