Data & privacy
This notice describes the technical data flow of the private pilot.
Controller
Wiedeki · Johannes Wiedemann
Baadfeld 65 · 86753 Möttingen · Germany
contact@meetingsummary.eu · +49 1575 5502306
Recordings and notes
Microphone and shared tab or system audio are captured in your browser only after you start recording. Screen access is requested to obtain shared audio; screen images are not recorded or uploaded. A recording remains in browser memory until you leave the page or discard it. When you send it, our server forwards audio to the Mistral API for transcription and sends the transcript to Mistral for summarisation. The resulting notes are sent through the configured email provider to your recipient address. You must obtain the participants’ agreement before recording and processing their conversation.
Storage
Temporary server audio is removed after each processing attempt, including failures. In the supplied deployment it is held in a temporary memory-backed filesystem and is removed on container restart. We do not intentionally retain transcripts or summaries in our application database or logs. Verified email addresses, hashed verification codes and hashed session tokens are held for verification and abuse prevention. Codes expire after 10 minutes, sessions after one hour, and verification rows are cleaned after 24 hours on subsequent verification requests. Company-domain usage timestamps and aggregate abuse-prevention counters are retained for up to 60 days and cleaned on subsequent verification requests; encrypted or access-restricted backups can retain older records for a further seven days. Legacy pilot email counts, if present, require separate operator cleanup. We do not use your recordings, transcripts or summaries for product improvement. Downloaded recordings and delivered emails remain under your control and your mail provider’s retention rules.
Providers and location
The application runs on an Ubuntu VPS at 1blu in Germany. Voxtral transcription and Mistral summaries are requested through api.eu.mistral.ai, the European regional inference endpoint. No fallback to the global or US endpoint is configured. Regional inference covers supported model processing, not all account, billing or operational metadata. Regional model and audio-endpoint availability, Mistral’s applicable terms and retention settings, and the configured email provider’s locations must be checked for the actual deployment. See Mistral’s regional inference documentation at https://docs.mistral.ai/inference/regional-inference.
Purpose and legal basis
Contact and recipient details are processed to respond to inquiries and provide requested meeting notes (Article 6(1)(b) GDPR). Usage counts support abuse prevention and service stability (Article 6(1)(f)). Recording and AI processing require an appropriate legal basis for the actual meeting; participant consent, where applicable, falls under Article 6(1)(a). Do not submit sensitive or confidential meetings until the relevant provider terms and processing agreements have been reviewed.
Technical access
The deployment protects access with HTTPS, verified email sessions and an internal API credential; private pilot mode adds a password. The web server processes connection information to serve requests. No analytics, advertising cookies or externally loaded fonts are included in this application.
Your rights and contact
You may request access, correction, erasure, restriction or portability, and object where applicable. You can withdraw consent for future processing and lodge a complaint with a supervisory authority. Contact us at the address above for requests about your recipient email and usage records. No automated decisions with legal effects are made by the service.
Updated 30 September 2026.