Privacy Policy

1. Introduction

Rolaa AI (“we,” “our,” or “us”) operates an AI-powered meeting intelligence platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services (collectively, the “Services”).

By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, please discontinue use of the Services.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and profile information provided through Google OAuth authentication. We do not store your Google password.

2.2 Meeting Content Information

When you use our bot to record meetings, we collect and process:

• Meeting audio and video recordings
• Transcriptions generated from audio via speech-to-text processing
• Participant names, email addresses (when available), join/leave times, and engagement metrics (microphone mute/unmute state)
• Meeting metadata including title, duration, platform, and conference link
• AI-generated meeting summaries, action items, and performance analyses

2.3 Calendar Data

If you connect your Google Calendar, we access your calendar events to identify meetings with conference links. We store event titles, times, attendee lists (names and email addresses), and meeting URLs to enable automatic bot scheduling. We access only the minimum calendar scopes required and do not read event descriptions or attachments.

2.4 Usage & Device Data

We automatically collect information about how you interact with our Services, including pages visited, features used, access timestamps, browser type, operating system, IP address, and approximate geographic location derived from your IP address.

2.5 Uploaded Media

If you upload audio or video files for analysis, we process and store these files along with any AI-generated outputs (summaries, transcriptions, performance analysis) derived from them.

3. How We Use Your Information

We use the information we collect to:

• Provide meeting recording, transcription, and AI analysis services
• Generate AI-powered meeting insights, performance analytics, and engagement scoring
• Automatically schedule bots for your calendar meetings when enabled
• Match meeting participants with calendar attendees for enhanced speaker identification
• Track your personal meeting performance trends over time (“My Performance”)
• Operate, maintain, and improve the platform
• Communicate with you about your account, service updates, and support requests
• Detect, prevent, and address fraud, abuse, and security issues
• Comply with legal obligations

4. AI Processing & Model Training

We use artificial intelligence to process your meeting content. This includes speech-to-text transcription, participant performance analysis, meeting summarization, and engagement scoring. AI processing is performed through trusted third-party AI service providers under strict contractual obligations.

5. Meeting Participant Consent & Notice

When our bot joins a meeting, it identifies itself as “Rolaa AI” and is visible to all participants in the meeting’s participant list. The bot’s presence serves as notice that the meeting is being recorded.

Your responsibility as the meeting organizer:

• You are solely responsible for ensuring that all meeting participants are aware of and consent to the recording, as required by applicable law.
• Some jurisdictions require all-party consent before recording a conversation. You must comply with the recording consent laws of every jurisdiction in which meeting participants are located.
• We recommend including a notice in meeting invitations when using automatic bot scheduling (e.g., “This meeting will be recorded by Rolaa AI for transcription and analysis”).

Meeting participants who do not wish to be recorded may ask the meeting host to remove the Rolaa AI bot from the meeting at any time.

6. Data Sharing & Disclosure

We do not sell your personal information. We may share data in the following circumstances:

6.1 Service Providers

We engage third-party service providers for cloud infrastructure, AI processing, payment processing, analytics, and communication services. These providers are contractually bound to use your information only to provide services to us and are prohibited from using it for their own purposes, including AI model training.

6.2 Integration Partners

When you connect third-party services (e.g., Google Calendar), we share only the minimum data required to enable the integration. We do not sell or use data obtained through Google APIs for advertising purposes.

6.3 Legal Requirements

We may disclose your information when required by law, regulation, legal process, or governmental request; to enforce our Terms of Service; or to protect the rights, property, or safety of Rolaa AI, our users, or others.

6.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction. We will notify you via email or a prominent notice on our platform before your data is transferred and becomes subject to a different privacy policy.

7. Data Retention

• Meeting recordings & media: Retained for up to 2 years or until you delete them, whichever comes first.
• Transcriptions & AI analyses: Retained for as long as your account is active or until you request deletion.
• Calendar data: Synced events are refreshed regularly. Calendar data is deleted when you disconnect your calendar integration.
• Account data: Retained for as long as your account exists. Upon account deletion, we will delete or pseudonymize your personal information within 30 days.
• Backup copies: Backup copies may persist for up to 30 additional days after deletion before being fully purged.

We may retain certain data for longer periods where required by law or to resolve disputes. In such cases, retained data will be pseudonymized where feasible.

8. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption in transit (TLS 1.2+) and at rest (AES-256)
• Secure cloud infrastructure with access controls
• Authentication via Google OAuth (we never store passwords)
• Regular security reviews and dependency updates
• Role-based access controls limiting internal data access

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

9. Your Rights & Choices

9.1 All Users

Regardless of your location, you have the right to:

• Access and download your personal data
• Correct inaccurate information
• Delete your account and associated data
• Disconnect third-party integrations (Google Calendar) at any time
• Delete individual meeting recordings and transcriptions
• Opt out of non-essential communications

9.2 European Economic Area, UK & Switzerland (GDPR)

If you are located in the EEA, UK, or Switzerland, you have additional rights under the General Data Protection Regulation:

• Right to restrict processing of your personal data
• Right to data portability in a structured, machine-readable format
• Right to object to processing based on legitimate interest
• Right to withdraw consent at any time
• Right to lodge a complaint with your local data protection authority

Legal bases for processing: contract performance (providing Services), legitimate interests (improving Services, security), consent (marketing, calendar access), and legal obligations.

9.3 California Residents (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it is used
• Request deletion of your personal information
• Opt out of the “sale” or “sharing” of personal information (we do not sell your data)
• Non-discrimination for exercising your privacy rights

9.4 Other U.S. State Privacy Laws

Residents of Virginia, Colorado, Connecticut, Utah, Texas, and other states with applicable privacy laws may exercise similar rights as described above. Contact us at the address below to make a request.

10. Cookies & Tracking

We use essential cookies for authentication and session management. We may use analytics cookies to understand how our Services are used. We do not use third-party advertising cookies or tracking pixels.

You can control cookies through your browser settings. Disabling essential cookies may prevent you from using certain features of the Services.

11. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside. When we transfer data across borders, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission or other legally recognized transfer mechanisms.

12. Children’s Privacy

Our Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected information from a child under 16, we will promptly delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice on our platform at least 30 days before the changes take effect. Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about our data practices, contact us at: