Privacy Policy — MeetWork

Last updated: August 7, 2026

MeetWork ("the App") is an invite-only meeting assistant that joins online meetings as a visible participant bot to provide real-time translation captions, voice interpretation, and meeting minutes for its invited users. MeetWork is also distributed on the Zoom App Marketplace under the same name.

Data We Collect

When the bot is invited into a meeting, it receives the meeting's audio stream. The audio is processed in real time to produce translated captions. Audio recordings and caption transcripts are stored on the operator's private, access-controlled server, isolated per user account.

Google Calendar Data (optional feature)

If a user chooses to connect their Google Calendar ("Calendar auto-join"), the App requests the read-only scope calendar.readonly and the user's email address. The App reads upcoming events on the user's primary calendar solely to detect the start time and the meeting link (Zoom / Google Meet / Teams) of imminent meetings, so the translation bot can join automatically. The App never modifies calendar data, stores only the OAuth token needed for this feature, and does not retain calendar contents beyond the meeting link and title used for dispatching. Users can disconnect at any time from the dispatch page, which deletes the stored token immediately.

Limited Use disclosure: The App's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never sold, never used for advertising, and never transferred to third parties except as necessary to provide the user-facing feature described above.

Data Protection & Security

MeetWork applies the following measures to protect user data, including sensitive data obtained through Google APIs:

• Encryption in transit. All web traffic to meet.ihive.work is served exclusively over HTTPS (TLS 1.2+, HTTP/2) with certificates issued by Let's Encrypt. Plain HTTP requests are redirected to HTTPS. Live caption streams use secure WebSockets (WSS). All calls to Google APIs use HTTPS.
• Encryption at rest for OAuth credentials. Google OAuth refresh tokens are not stored in plaintext. Each token is encrypted with authenticated symmetric encryption (Fernet / AES-128-CBC with HMAC-SHA256) before it is written to disk. The encryption key is held in the server's environment configuration, separate from the data file, and is never included in backups of application data.
• Access control. Credential and token files are stored with owner-only permissions (0600) on a single dedicated server. Administrative access to that server is restricted to SSH public-key authentication; password authentication is disabled. No third party has shell or database access.
• Per-account isolation. Each account can access only its own meetings, recordings and transcripts. Access to caption pages and API endpoints is enforced server-side by per-account keys and per-meeting tokens; a token issued for one account cannot read another account's data.
• Least privilege. The App requests only the read-only calendar scope (calendar.readonly) plus the user's email address for account identification. It requests no write, delete, or sharing permissions on Google data.
• Limited processing. Calendar data is used only in memory to compute the next meeting to join. Only the event start time, title and conference link are used; no calendar contents are written to long-term storage, and calendar data is never used to train any model.
• Revocation and deletion. Disconnecting Google Calendar from the dispatch page deletes the stored encrypted token immediately. Users may additionally revoke access at any time at Google Account permissions.
• Incident handling. If we become aware of a breach affecting Google user data, we will notify affected users at the email address on file without undue delay and revoke the affected credentials.

Sub-processors

Meeting audio is transmitted to the following processors solely to deliver the user-facing features described above, over encrypted connections: Recall.ai (joins the meeting and relays the audio stream), OpenAI (speech-to-text, translation and speech synthesis), and Anthropic (meeting minutes generation). Google Calendar data is never sent to any of these processors.

How Data Is Used

Meeting audio is used solely to generate live translation captions, interpretation, and a meeting record for the user who dispatched the bot. Data is never sold, shared with third parties for marketing, or used for advertising, and is never used to train machine-learning models.

Data Retention & Deletion

Recordings and transcripts are automatically deleted after 14 days. Google OAuth tokens are deleted immediately when the user disconnects Calendar. Deletion requests: contact the email below and data will be removed within 7 days.

Meeting Participant Notice

The bot always joins as a clearly named, visible participant. The meeting host can remove it at any time, which immediately stops all audio processing. Users must inform meeting participants of recording/transcription as required by applicable law.

Contact

Data controller / support: team@ihive.work