Privacy Policy

In Short: We collect the information needed to run Nudgine, do not sell personal information, do not serve targeted ads, and do not make cloud recordings of your meetings. We do not use your content to train artificial-intelligence or machine-learning models.

• No cloud recording. Nudgine does not record or store meeting audio or video as a replayable recording. Live audio and video are transmitted to provide the call. The current end-user transcription flow processes microphone audio locally in the participant's browser; the optional hosted-meeting cloud transcription capability described below is not a cloud recording.
• Text, not recordings. Transcript text and derived meeting artifacts may be stored and processed as described below. Nudgine does not retain source microphone audio as a replayable recording. In the current local flow, source microphone audio is not uploaded for speech-to-text.
• No sale or targeted advertising. We do not sell personal information or share it for cross-context behavioral advertising, and we do not use meeting content to serve ads.
• No AI or machine-learning training. We do not use meeting content, transcripts, prompts, chats, notes, imported documents, connected-service data, or generated artifacts to train, fine-tune, or improve artificial-intelligence or machine-learning models. We do not opt in to provider programs that use Nudgine API inputs or outputs for model training, and we do not intentionally send customer content to a provider program that requires such training use.
• User control. Meeting, bot, note, document, and organization permissions determine who can access content. Integrations are optional and can be disconnected.

Information you provide

• Account and profile data: name, email address, profile image, email-verification status, encrypted or hashed authentication data, account roles, preferences, and account creation and update dates.
• Meeting and workspace content: meeting titles, schedules, participants and invitations, RSVPs, consent records, account and billing selections, transcripts, Private Notes, Scratch Notes, documents, bot configurations, chat prompts, support or user messages and image attachments, nudges, summaries, decisions, action items, and other recap content.
• Organization data: organization names, memberships, invitations, roles, groups, permissions, capacity allocations and usage, organization documents, and audit events.
• Transactions: plan, capacity, checkout, subscription, and transaction identifiers and status, plus a keyed pseudonymous marker used to prevent a verified email from redeeming test capacity more than once. Stripe processes payment-card and other payment credentials; Nudgine does not receive or store full card numbers.
• Communications: support requests, contact forms, feedback, email preferences, emails you send us, campaign delivery status, and whether a campaign email appears to have been opened or a tracked link clicked.

Information provided by others

Hosts, organization administrators, and other users may provide your name or email address when inviting you to a meeting or organization, list you as an attendee, share content with you, or assign permissions. Connected providers may return the information described in Section 4 when you authorize them.

Information collected automatically

We collect technical and usage information needed to operate and secure the Services, such as IP address, a hashed IP where used for security records, browser and device type, operating system, user agent, timestamps, requested pages, referral source, session activity, error and diagnostic records, and security or abuse signals. Analytics may provide coarse location inferred from an IP address; Nudgine does not request precise GPS location.

If you follow an eligible Nudgine referral link, we create a pseudonymous referral attribution record that may include a hashed IP address and user-agent value, the referral link and landing path, claim and expiration status, and any later eligible purchase or commission status. We use this information to attribute referrals, administer rewards, prevent duplicate or abusive claims, and maintain billing and audit records. The related browser cookie is described in the Cookie Policy.

Campaign emails contain a unique per-delivery tracking token. A small image request can record the first-open time and open count, and links can pass through a Nudgine redirect that records the first-click time and click count before sending the reader to the destination. Email clients may block, proxy, cache, or preload these requests, so engagement records are approximate. These technologies and your choices are described in the Cookie Policy.

Your browser may store theme, analytics choice, account context, media-device and language preferences, guest meeting identity and consent, transcript display state, and temporary session buffers. See our Cookie Policy.

Sensitive information

We do not ask you to provide sensitive traits such as race, religion, sexual orientation, health information, or government identifiers. Meeting content, notes, documents, or communications may nevertheless contain sensitive or legally protected information at your direction. Please do not place sensitive information in Nudgine unless it is necessary and you are authorized to do so. Authentication credentials and payment information may also be treated as sensitive under some laws and are handled through security controls and specialized providers.

