Privacy Policy

This section is about konvoo.in as it stands today, not about the product. It is short because the waitlist is small.

• What it collects. The email address you type into the form. Stored next to it: the time you signed up, the line your browser sends about itself, meaning which browser and which device, and the page you arrived from if your browser mentioned one. That is the whole list. There is no account, no password, no payment details and no advertising profile on this site.
• What it is used for. A note confirming you are on the list, and a second note when Konvoo is ready to let people in. If you write to us, we use it to write back. We do not sell it, we do not add it to a newsletter, and we do not send marketing to it.
• Where it is kept. In a spreadsheet in a Google account we control, written to by a small script. The site is hosted by Vercel, which keeps the usual server logs. Both notes go out through our email provider. All three are listed in section 8.
• How to get it removed. Email privacy@konvoo.in from the address you signed up with and say so. We delete the row. There is no form to fill in and you do not have to give a reason.

Information you give us

• Account details. Name, email address, password hash or the identifier from the social provider you signed in with, and your avatar if you set one.
• Organisation and bubble membership. Which workspaces and bubbles you belong to, your role in them, and the invitations you send or accept.
• Billing details. Your plan, seat count and invoice history. Card numbers are entered directly with our merchant of record and never reach our servers.
• What you write to us. Support conversations and anything you attach to them.

Information generated by using Konvoo

• Meeting content. Recordings, transcripts, captions, summaries, action items, notebooks and highlights. Section 4 covers this in detail.
• Usage and diagnostics. Pages viewed, features used, AI credits consumed, error reports and performance traces.
• Device and connection data. IP address, browser and operating system, and approximate location derived from the IP address. We use these for security, rate limiting and abuse prevention.
• Connected accounts. When you link a calendar, mailbox or task tool, the access tokens and the specific records the integration needs. We request the narrowest scope that makes the feature work. Section 7 covers Google connections specifically.

This is the most sensitive category of data we hold, so it gets its own section rather than a line in a list.

When a meeting runs with Konvoo, the agent is present as a visible participant. Audio and video are captured through our video infrastructure provider, transcribed, and then processed to produce the summary, action items and analytics for that meeting. Participants can see the agent in the room and in the participant list for the duration.

Meeting content is visible to the people in the meeting and to members of the bubble or organisation it belongs to, according to the permissions set there. It is not published, indexed, or made available to anyone outside that boundary unless you deliberately share it.

You can delete a recording, a transcript or an entire meeting at any time from the meeting page. Deletion removes it from the application immediately and from our backups within 30 days.

Where the GDPR, the UK GDPR or a comparable law applies, we need a lawful basis for each purpose. Ours are:

We do not carry out automated decision-making that produces a legal or similarly significant effect on you. The assistant proposes; a person approves.

Producing a summary means sending transcript text to a third-party model provider. We are specific about what that involves, because vague answers here are the main reason security reviews stall.

• What is sent. Transcript text and the prompt built around it. Audio and video are not sent to the language model. They are handled by the video infrastructure provider that produced the transcript.
• Training. Your content is not used to train our models or our providers' models. We use API tiers that exclude submitted data from training by default.
• Retention at the provider. Providers may hold request data briefly for abuse monitoring, then delete it. They do not retain it as a long-term store.
• Accuracy. Transcripts and summaries are generated by machine and will sometimes be wrong. Misattributed speech, an action item nobody agreed to, a name spelled four ways. Treat AI output as a draft, especially before acting on it.

The assistant can take real actions such as sending an email, creating a task, or updating a record in a connected tool. Every such action passes through a confirmation step first. We designed it that way so that a model mistake stays a bad suggestion rather than becoming a sent email.

Konvoo can connect to a Google account so that the product can do the work you asked it to do: know when a meeting is and who is in it, and send a follow-up once you have approved it. This section says what happens to anything we receive from Google in the course of that.

We request the narrowest scopes that make the connected feature work, and we ask for them at the point you turn the feature on rather than up front. You can revoke a connection at any time from your Konvoo integration settings or from your Google account permissions. When you do, we stop exchanging data immediately and delete the tokens.

In practice that commitment means all four of the following, and we state them separately so none of them can be read as implied:

• We use Google user data only to provide or improve the features you connected it for.
• We do not transfer Google user data to anyone except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger or acquisition after telling you about it.
• We do not use Google user data to serve advertising of any kind, including retargeting and personalised advertising.
• We do not allow humans to read Google user data, unless we have your explicit consent for specific messages, it is necessary for security purposes such as investigating a bug or an abuse report, to comply with applicable law, or the data has been aggregated and anonymised so it no longer identifies anyone.

Google user data is not used to train our models or any third-party model, which is the same commitment section 6 makes about meeting content. The full policy we are adhering to is published by Google at developers.google.com/terms/api-services-user-data-policy.

