Privacy Policy

Last updated: 2026-08-15

1. What we collect

• Account data: your email address, name, and profile picture from Google when you sign in.
• OAuth tokens: encrypted refresh + access tokens for Google Calendar, Gmail, and (optionally) Zoom.
• Calendar events + Gmail metadata: read from your account to generate briefs and build your profile.
• Zoom recordings + transcripts: only if you connect Zoom.
• Derived data: your auto-built profile, memory records about people/companies you meet, and briefs we generate.
• Phone number: only if you opt in to SMS notifications.

2. How we use it

To generate meeting briefs, deliver them to your email, and improve future briefs by remembering past meeting outcomes. Data is never sold. Data is not used to train third-party models.

3. Where it's stored

All data lives in Google Cloud (Firestore + Secret Manager) in the us-central1 region. Multi-tenant memory is user-partitioned — one user's data can't leak into another user's briefs.

4. Third parties who process data on our behalf

• Google Cloud (hosting, storage)
• DeepSeek (LLM for classification, brief generation, memory extraction)
• Tavily (web search for attendee research)
• People Data Labs (person enrichment for briefs)

5. Your rights

• Request a copy of your data.
• Correct or delete any brief, memory record, or profile field.
• Revoke Google/Zoom access at any time via your Google/Zoom account settings.
• Delete your ConvMate account entirely — email privacy@neptunelab.ai. Deletion completes within 30 days.

6. Retention

Account + memory data: retained while your account is active. On deletion: removed within 30 days. Cached enrichment data: 30 days rolling.

7. SMS data

If you opt in to SMS, we store your phone number and delivery logs (message ID + timestamp + delivery status). Message content is not stored long-term. Opt-out immediately deletes your phone number from active records.

8. Cookies

ConvMate uses a single session cookie to keep you logged in. No advertising, tracking, or analytics cookies.

9. Contact

Neptune Lab · privacy@neptunelab.ai