Meeting consent and live media

Before transcription begins, each participant is shown a consent notice and must affirmatively agree. In video and audio meetings, live media is transmitted through Daily to deliver the call. In a Solo Session, no Daily room is created. Nudgine does not offer cloud recording and does not retain a replayable audio or video file.

Local transcription

The current meeting and Solo Session interfaces run speech recognition locally in the participant's browser using a Whisper model delivered to the device. Source microphone audio is processed on the device and is not uploaded to Nudgine or OpenAI for speech-to-text. Transcript text is synchronized to the meeting so authorized participants and features can use it.

Optional hosted-meeting cloud transcription

The Services contain an optional cloud speech-to-text capability for hosted meetings. If that server capability is configured and an authorized meeting client invokes it, short microphone-audio clips are sent through Nudgine to Modulate solely to return transcript text and timing data. Nudgine does not retain those clips as a replayable recording, and Solo Sessions cannot use that endpoint. The current end-user meeting interface uses local transcription. This cloud capability must remain unavailable for general use unless it is presented in the applicable consent flow and Nudgine has provider terms and controls that prohibit use of submitted meeting audio for model training and establish the disclosed retention period.

AI processing

Nudgine uses OpenAI's API to generate live nudges, answer bot chats, analyze imported documents, and create summaries, decisions, action items, keywords, and other meeting artifacts. Depending on the feature, we may send relevant transcript segments, bot prompts and chat history, selected meeting context, active nudges, document text, and configuration instructions to OpenAI. We do not send source microphone audio for these features.

AI output may be inaccurate and may reproduce information contained in the input. Users should review output before relying on or sharing it. Nudgine does not use content submitted to or generated by the Services to train, fine-tune, or improve Nudgine artificial-intelligence or machine-learning models. Sending scoped content to an existing model to provide a requested feature is inference processing, not model training. Nudgine does not opt in to OpenAI programs that share API inputs or outputs for model training and does not intentionally send customer content to a provider program that requires such training use. Under OpenAI's standard API controls, content may be retained in abuse-monitoring logs for up to 30 days unless a different approved data-control setting applies. That provider-side period is separate from Nudgine's retention of meeting content. Provider security and retention practices remain subject to OpenAI's applicable business and API terms. See OpenAI's Privacy Policy.

Personal bots and notes

A personal Nudgine Bot belongs to its user. Personal-bot sharing is currently unavailable: sharing settings may be shown as a disabled preview, but another participant cannot receive view or chat access through those controls. Private Notes, Scratch Notes, personal bot history, and personal documents remain scoped to their owner unless a separately available feature or applicable organization permission expressly provides access. In a hosted meeting, a bot stops when its owner leaves and must be restarted by that owner after rejoining. A Solo Session includes the owner's bot and keeps it on while the session is active.

Bot settings can allow the owner's bot to read Private Notes or Scratch Notes and use selected documents as context. Those settings do not grant another participant access to the underlying notes, documents, bot history, or responses.

In Short: Integrations are optional. We request limited scopes, encrypt provider tokens on the server, and use connected data only to provide the features you authorize.

Google sign-in

If you sign in with Google, we receive your Google account identifier, verified email address, name, and profile image through the OpenID Connect, email, and profile scopes. We use this information to create or authenticate your Nudgine account. We do not receive your Google password.

Google Calendar

When you connect Google Calendar, Nudgine requests read access to events on calendars you can access, write access to events only on calendars you own, read access to your calendar list and settings, and event free/busy access. Nudgine may process selected event details, attendees and response status, recurrence data, time-zone settings, and free/busy information to display selected calendars in Nudgine, synchronize events, prevent scheduling conflicts, support RSVPs, and let you choose an owned destination calendar. Shared calendars remain read-only in Nudgine even if Google otherwise gives you an editor role.