Konvoo also connects to Microsoft and Zoom on the same terms. Where those providers publish their own limited-use rules, we follow those too, and the commitments above are the ones we apply to every connected account regardless of provider.

We use the following subprocessors. Each is bound by a contract that restricts them to processing data on our instructions, and each is listed with what it actually handles rather than a generic category. The list is derived from the services the product genuinely calls, not from a template, because a list nobody can verify fails at the first security questionnaire.

Google is the only one of these processing anything today, because the only thing running on konvoo.in is the waitlist described in section 2. The rest begin processing when the product does.

We may also disclose data where the law requires it, a valid court order for example, or to establish or defend a legal claim. If we are ever compelled to hand over customer data, we will tell the affected customer unless we are legally barred from doing so.

If Konvoo is acquired or merged, data may transfer as part of that transaction. The acquirer remains bound by this policy until you are notified of any change, and a material change gives you the rights set out in section 15.

To be told when this list changes, email privacy@konvoo.in and ask to be added to the subprocessor notification list.

Several of our subprocessors operate in the United States, so data may be transferred outside your home country and outside the European Economic Area.

Where we transfer personal data out of the EEA or the UK, we rely on the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, or an adequacy decision covering the destination. Copies of the relevant clauses are available on request from privacy@konvoo.in.

We keep personal data only as long as the purpose it was collected for requires, then delete or anonymise it.

Backups are retained on a rolling 30-day cycle. Data you delete disappears from the live service immediately and ages out of backups within that window.

Depending on where you live, you have some or all of the following rights. We apply them to everyone, not only to people whose local law compels it.

• Access. Get a copy of the personal data we hold about you.
• Correction. Have inaccurate data fixed. Most profile fields are editable directly in your account settings.
• Erasure. Have your data deleted, subject to the carve-out described in section 10.
• Portability. Receive your data in a machine-readable format, or have it sent to another provider where that is technically feasible.
• Objection and restriction. Object to processing based on legitimate interest, or ask us to pause processing while a dispute is resolved.
• Withdraw consent. Where processing rests on consent, withdraw it at any time. This does not undo processing already carried out.
• Complain. Raise a complaint with your local supervisory authority. We would rather you came to us first, but it is your right either way.

To exercise any of these, email privacy@konvoo.in and say which right you are using. We respond within 30 days. We will ask you to verify your identity first. It would be a poor privacy policy that let a stranger download your meeting history by asking politely.

Our contact for data protection matters is [ TO BE COMPLETED: data protection contact ]. Until that is appointed and named here, data protection requests go to the same address as everything else, and they are handled by a person rather than routed into a queue.

• Data is encrypted in transit with TLS and at rest by our storage providers.
• Access to production data is restricted to staff who need it, and privileged actions are written to an audit log that survives account deletion by design.
• Two-factor authentication is available on every account. We strongly recommend enabling it, particularly for organisation administrators.
• Sessions, API tokens and integration credentials are scoped, expire, and can be revoked individually from your account settings.
• Every user-triggerable endpoint is rate limited, which is as much a data-protection control as a performance one.

No system is perfectly secure, and we will not claim otherwise. If a breach affects your personal data and poses a risk to you, we will notify you and the relevant supervisory authority within the time limits the law sets, which is 72 hours under the GDPR.

Found a vulnerability? Report it to security@konvoo.in. We will not pursue legal action against researchers acting in good faith who give us reasonable time to fix the issue before disclosing it.

We keep this deliberately small. This site, konvoo.in, sets no advertising cookies and runs no advertising trackers at all.

• Essential cookies keep you signed in to the product and protect against cross-site request forgery. The product does not function without them, so they are set without asking.
• Local storage holds interface preferences and drafts so your work is not lost on a refresh. It stays in your browser.
• Analytics, where used, is limited to aggregate product usage. We do not run advertising cookies and we do not sell audience data to anyone.

You can clear or block cookies in your browser settings. Blocking the essential ones will sign you out of the product and keep you out.

Konvoo is a workplace tool and is not directed at children. You must be at least 16 to hold an account, or older where your country sets a higher age for digital consent. If we learn that we hold data about a child below that age, we will delete it. If you believe a child has created an account or joined the waitlist, tell us at privacy@konvoo.in.

We update this policy when the product changes, when we add a subprocessor, or when the law moves. The last updated stamp at the top of the page always reflects the current version, and it is set by hand rather than by the build, so it means what it says.

For material changes, meaning a new category of data, a new purpose, or a new subprocessor handling meeting content, we will give you at least 30 days of notice by email or in the application before the change takes effect, so you have time to object or to leave.

Privacy questions, data requests and security reports all reach a person at privacy@konvoo.in. Dedicated privacy and security addresses are being set up. Until they exist, this policy publishes the one mailbox that genuinely receives mail rather than an address that would bounce.

You can also read the Terms and Conditions, which cover the agreement itself.

By post: [ TO BE COMPLETED: registered company name ], [ TO BE COMPLETED: registered office address ].