Privacy policy

1. Introduction

This Privacy Policy describes how Solution Panorama Inc. ("Solution Panorama," "we," "us," or "our") collects, uses, discloses, and protects personal information when you use MinutesIQ (the "Platform" or "Service"), our web-based meeting transcription software application available at minutesIQ.com.

‍

Important Note About Meeting Content: MinutesIQ records, processes, and transcribes audio and video from meetings. This may include sensitive business information, personal conversations, and confidential discussions. You are responsible for ensuring that all meeting participants are aware of and consent to recording and transcription before using MinutesIQ.

‍

Contact Information:

Solution Panorama Inc.
401, 417 Rue Saint-Pierre
Montréal, QC H2Y 2M4
Canada

‍

Privacy Officer: Roxanne Lessard
Email: support@minutesiq.com

‍

This policy complies with Quebec's Act respecting the protection of personal information in the private sector (Law 25), Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), and other applicable privacy laws.

‍

2. Definitions

Personal Information means any information about an identifiable individual, including but not limited to your name, email address, location data, and usage patterns.

‍

Sensitive Personal Information means information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, health information, biometric data, or information about a person's sex life or sexual orientation.

‍

3. What Personal Information We Collect

‍

3.1 Information You Provide Directly

When you create an account, use the Platform, or communicate with us, we collect:

• Account Information: First and last name, email address, password (encrypted), phone number (if provided)
• Profile Information: Profile photo, preferences, interests
• User-Generated Content: Comments, reviews, ratings, likes, and other content you share on the Platform
• Communications: Messages you send to us or through the Platform
• Payment Information: Processed by our third-party payment processor (we do not store complete credit card numbers)

‍

3.2 Information Collected Automatically

When you use the Platform, we automatically collect:

• Usage Data: Features used, actions taken, time and date of activities, frequency of use, session duration
• Technical Data: IP address, browser type and version, operating system, language preferences, time zone settings, referring/exit pages
• Log Data: Access times, pages viewed, errors encountered, performance data

‍

3.3 Location Information

When you use the Platform, we automatically collect:

• Approximate Location: Inferred from IP address or city-level location

You can disable location access at any time through your device settings, though some Platform features may be limited.

‍

3.4 Analytics and Cookies

We use analytics tools (including Google Analytics) and cookies/similar technologies to collect:

• Aggregated demographic information (age range, gender, interests)
• Usage patterns and trends
• Performance metrics

For detailed information about our cookie use, please see Section 11 below.

‍

3.4 Social Media Information

If you interact with our social media profiles or use social login features:

• Public profile information from connected social media accounts (Facebook, LinkedIn, Twitter, Instagram)
• Information governed by the privacy policies of those platforms

‍

3.5 Information from Third Parties

We may receive information about you from:

• Business partners who you interact with through the Platform
• Service providers who help us operate the Platform
• Publicly available sources
• Other users who reference or tag you

‍

4. How We Use Your Personal Information

‍

4.1 Legal Basis for Processing

We process your personal information based on:

• Consent: You have explicitly agreed to the processing
• Contractual Necessity: Processing is necessary to provide Platform services
• Legal Obligation: Required to comply with applicable laws
• Legitimate Interest: For business purposes that do not override your privacy rights

‍

4.2 Purposes of Use

We use your personal information for:

Transcription Services:

• Recording audio and video from meetings (with your authorization)
• Processing uploaded audio and video files
• Generating transcriptions using first-party and third-party AI services
• Creating meeting summaries and minutes
• Generating searchable text from meeting content
• Organizing and storing transcripts

AI Processing:

• We use third-party artificial intelligence services to process your meeting recordings and generate transcriptions. These AI providers include: Google, Cloudflare and Deepgram.
• Your meeting audio/video is transmitted to these AI services for processing
• These AI providers have their own privacy policies and data handling practices
• We select AI providers with strong privacy and security commitments
• Meeting content may be temporarily stored by AI providers during processing