Connecting Google Calendar does not automatically publish existing Nudgine meetings to Google. When you have an eligible owned calendar connected, the Schedule Meeting form defaults “Add to Google Calendar” on; you can turn it off before scheduling. Scheduling with that setting enabled, or later choosing to add or link a meeting, directs Nudgine to create a Google event on the selected owned calendar. Nudgine may update that linked event to keep the two copies synchronized. Hiding or deselecting a calendar in Nudgine does not delete events from Google. If Google reports that a linked event was removed there, Nudgine retains the local meeting and asks the host whether to continue Nudgine-only, recreate the Google event, or cancel the Nudgine meeting. A Google-side deletion does not interrupt a Nudgine room that is already live.

An invited user may choose to add a private Google Calendar copy after accepting a scheduled meeting. If the host later removes that attendee, cancels the invitation, or cancels the meeting, Nudgine may delete the corresponding Nudgine-created private copy from the attendee's owned Google calendar. Other source events remain at Google unless the user takes a separate deletion action.

You may add a meeting associated with an organization to your personally connected Google Calendar. Doing so does not give the organization or its other members access to your calendar list, Google account, connection status, provider identifiers, or OAuth credentials. If another user accepts a future transfer of meeting hosting, Nudgine keeps your existing Google event but removes its synchronization link; the new host may separately add the meeting through their own Google Calendar connection.

Google Drive

The Google Drive integration requests the per-file drive.file scope. That authorization lets you select files through Google Picker and can permit the app to access files you open or share with it; Nudgine's integration uses that access only to read the files you expressly select. Connecting Google Drive alone does not cause Nudgine to retrieve or store file contents. For a selected file, Nudgine retrieves its metadata and contents, extracts and stores supported text and metadata as a personal Nudgine document, or as an organization-owned snapshot when you expressly import it into an organization Docs library where you have permission. Nudgine may send the extracted text to OpenAI to generate and store a summary and keywords. A personal import may later re-read the selected source when you request synchronization. An organization snapshot does not automatically synchronize. Nudgine does not edit, replace, move, share, or delete the source Drive file.

Notion

When you connect a Notion workspace and select a page, Nudgine reads the authorized page content, stores a Nudgine copy as a personal document or an expressly selected organization-owned snapshot, and may send extracted text to OpenAI to generate a summary and keywords. Organization snapshots do not automatically synchronize. Nudgine does not edit or delete the source Notion page.

Imported document copies and generated data

When you select a supported document for import, Nudgine creates and stores a copy in the personal account or organization Docs library you selected. Nudgine may extract and analyze its contents to create summaries, keywords, search indexes, and AI context used by Nudgine features. Personal imported documents and information generated from them remain private unless you choose to share them. Organization snapshots are available only according to the organization's document and feature permissions. An authorized user may delete an imported document through the Docs controls. The current individual-document and folder deletion paths remove the database record and in-product access, then attempt to delete the related Backblaze B2 objects. If that storage request fails, the path does not currently have a durable automatic retry, so an inaccessible residual object may remain until identified and removed through operational cleanup. This limitation is in addition to limited backup, security, legal, and dispute-retention requirements. Deleting a Nudgine copy does not delete or alter the source document at Google Drive or Notion.

Storage, sharing, and disconnection

OAuth access and refresh tokens are encrypted at rest. Uploaded and imported document copies, extracted document text and summaries, finalized transcripts, and private Scratch Notes, message-image attachments, and generated attachment previews are stored in Backblaze B2; integration metadata, structured Private Notes, messages, and synchronized records are stored in our application database. Google user data is disclosed only as needed to operate the requested feature, to our service providers acting for us, for security or legal compliance, or at your direction. We do not use Google user data for advertising, unrelated generalized service improvement, creditworthiness, lending, or training generalized AI models. A person at Nudgine will access Google user data only with your affirmative consent for specific data, when necessary for security or abuse investigation, to comply with law, or when the data has been aggregated and anonymized for internal operations. Our use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements.

