Privacy Policy

1. Who we are

MemoValet ("we", "us") helps you organise tasks, projects, notes, files, appointments and shared work. It also supports video calls, captions, translations and meeting summaries. This policy explains what information we collect, how we use it, who handles it, and the choices you have. If you have questions, contact us at adrian.kulatunga@gmail.com.

2. Information we collect

• Account information: your name and email address. If you sign up with email, a password, which our authentication provider stores in hashed form (we never see it). If you sign in with Google or Microsoft, the name and email on that account. If you turn on two step verification, the secret your authenticator app uses.
• Your work and meeting content: transcripts you paste or record; recordings (video or sound) you make in MemoValet or add from your device; and the notes, projects, tasks, and files you create or upload.
• Google Calendar, only if you connect it: we read upcoming event titles, times, participants and meeting links to show your schedule. Where direct calendar sync is available and you enable it, we also read your calendar list so you can select a calendar you can edit. We create, update and remove linked events for the categories of your own work that you select. These events contain the work title, date, time where provided and identifiers linking the event to your work. Changes to linked event titles and dates can update the corresponding work in MemoValet. Direct sync does not import unrelated Google events into your tasks or modify them.
• Other Google services, only if you connect them: from Gmail, we look at messages from the last 14 days that contain a Google Meet link, reading their subject and preview, to find meetings you've been invited to; and we send email from your Gmail only when you choose to email a meeting to its attendees. In Google Drive, we create a Google Doc when you export a meeting, and can only access files MemoValet created.
• Connection records: we store the Google authorisation tokens needed to maintain the access you grant. For direct calendar sync, we also store your selected calendar, chosen work categories, time zone, linked event identifiers, titles, dates and sync status so we can apply changes and identify conflicting edits. We do not receive your Google password.
• Other tools, only if you connect them: for Slack, the channel you choose; for Notion, the page you share with MemoValet; for Trello, the list you choose.
• Location for the weather on your home page: by default, the rough location of your internet connection, which isn't stored. If you choose a place instead, or use your current location, we save that place, rounded to about a kilometre, with your account until you change it.
• Technical logs: our hosting providers record technical information such as errors, request times, and IP addresses so we can keep the service running and secure. We don't use advertising trackers.

3. How we use your information

We use your information to:

• Generate summaries, decisions, action items, emails following meetings, translations, and answers to your questions from your meeting content, using Google's Gemini API.
• Write down what is said in live calls, for captions and the meeting transcript. Your browser's speech recognition does this where it can (in Chrome, that service is run by Google). Where it can't, short pieces of your own microphone's sound are sent to Google's Gemini API to be written down. MemoValet keeps only the words, never that sound.
• Find your upcoming meetings from Google Calendar and Gmail, if you connect Google. To pick out meeting details from Gmail messages, we send their subject and preview to Google's Gemini API.
• Keep selected tasks, project deadlines and scheduled calls in sync with the Google Calendar you choose, when you enable direct sync. If both versions have changed, we show the conflict for you to resolve. Completing or removing linked work in MemoValet can remove its Google event. Deleting a linked event in Google clears its schedule in MemoValet while keeping the underlying work record.
• Send your meeting to the people you choose, and to your own connected tools (Google Docs, Slack, Notion, Trello) only when you turn that on.
• Send you account emails, such as confirming your address and resetting your password, and notifications you can turn off in Settings (including the daily email about overdue action items).
• Operate, maintain, and improve MemoValet, including troubleshooting and security.

4. Who we share information with

We don't sell your data. We share information only with the service providers needed to run MemoValet, and only for that purpose:

• Google (Gemini API): processes meeting text, short pieces of call sound when your browser can't write down speech itself, and Gmail subjects and previews if you connect Google, to generate captions, summaries, translations, and answers.
• MET Norway: receives a location rounded to about a kilometre, and nothing that identifies you, to provide the weather forecast.
• Tenor (Google): receives the words you type when you search for a GIF in a meeting chat, asked for by MemoValet's servers rather than your browser, so Tenor is not told who you are or where you are. Results are limited to Tenor's family friendly setting.
• Geoapify: receives what you type when searching for an address or a town, and your rounded location if you use your current location for the weather.
• Supabase: hosts our database, account authentication and private file storage, including recordings and uploaded files.
• Vercel: hosts the MemoValet application.
• Resend: delivers MemoValet's emails, including meeting packs you send, which contain that meeting's content.
• LiveKit: carries audio and video between participants in live sessions.
• Google and Microsoft: sign you in and, for Google, provide the Calendar, Gmail, and Drive access you choose to grant.
• Your own connected tools (Google Docs, Slack, Notion, Trello): only the meeting you export, and only when you turn that on.
• People you share with: when you send a meeting or create a share link, the people you send it to, and anyone who has the share link, can see that meeting.

5. Where your information is processed

Our database, file storage, and application servers are in Japan (Tokyo). Some of the providers above, including Google, Resend, and LiveKit, may process information in other countries, including the United States. By using MemoValet, you understand that your information may be stored and processed outside Australia.

6. Google user data

MemoValet's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We don't use Google user data to develop or train AI models, and we don't sell it or use it for advertising.

7. Data retention and deletion

We keep your meetings for as long as your account is active, so you can search and revisit your history. You can ask us to delete individual meetings or your entire account at any time by contacting us; deleted data is removed from our active systems within 30 days. A share link keeps working until the meeting is deleted, so contact us if you need one turned off.

8. Security

We use standard industry measures, including encryption in transit, access controls, private storage for recordings, and scoped credentials for connected tools, to protect your information. You can add two step verification to your account. No method of transmission or storage is completely secure, but we work to protect your data appropriately.

9. Your choices and rights

You can pause direct Google Calendar sync from Calendar, then Sync calendar. Pausing stops updates and keeps existing events. Removing a work category from sync also keeps its existing events and stops further updates for that category. Pausing does not revoke Google access or erase the connection records. You can revoke access through your Google account and contact us to request deletion of stored connection records.

You can remove MemoValet's access to your Google account at any time from your Google Account permissions. Slack, Notion, and Trello can be disconnected in Settings, where you can also turn off email notifications. You can ask us for a copy of your information, to correct it, or to delete it by emailing us. If you're not satisfied with how we handle a privacy concern, you can contact the Office of the Australian Information Commissioner.

10. Children's privacy

MemoValet is not directed at anyone under 16, and we do not knowingly collect information from children.

11. Changes to this policy

If we make material changes to this policy, we'll update the date at the top of this page and, where appropriate, notify you directly.

12. Contact

Questions about this policy or your data can be sent to adrian.kulatunga@gmail.com.