Service Provision:

• Creating and managing your account
• Providing access to transcripts and meeting recordings
• Enabling collaboration features (sharing, commenting, editing)
• Processing payments and managing subscriptions
• Integrating with video conferencing platforms
• Syncing with your calendar (if authorized)
• Providing search functionality across your meetings and transcripts

Communication:

• Sending service-related notifications (transcription completed, errors, storage limits)
• Responding to support inquiries
• Sending account and billing information
• Sending product updates and feature announcements
• Sending marketing communications (with your consent, which you can withdraw anytime)

Platform Improvement:

• Analyzing usage patterns to improve transcription accuracy
• Testing and developing new features
• Identifying and fixing technical issues
• Training and improving our AI models (only with explicit consent and using anonymized data)
• Conducting research and development

Business Operations:

• Preventing fraud and abuse
• Ensuring platform security
• Complying with legal obligations
• Enforcing our Terms of Service
• Resolving disputes

Analytics:

• Understanding how users interact with the Platform
• Measuring feature adoption and usage
• Generating aggregated, anonymized statistics about platform usage

‍

4.3 Automated Decision-Making and AI Processing

AI Transcription:

• We use artificial intelligence to automatically transcribe meeting audio and video
• AI systems may make automated decisions about speaker identification, punctuation, formatting, and content summarization
• Transcription accuracy depends on audio quality, accents, technical terminology, and other factors
• You can review, edit, and correct all AI-generated content

Other Automated Processing:

• Detecting and preventing fraudulent activity
• Identifying potential security threats
• Suggesting relevant features based on usage patterns

You have the right to request human review of any automated decisions that significantly affect you.

‍

5. How We Share Your Personal Information

We do not sell your personal information or meeting content. We share information only as described below:

‍

5.1 AI Service Providers (Critical for Transcription)

Your meeting recordings are transmitted to third-party AI providers for transcription. These providers include:

• Google Cloud Services
• Cloudflare
• Deepgram

What they receive:

• Audio and video files from your meetings
• Associated metadata (meeting title, date, participant names if provided)

How they use it:

• To generate transcriptions and summaries
• According to their own privacy policies and terms of service
• Some providers may use data to improve their AI models (check their policies)

We carefully select AI providers based on:

• Strong security and privacy practices
• Compliance with applicable privacy laws
• Clear data handling policies
• Minimal data retention

Important: By using MinutesIQ, you authorize us to transmit your meeting content to these AI providers. If you have concerns about specific AI providers, please contact us.

‍

5.2 Other Service Providers

We share limited information with service providers who help us operate MinutesIQ:

• Cloud Hosting: Amazon Web Services (AWS) - servers located in Canada and Cloudflare
• Payment Processing: Stripe (receives billing information only)
• Analytics:Google Analytics, Statsig (receives anonymized usage data)
• Email Services: Postmark (receives email addresses for communications)
• Customer Support: Hubspot
• Video Conferencing Integration Services: Attendee

All service providers are contractually required to:

• Protect your information
• Use it only for specified purposes
• Delete or return data upon request
• Comply with applicable privacy laws

‍

5.3 Video Conferencing Platforms

When you connect MinutesIQ to video conferencing platforms (Zoom, Microsoft Teams, Google Meet, etc.):

• We access and retrieve meeting recordings through their APIs
• Information shared is governed by both our privacy policy and the platform's privacy policy
• You control which meetings MinutesIQ can access through your integration settings

‍

5.4 Users You Authorize

You control who can access your meetings and transcripts:

• Team members you invite to your organization
• Individuals you share specific meetings with
• Collaborators you grant editing permissions to

‍

5.5 Legal Requirements

We may disclose personal information when:

• Required by law, subpoena, court order, or regulatory authority
• Necessary to protect our rights, property, or safety
• Necessary to protect users' rights, property, or safety
• To investigate fraud, security threats, or Terms of Service violations
• In connection with legal proceedings