Disconnecting an integration revokes or invalidates Nudgine's provider access where supported and removes stored tokens and local integration data. Disconnecting Drive or Notion deletes personal documents cached through that integration. Organization-owned snapshots remain under the organization's retention and access rules and no longer depend on the personal connection. Other organization members receive the stored snapshot according to organization permissions, not the importer's personal provider credential, provider file identifier, or source URL. Disconnecting Calendar removes the connection tokens and cached Google calendar, source, event, and settings records from Nudgine and refreshes calendar and meeting views, but keeps Nudgine meetings and completed recaps. Source files, pages, and events remain at Google or Notion except for a Nudgine-created event deleted through an applicable meeting, invitation, or calendar deletion action described above.

We use personal information to:

• create, authenticate, secure, and support accounts and guest participation;
• schedule, host, transcribe, synchronize, and recap meetings and Solo Sessions;
• provide AI assistance, document processing, notes, messaging, and sharing;
• operate organizations, invitations, roles, permissions, audits, and capacity;
• process purchases, subscriptions, allocations, usage, refunds, and disputes;
• send service, security, billing, invitation, support, and permitted campaign communications; administer email preferences; and measure delivery and engagement;
• detect abuse, troubleshoot errors, protect users, and enforce our terms;
• understand aggregate product usage and improve the Services; and
• comply with law and establish, exercise, or defend legal claims.

Depending on where you live, our legal bases include performing our contract with you, pursuing legitimate interests such as security and service improvement, complying with legal obligations, protecting vital interests, and your consent. Where processing relies on consent, you may withdraw it without affecting prior lawful processing. Campaign recipients can use the included preference or unsubscribe link to stop future optional campaign emails; essential transactional or service messages may still be sent. We do not use meeting content for targeted advertising.

We may disclose information in the following circumstances:

• At your direction and within the Service. Meeting participants, invitees and organization members may receive content according to the meeting, document, transcript, role, group, and individual permissions you or an authorized administrator select.
• Organization administration. Organization owners and authorized administrators can manage members, permissions, documents, capacity, and audit records. Organization-controlled records may remain with the organization after a member leaves or deletes a personal account.
• Limited Nudgine administration. Authorized Nudgine personnel may access account, meeting, or other Service information only as reasonably needed to operate and support the Services, respond to your request, investigate security or abuse, administer permissions and billing, or comply with law. We limit that access by role and operational need. The more specific limits for Google user data in Section 4 continue to apply.
• Service providers. We use providers including MongoDB or another configured database host, Backblaze B2, Daily, OpenAI, Stripe, Google, Notion, Vercel, Better Stack for error and diagnostic monitoring, Hugging Face or another configured model-delivery host, and configured email-delivery providers. Modulate would process short audio clips only if the optional hosted-meeting cloud transcription mode described in Section 3 is enabled. Providers process information for the services they provide to us and under their applicable contracts, settings, and policies.
• Legal and safety reasons. We may disclose information when we reasonably believe it is necessary to comply with law, respond to valid legal process, protect rights or safety, investigate fraud or abuse, or enforce our agreements.
• Business transactions. Information may be transferred in a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality and notice obligations.

We do not sell personal information, rent contact lists, or share personal information for cross-context behavioral advertising.

In Short: We retain each category for the service lifecycle described below, then delete or de-identify it unless a longer period is required for law, security, or disputes.

Account deletion

Account deletion is scheduled for 24 hours after the required confirmation notice and can be canceled before processing begins. Before scheduling deletion, you must disconnect integrations and transfer ownership of organizations you own. Processing revokes access, cancels active personal subscriptions, removes personal meetings, workspaces, bot configurations, personal documents, message records, preferences, and related account data, subject to the message-attachment limitation in the table above. Unused personal capacity, including unused test capacity, is forfeited. A keyed, non-plain-text marker of a redeemed normalized email remains solely to prevent the same email from receiving the one-time test grant again.

