Privacy Policy

1. Who we are

Botzone Ltd (“Botzone”, “we”, “us”) is registered in Ireland. We operate the botzone.ai platform and the Sage meeting assistant.

For data protection enquiries, contact privacy@botzone.ai.

2. Information we collect

Account data

When you sign in with Google, we receive:

• Your name, email address, and profile picture from your Google account
• Google Calendar event data (titles, times, participants, conference links)
• OAuth access and refresh tokens to maintain your calendar connection

Meeting data

When Sage joins a Google Meet or Microsoft Teams call, we process:

• Audio from the call, processed in real time for transcription. Audio is not stored as a recording unless you are on a paid plan with audio retention enabled
• A transcript of spoken words, attributed to speakers where possible
• Participant names and display names visible in the call
• Screenshots of shared screens, taken periodically during screen share events. These are used only for real-time context and are not stored beyond the meeting
• Decisions, action items, open questions, and summaries extracted from the meeting

Third-party participants

Other people in meetings where Sage is present have their audio processed even if they are not Botzone users. By inviting Sage to a meeting, you are responsible for ensuring participants are aware an AI assistant is present. Sage announces herself when joining every call and sends a message in the meeting chat.

Usage and analytics data

With your consent, we set tracking cookies to understand how visitors find us and to improve the service. See section 8 (Cookies) for details.

Billing data

Payment processing is handled by Stripe. We store your Stripe customer ID and subscription status. We do not store credit card numbers.

3. How we use your information

• Providing the service: Transcribing meetings, generating documents, delivering email summaries
• Improving the service: Analysing usage patterns, testing new features via A/B experiments
• Billing: Managing subscriptions and enforcing plan limits
• Communication: Sending meeting documents, pre-meeting briefs, and service updates

We use meeting content solely to generate the meeting document, follow-up draft, and pre-meeting briefs described in our product. We do not use your meeting content to train AI models. We do not sell meeting content to third parties. We do not share meeting content with other Botzone customers.

4. How we process meeting content

Meeting audio is streamed in real time to our speech-to-text provider (Deepgram) for transcription. Transcript text is sent to large language model providers (Google Gemini, Anthropic Claude) for classification into decisions, action items, and open questions. Sage may respond during the meeting using text-to-speech (Cartesia).

We do not use your meeting content to train AI models. Our sub-processors' data processing agreements prohibit the use of customer data for model training.

5. Sub-processors

We use the following third-party services to operate the platform:

• Amazon Web Services (AWS) — Infrastructure hosting, email delivery (SES), storage (S3). EU region (eu-west-1, Ireland).
• Deepgram — Speech-to-text transcription
• Google (Gemini API) — Meeting content classification
• Anthropic (Claude API) — Meeting content classification (fallback)
• Cartesia — Text-to-speech for in-meeting responses
• Stripe — Payment processing and subscription management

6. Google API data

We request the following Google permissions:

• calendar.readonly — Read your calendar events to display upcoming meetings
• calendar.events.readonly — Subscribe to calendar changes via webhooks
• openid profile email — Authenticate your identity

We do not request access to Google Drive, Gmail, or any other Google services.

Botzone's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google Calendar API data only to display your upcoming meetings in the Botzone dashboard and to schedule Sage's attendance at meetings you have explicitly requested.
• We do not transfer Google API data to third parties except as necessary to provide the Botzone service (for example, using it to generate your meeting document).
• We do not use Google API data for serving advertisements.
• We do not allow humans to read your Google Calendar data unless you have given explicit permission or it is necessary for security or legal compliance.

7. Data retention

Meeting documents and extracted content (decisions, action items, open questions) are retained for as long as your account is active. Detailed transcript events are automatically purged after 90 days. Audio recordings (paid plans only) are retained for 30 days, then automatically deleted via S3 lifecycle rules. Real-time screen captures taken during screen share events are not persisted after the meeting ends.

You can delete individual meeting records from your dashboard at any time. When you delete your account, all associated data is permanently removed within 30 days.

8. Cookies

We use the following cookies:

• Session cookie (authjs.session-token) — Essential. Keeps you logged in. No consent required.
• Consent cookie (bz_consent) — Essential. Records your cookie preference. No consent required.
• Visitor ID (bz_vid) — Analytics. Identifies returning visitors. Requires consent.
• Attribution (bz_attr) — Analytics. Stores how you found us (UTM parameters). Requires consent.

You can withdraw cookie consent at any time by clearing your browser cookies. The consent banner will reappear on your next visit.

9. Meeting recording consent

Sage announces her presence when joining a Google Meet or Microsoft Teams call and sends a message in the meeting chat identifying herself as an AI meeting assistant. All participants are made aware that the meeting is being transcribed and summarised. If any participant objects, the meeting organiser can remove Sage from the call at any time.

10. Your rights (GDPR)

Under GDPR and the UK Data Protection Act 2018, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Erase your data (“right to be forgotten”)
• Port your data to another service
• Object to processing based on legitimate interest
• Withdraw consent for tracking cookies at any time
• Revoke Google access at any time via your Google Account settings

To exercise any of these rights, email privacy@botzone.ai. We will respond within 30 days.

Our legal basis for processing meeting content is the performance of a contract — you have asked us to provide meeting intelligence services and we process the data necessary to deliver them.

11. Cold email communications

We may contact business professionals via email on the basis of legitimate interest under GDPR Article 6(1)(f) and the Privacy and Electronic Communications Regulations (PECR) provisions for B2B communications. Every email includes an unsubscribe link. If you unsubscribe, we will not contact you again.

12. Security

We use encryption in transit (TLS) for all data. Infrastructure is hosted on AWS in the EU (Ireland) with industry-standard security controls. Access to production systems is restricted and audited.

13. Changes to this policy

We may update this policy from time to time. We will notify registered users of material changes by email. The “last updated” date at the top of this page indicates when the policy was last revised.

14. Contact

For privacy-related questions or data requests: privacy@botzone.ai

For general enquiries: hello@botzone.ai

Botzone Ltd, Ireland.