‍

5.6 Business Transfers

If Solution Panorama is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets:

• Your personal information may be transferred to the acquiring entity
• You will be notified via email at least 30 days before the transfer
• The new entity will be bound by this Privacy Policy unless you consent to a new policy
• You will have the option to delete your account and data before the transfer

‍

6. International Data Transfers

Your personal information is stored on servers located in Canada and the United States. If we transfer data outside of those regions, we will:

• Ensure adequate protection mechanisms are in place
• Obtain your explicit consent where required
• Comply with applicable cross-border data transfer regulations

‍

7. How Long We Keep Your Information

‍

7.1 Retention Periods

We retain personal information for different periods depending on the type and purpose:

Meeting Content:

• Recordings (Audio/Video): Automatically archive them after 90 days
• Transcripts: Retained until you delete them or close your account
• Meeting Metadata: Retained for the duration of your account + 90 days
• Deleted Content: Permanently removed from active systems within 30 days

Account Information:

• Active Accounts: Duration of your subscription + 90 days after cancellation
• Closed Accounts: Account data deleted within 30 days; backups retained for longer periods
• Billing Records: 7 years (required for tax and accounting purposes)

Communications and Support:

• Support Requests: 3 years from last contact
• Marketing Communications Records: Until consent is withdrawn

Usage and Analytics:

• Detailed Logs: 12 months
• Aggregated Analytics: 36 months (anonymized and cannot be linked to individuals)

Legal and Compliance:

• Records required for legal obligations: As required by applicable law (typically 6-7 years)
• Records related to disputes: Until resolution + applicable statute of limitations

‍

7.2 User-Controlled Deletion

You can delete your meeting recordings and transcripts at any time through the Platform. Deleted content is:

• Immediately removed from your account and inaccessible
• May remain in backup systems for longer

‍

7.3 Retention by Third-Party AI Providers

Meeting recordings transmitted to AI providers for transcription are subject to their retention policies:

• See individual provider privacy policies for details

‍

7.4 Automatic Deletion After Retention Period

After the applicable retention period expires, we:

• Securely delete or anonymize personal information
• Remove data from all active and backup systems
• Ensure AI providers delete data as per their policies

Exceptions: We may retain information longer when:

• Required by law or legal proceedings
• Necessary for ongoing security investigations
• You have explicitly consented to longer retention

‍

8. Recording Consent and Meeting Participant Privacy

‍

8.1 Your Responsibility to Obtain Consent

CRITICAL REQUIREMENT: You are responsible for obtaining appropriate consent from all meeting participants before recording or uploading meetings to MinutesIQ.

‍

Legal Requirements:

• In Canada and many jurisdictions, recording conversations may require consent from all parties (two-party or all-party consent)
• Requirements vary by province/state and country
• Failure to obtain proper consent may violate privacy laws and criminal statutes
• You are solely responsible for understanding and complying with applicable recording laws

Best Practices:

• Inform all participants at the beginning of meetings that recording is taking place
• Obtain explicit verbal or written consent before starting recording
• Provide participants the option to decline participation if they don't consent
• Check your video conferencing platform's recording notification features
• Consult with legal counsel about your specific recording obligations

‍

8.2 Meeting Participant Rights

If you are a meeting participant whose meeting was recorded and transcribed using MinutesIQ:

• You have the right to request access to recordings and transcripts that contain your voice or image
• You have the right to request correction of inaccurate transcriptions
• You have the right to request deletion of recordings/transcripts containing your personal information
• You have the right to object to processing of your personal information

To exercise these rights:

• Contact the person/organization that recorded the meeting (the account holder)
• If they don't respond or you need our assistance, contact us at support@minutesiq.com

‍

8.3 Account Holder Responsibilities

If you use MinutesIQ to record or transcribe meetings:

• You are the data controller for meeting content
• You must have a legal basis for processing participant information
• You must handle participant data requests appropriately
• You must not use MinutesIQ for any unlawful recording purposes
• You must comply with all applicable privacy and recording consent laws

‍

8.4 Limitations on Use

Do not use MinutesIQ to record:

• Conversations where participants have not consented
• Confidential conversations where you don't have authorization
• Meetings in jurisdictions where recording violates local laws
• Any content that violates our Terms of Service

‍

9. How We Protect Your Information

‍

9.1 Security Measures

We implement industry-standard security measures:

Technical Safeguards:

• Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256)
• Secure authentication and password requirements (minimum complexity standards)
• Regular security assessments and penetration testing
• Firewall protection and intrusion detection systems
• Access logging and monitoring
• Secure API integrations with video conferencing platforms

Administrative Safeguards:

• Access controls - meeting content accessible only to authorized users and necessary personnel
• Confidentiality agreements for all employees and contractors
• Regular privacy and security training
• Incident response and breach notification procedures
• Background checks for employees with access to sensitive systems

Physical Safeguards:

• Secure data centers with restricted access
• Environmental controls and monitoring

‍

9.2 Your Responsibility

You are responsible for:

• Maintaining the confidentiality of your password
• Ensuring your account credentials are not shared with unauthorized persons
• Promptly notifying us of any unauthorized access
• Securing meeting recordings and transcripts you download
• Only sharing sensitive meeting content with authorized individuals
• Protecting meeting participant privacy

‍

9.3 Limitations

No system is 100% secure. We cannot guarantee absolute security of your information.

‍

10. Your Privacy Rights

‍

10.1 Access and Portability

You have the right to:

• Access all meeting recordings and transcripts in your account
• Download your recordings and transcripts in common formats (MP3, MP4, PDF, TXT, etc.)
• Receive a copy of your account information
• Request transmission of your data to another service provider (where technically feasible)

‍

10.2 Correction

You can:

• Edit transcripts directly through the Platform
• Update your account information through account settings
• Request correction of inaccurate information by contacting us

‍

10.3 Deletion ("Right to be Forgotten")

You may request deletion of:

• Specific meeting recordings or transcripts
• Your entire account and all associated data
• Personal information we hold about you We will comply unless:
• Retention is required by law
• It is necessary for legal claims or compliance
• You have an outstanding debt or obligation

Note: Deletion requests may take up to 30 days to process. Some information may remain in backup systems for up to 90 additional days. We will also request deletion from AI providers, though their deletion timelines vary.

‍

10.4 Withdrawal of Consent

You can withdraw consent at any time by:

• Adjusting settings in the Platform
• Unsubscribing from marketing emails
• Contacting us at support@minutesiq.com

Note: Withdrawing consent may limit your ability to use MinutesIQ. Transcription services require transmission of meeting content to AI providers. Some processing necessary for basic Platform operation is based on contractual necessity, not consent.

‍

10.5 Objection to Processing

You may object to processing based on legitimate interest. We will cease processing unless we can demonstrate compelling legitimate grounds.

‍

10.6 Restriction of Processing

You may request restriction of processing in certain circumstances, such as while we verify accuracy of disputed information.

‍

10.7 Lodge a Complaint

You have the right to lodge a complaint with:

‍

Commission d'accès à l'information du Québec (CAI)
Quebec City Office:
525, boul. René-Lévesque Est, bureau 1.20
Québec (Québec) G1R 5S9
Toll-free: 1-888-528-7741
Website: www.cai.gouv.qc.ca

‍

Office of the Privacy Commissioner of Canada
30, Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

‍

11. How to Exercise Your Rights

‍

11.1 Submitting Requests

To exercise any privacy rights, contact us at:

• Email: support@minutesiq.com
• Mail: Privacy Officer, 401, 417 Rue Saint-Pierre, Montréal, QC H2Y 2M4

‍

11.2 Verification Process

To protect your privacy, we will verify your identity before processing requests. We may ask for:

• Account credentials
• Government-issued ID
• Additional verification information

Information collected for verification will only be used for that purpose.