Organization-owned documents and shared organization meeting records do not become personal merely because a contributor leaves. Those records may remain with the organization under its current owner; the departing user's access and identity traces are removed or anonymized where appropriate.

Organization deletion

An organization owner may schedule deletion with a 48-hour cancellation period. During that period, remaining capacity and data stay with the organization, new purchases, allocations, and organization-funded meeting starts may be restricted, and active rooms may finish. At permanent deletion, organization content and remaining non-refundable capacity are removed or forfeited as described in the Terms of Use.

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls, encrypted transport, hashed credentials and session tokens, encrypted integration tokens, permission checks, and audit records. No security measure is perfect, and we cannot guarantee that unauthorized access, loss, or misuse will never occur. You are responsible for protecting your credentials and promptly reporting suspected compromise.

Nudgine and its providers may process information in the United States and other countries where they operate. Where required, we use lawful transfer mechanisms and contractual protections. Privacy protections in those countries may differ from those where you live.

Depending on your location, you may have the right to access, correct, delete, or receive a copy of personal information; object to or restrict processing; withdraw consent; and appeal a denied request. You may also manage profile information, meeting and bot permissions, organization membership, integrations, emails, analytics consent, transcripts, meetings, and account deletion through available product controls.

We may verify your identity and authority before acting. Authorized agents must provide proof of authority, and we may still need to verify the consumer directly. We will not discriminate against you for exercising a privacy right. Certain information may be exempt, such as records needed for security, legal compliance, billing disputes, or the rights of another person.

Browser Do Not Track signals are not standardized and Nudgine does not currently respond to them. Because we do not sell personal information or use it for targeted advertising, we do not offer a sale or targeted-advertising opt-out. We will honor legally required universal opt-out signals if our practices change in a way that makes them applicable.

For residents of states with comprehensive privacy laws, the categories below summarize personal information collected in the preceding 12 months and the ways it may be disclosed for a business purpose. The exact categories depend on the features you use.

• Identifiers and customer records: name, email, account and provider identifiers, IP address, and authentication records.
• Commercial information: products, subscriptions, capacity, purchases, allocations, usage, refunds, and transaction status.
• Internet or electronic activity: pages, interactions, device and browser data, referral source, diagnostics, and security events.
• Coarse geolocation: general location inferred from an IP address, not precise GPS location.
• Audio, electronic, and communications information: transient live media, transcript text, chats, messages, notes, documents, and meeting content.
• Professional or organizational information: organization, membership, role, group, and permission data.
• Inferences: AI-generated summaries, nudges, decisions, actions, keywords, and other outputs based on submitted content.
• Sensitive personal information: account credentials and any sensitive information you choose to include in protected content. We do not use sensitive personal information to infer characteristics for advertising.

These categories may be disclosed to the recipients in Section 6 for service delivery, security, payment processing, legal compliance, and at your direction. We have not sold these categories or shared them for cross-context behavioral advertising. We do not knowingly sell or share the personal information of people under 18.

If the European Economic Area, United Kingdom, or Switzerland data-protection laws apply, Nudgine LLC is generally the controller of personal information used for Nudgine's own service operations. A customer organization may be a separate controller of organization content and permissions. You may complain to your local supervisory authority, although we encourage you to contact us first.

Residents of Canada, Australia, New Zealand, South Africa, and other regions may have rights under local law to access, correct, delete, or complain about our use of personal information. We will respond according to the law that applies to the request.

The Services are intended only for people who are at least 18 years old. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided information to us, contact us and we will investigate and delete it as required by law.

We may update this Policy to reflect changes in the Services, law, or our data practices. We will update the date above and, when required or when changes are material, provide additional notice through the Services or by email. Earlier versions may be requested from us.

Logged-in users may use the available data-request and account controls. Anyone may submit a privacy request, appeal, or question by emailing support@nudgine.ai.