Privacy Policy

Last Updated: October 9, 2026

1. Information We Collect

Account Information

You sign in with Google or Microsoft. We receive your name, email address, and profile picture from the account you choose, and we store your settings and preferences. We do not see your Google or Microsoft password.

Meeting Content

When you run a session, we process and store the content that makes SmartCues.ai useful:

• The transcript of the call, as text (kept in your account, on your device, or not at all, as you choose in Section 3)
• The agenda, questions, decisions, and action items tracked during the call, with the short quotes that support them
• Your own notes and any template fields you fill in
• The post-call summary and follow-up email draft (also subject to your choice in Section 3)
• Which template and playbook you used, and basic call metadata such as time and duration
• The audio of the call, only if you choose to keep it in your account (see Audio below)
• Your custom templates, unless you choose to keep them only on your device. Even then, a copy of the template used for a call is attached to that call, because the call needs it, and is deleted with the call

Calendar Information

If you connect Google Calendar or Microsoft 365, we read your upcoming events (title, time, and attendees) to prepare sessions and remind you before a call. Connecting asks for read-only access. We ask for permission to edit events only if you choose the option to add a note to the invite, and then only to add that one line.

Consent Records

Before a call is transcribed, we ask you to tell the other participants. We store which method you say you used and when. We cannot see whether anyone read the invite or heard the script.

Usage and Technical Data

We record how the service is used and what it costs to run (for example, the number of model calls and tokens per session) and keep logs needed to operate and secure the service. On app.smartcues.ai and on this website we use Google Analytics to understand how the product and site are used. We never load analytics on a shared summary page.

Audio

By default, call audio never leaves your computer. In the desktop app, the call is transcribed on your computer and recorded to a file on your computer, which is deleted after the number of days you set (30 by default). Audio does not pass through our servers while a call is running. You choose, in Settings, what happens to the audio of your calls:

• On this computer (the default in the desktop app). The recording stays in a folder on your computer. It is never uploaded to SmartCues.ai.
• In my SmartCues account. After the call ends, the desktop app uploads the recording to private storage on Cloudflare, where only you can play or download it. It is deleted when you delete the call or your account, or when the retention period you set for transcripts passes. We do not listen to it, share it, or use it to train any model.
• Never keep it. The desktop app still writes a temporary file during the call, so that you can save the recording by hand from the summary if you change your mind. That file is deleted when you close the summary, and in any case a day after the call.

In the browser, SmartCues.ai cannot record the call: audio streams directly from your device to the transcription provider you use and nothing is kept. If you use a cloud transcription provider in the desktop app, audio streams from your computer straight to that provider, not through us. An optional cloud refinement setting uploads a finished call once to a transcription provider for a more accurate transcript; the audio is deleted from your computer after it is sent and by the provider after processing.

2. How We Use Your Information

• To transcribe your calls and keep the live lists of agenda, questions, decisions, and action items
• To write your post-call summary and follow-up email
• To share a summary or transcript through a link, or send it to a connected CRM, when you choose
• To remind you before your calendar events
• To operate, secure, and improve the service, and to provide support
• To send important service notifications

We do not use your content to train any model, and we do not sell your data.

3. Where Your Data Lives and How Long We Keep It

For your audio, your transcripts and your summaries, you choose one of three places: on the computer (or browser) that made the call, in your SmartCues account, or never kept. Your choice is recorded on each call when it ends, so changing the setting later does not change calls you already made. The first time you use the app we ask you to confirm these choices.