‍

11.3 Response Timeline

We will respond to your request within 30 days of receipt. If we need an extension (maximum 60 additional days), we will notify you with reasons for the delay.

‍

11.4 Fees

We do not charge fees for most requests. However, we may charge a reasonable fee if:

• Your request is clearly unfounded or excessive
• You request duplicate copies of information

‍

12. Cookies and Tracking Technologies

‍

12.1 Types of Cookies We Use

Essential Cookies: Necessary for Platform operation (authentication, security, session management)

Analytics Cookies: Help us understand usage patterns and improve the service

Functional Cookies: Remember your preferences and settings

Marketing Cookies: Track effectiveness of campaigns (with consent)

‍

12.2 Managing Cookies

You can control cookies through:

• Your browser settings
• Opt-out links for specific services:
  
  • Google Analytics: tools.google.com/dlpage/gaoptout

Note: Disabling essential cookies may affect Platform functionality.

‍

12.3 Do Not Track

We currently do not respond to "Do Not Track" signals due to lack of industry standardization.

‍

13. Children's Privacy

The Platform is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected information from a child under 13, we will delete it promptly.

‍

If you are a Quebec resident under 14, you need parental consent to use the Platform.

‍

Parents: If you believe your child has provided us with personal information, please contact us immediately.

‍

14. Privacy Incident Notification

‍

14.1 Our Obligations

In the event of a privacy breach that poses a risk of serious harm, we will:

• Notify the Commission d'accès à l'information du Québec within 72 hours
• Notify affected individuals as soon as feasible
• Maintain a breach register

‍

14.2 What We Will Tell You

Breach notifications will include:

• Description of the incident
• Information involved
• Potential consequences
• Measures taken to reduce harm
• Steps you can take to protect yourself
• Contact information for questions

‍

14.3 Reporting Suspected Breaches

If you suspect unauthorized access to your account, contact us immediately at support@minutesiq.com.

‍

15. Third-Party Links and Services

The Platform integrates with and may contain links to third-party services, including:

• Video conferencing platforms (Zoom, Microsoft Teams, Google Meet, etc.)
• AI transcription services
• Cloud storage providers
• Calendar applications

We are not responsible for the privacy practices of these third-party services. Each service has its own privacy policy that governs how they collect, use, and share your information. We encourage you to review their privacy policies before connecting them to MinutesIQ.

‍

Important: When you integrate third-party services with MinutesIQ, you authorize data sharing between MinutesIQ and those services according to your integration settings.

‍

16. Changes to This Privacy Policy

‍

16.1 Updates

We may update this Privacy Policy to reflect:

• Changes in our practices
• New legal requirements
• Platform features or functionality changes

‍

16.2 Notification

For material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email at least 30 days before changes take effect
• Display a prominent notice on the Platform
• Request new consent where required by law

‍

16.3 Continued Use

Your continued use of the Platform after changes take effect constitutes acceptance of the revised policy.

‍

17. Privacy by Design

We incorporate privacy considerations into:

• Product development
• Business practices
• Technology infrastructure
• AI provider selection

We follow principles of data minimization, purpose limitation, and privacy by default.

‍

18. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal information:

‍

Privacy Officer
Solution Panorama Inc.
401, 417 Rue Saint-Pierre
Montréal, QC H2Y 2M4
Email: support@minutesiq.com

‍

We will respond to your inquiry within 30 days.

‍

19. Language

This Privacy Policy is provided in English and French. In case of any discrepancy, the French version shall prevail.

‍

Acknowledgement: By using MinutesIQ, you acknowledge that you have read, understood, and agree to this Privacy Policy. You also acknowledge your responsibility to obtain appropriate consent from meeting participants before recording or transcribing meetings.