Privacy Policy

Last Updated: March 29, 2026

This Privacy Policy describes how Celoia (“we,” “us,” or “our”) collects, uses, and shares information when you use our meeting intelligence platform and related services (the “Service”).

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, and profile information when you create an account or authenticate through a third-party provider (e.g., Google).
• Payment Information: If you purchase a subscription, payment details are processed by our third-party payment processor. We do not store complete payment card information.
• Communications: Information you provide when contacting us for support or feedback.

1.2 Information Collected Through the Service

• Meeting Recordings and Transcripts: Audio, video, and transcriptions of meetings you choose to record using our desktop application.
• Calendar Data: When you connect your calendar (e.g., Google Calendar), we access event information including titles, times, attendees, and meeting links to provide meeting context and scheduling features. We access calendar data in read-only mode and do not modify your calendar.
• CRM Data: When you connect a CRM system (e.g., HubSpot, Salesforce), we access and sync contact, company, and deal information to link meeting data with your customer records.
• Screenshots: Images you capture through our screenshot feature for analysis and note-taking.
• Participant Information: Names and identifiers of meeting participants detected during recordings.

1.3 Automatically Collected Information

• Usage Data: Information about how you interact with the Service, including features accessed, actions taken, and timestamps.
• Device Information: Device type, operating system, browser type, and unique device identifiers.
• Log Data: IP address, access times, and referring URLs.

2. How We Use Your Information

We use the information we collect solely to provide, maintain, and improve the Service. Specifically:

• Provide, maintain, and improve the Service's core functionality
• Process and transcribe meeting recordings
• Generate meeting summaries and insights using artificial intelligence, solely to deliver the Service's features to you
• Sync meeting information with connected CRM systems at your direction
• Provide meeting context from connected calendars
• Send service-related communications and updates
• Respond to support requests
• Analyze usage patterns solely to improve the Service
• Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We do not share your information for advertising purposes. We share information only in the following limited circumstances:

3.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud infrastructure and hosting providers
• Meeting recording and transcription services
• Authentication providers
• Payment processors

These providers are contractually obligated to protect your information and may only use it to provide services to us. We do not share your data with third-party analytics or advertising services.

3.2 Connected Services

When you authorize integrations with third-party services (CRM systems, calendars), we share relevant data as necessary to provide the integrated functionality you requested.

3.3 Legal Requirements

We may disclose information if required by law, legal process, or government request, or to protect the rights, property, or safety of Celoia, our users, or others.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4. Data Retention

• Recordings and Transcripts: Retained until you delete them through the Service.
• Account Information: Retained while your account is active and for a reasonable period thereafter.
• Usage Data: Retained in aggregated or anonymized form solely for improving the Service.

You may delete your recordings, transcripts, and account data at any time through the Service settings.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. However, no method of transmission or storage is completely secure.

6. Google User Data

Celoia's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Google user data (including Calendar and authentication data) is used only to provide and improve the Service's core user-facing features — namely calendar sync, meeting detection, and scheduling context.
• Google user data is not used for serving advertisements or for any advertising purpose.
• Google user data is not sold or transferred to third parties, except as necessary to provide the Service, as required by law, or as part of a merger/acquisition (with prior user consent where applicable).
• Google user data is not used to train general-purpose artificial intelligence or machine learning models. AI features in the Service process your data solely to deliver functionality to you (e.g., meeting summaries) and do not retain Google user data for model training.
• Human access to Google user data is limited to what is necessary for security purposes, to comply with applicable law, or when aggregated and anonymized for internal operations — and only with your affirmative consent for any other purpose.
• You may revoke Celoia's access to your Google data at any time through your Google Account settings or the Celoia integrations page.

7. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information.
• Portability: Request a portable copy of your data.
• Objection: Object to certain processing of your information.

To exercise these rights, contact us at privacy@celoia.com.

8.1 California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

8.2 European Residents

If you are in the European Economic Area, we process your personal information based on the following legal bases: performance of a contract (to provide the Service), compliance with legal obligations, your consent (where explicitly given), and our legitimate interests in operating and improving the Service. You have the right to lodge a complaint with your local data protection authority.

9. Children's Privacy

The Service is not directed to children under 18, and we do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy and updating the “Last Updated” date.

11. Contact Us

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

Email: privacy@celoia.com