• Audio defaults to your computer (desktop app only), kept for the days you choose (30 by default, or until you delete it). The Audio paragraphs in Section 1 describe the account and never options.
• Transcripts default to your account and are deleted a set time after a call ends: 7, 30, 90 (the default) or 365 days, or kept until you delete them. Deleting a transcript also removes the copies of its text in the summary, the supporting quotes, and working summaries. Your summary, lists, and notes stay. If you choose “on this computer”, our servers need the words during the call and for a few minutes after it, to write the summary, and then every copy is deleted; the only transcript is the one on your computer. If you choose “never”, the transcript is shown on the summary and deleted, from your computer too, when you close it, after we remind you. You can always save a copy by hand first. None of this reaches text that a provider listed in Section 5 already holds under its own terms.
• Summaries (the written summary, the lists, decisions and action items, and the follow-up email draft) default to your account, where they stay until you delete the call. If you choose “on this computer”, a copy is saved on your computer and then removed from your account. If you choose “never”, the summary is deleted from your account when you close it, or within 24 hours of the call if it was never opened. The call itself stays in your history, along with your own notes. We do not email you a copy of a summary that you chose not to keep in your account.
• Saving by hand. Whatever you chose, the summary screen lets you save the summary as an HTML file, the transcript as a text file and the audio as an audio file, to a folder on your computer or anywhere you like. Those files are yours and outside our control.
• Sessions can be deleted at any time, which removes everything attached to them, including any audio kept in your account. The desktop app also deletes that call's recordings on your computer.
• Your account can be deleted from within the app, which removes your sessions, notes, recordings kept in your account, calendar connections, and sign-in links.
• Things kept only on your device (recordings, transcripts, summaries and, if you choose, custom templates) are not backed up by us. If you uninstall the app, clear your browser's site data, or use another computer, they are not there and we cannot recover them.
• Content you sent elsewhere stays where it went. Anything you copied, emailed, shared by link, or sent to a CRM is outside our control, and deleting the session here does not remove it.

4. Data Storage and Security

Your data is stored on Cloudflare's infrastructure. It is encrypted in transit (TLS), and access to it is limited to what is needed to run the service. No system is perfectly secure, and we cannot guarantee absolute security, so please use a sign-in account you protect well.

5. Who We Share Data With

We do not sell your data. We share it only with the following, and only as needed to provide the service:

• Cloudflare: hosting, database, storage (including any recording you chose to keep in your account), and email delivery
• Transcription providers: when you transcribe in the browser, or choose cloud transcription in the desktop app, audio goes straight from your device to the provider (Deepgram by default, or Speechmatics or Mistral). In the desktop app, the default on-device transcription sends no audio anywhere. You choose between the two in Settings
• AI model providers: transcript text is sent to language models to track items and write summaries. We reach them only through OpenRouter, using routing that allows only providers that do not retain your data and do not train on it. If you connect your own OpenRouter account and choose your own models, those calls go through your account, are billed to you, and are sent with the same routing, so a model with no zero-retention provider cannot be used. We store your OpenRouter key encrypted, never show it again, and delete it when you disconnect or delete your account
• Decision detection: short excerpts of transcript text are sent to TypeSafe AI's Jev service, which flags when a decision, action item, or answer may have occurred in the conversation. TypeSafe states that it does not train or fine-tune any model on this input and discloses it only to its own service providers. Unlike our language-model providers, it does not commit to deleting the input immediately: it keeps it for as long as it considers reasonably necessary to provide its service, so this text can outlast the transcript retention period you choose in SmartCues.ai
• Google and Microsoft: sign-in and, if you connect it, your calendar
• A CRM, if you connect one: only what you choose to send, such as the summary and next steps. We never send private items such as your notes, scores, or coaching
• People you share with: anyone you give a share link to can see what you chose to include until the link expires or you revoke it
• Legal compliance: we may disclose data if required by law or to protect our rights

6. Other People on Your Calls

When you use SmartCues.ai, the people on your call are discussed and quoted in your transcript and summary. You are responsible for telling them and meeting any legal requirement to obtain their consent, as set out in our Terms of Service. If you are one of those participants and want something removed, please contact the person who used SmartCues.ai, or write to us at the address below.

7. Your Rights and Choices

You can review and edit your notes and tracked items, choose your transcript retention, revoke any share link, disconnect your calendar or CRM, and delete sessions or your whole account from within the app. You also have the right to:

• Access the personal data we hold about you
• Ask us to correct or delete it
• Opt out of marketing communications

To exercise these rights, contact us at privacy@smartcues.ai.

8. Residents of the EU, UK, and California

If you are in the EU, the UK, or California, you may have additional rights under laws such as the GDPR and the CCPA, including the right to object to or restrict certain processing and the right not to be discriminated against for exercising your rights. Contact us and we will respond as the law requires. Our service is operated from the United States, so your data is processed there.

9. Children

SmartCues.ai is for people aged 18 and over. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time, and the date at the top shows when it last changed. We'll notify you of any material changes via email or a prominent notice on our platform.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Email: privacy@smartcues.ai
SmartCues.ai
Davenport, FL