PRIVACY POLICY
Effective July 2026
This privacy notice for roombriks (“we,” “us,” or “our”) describes how and why we might collect, store, use, and/or share (“process”) your information when you use our services (“Services”), such as when you:
• Visit our website at https://roombriks.com, or any website of ours that links to this privacy notice
• Download, install, or use our desktop application or related Services
• Engage with us in other related ways, including any sales, marketing, support, or events
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at [email protected].
SUMMARY OF KEY POINTS
This summary provides key points from our privacy notice, but you can find out more details about any of these topics by reviewing the sections below.
What personal information do we process?
When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.
This may include account information, authentication information obtained through OAuth providers, calendar information you authorize us to access, usage information, device information, and user-generated content such as meeting transcripts, notes, summaries, and other information you create or store within Roombriks.
Do we process any sensitive personal information?
We do not intentionally process sensitive personal information.
However, meeting transcripts, notes, summaries, or other content created through the Services may contain information provided by users or meeting participants. Users are responsible for ensuring they have appropriate authorization and consent from meeting participants before recording, transcribing, or processing meeting content through Roombriks.
Do we receive any information from third parties?
Yes. We may receive information from third-party authentication and calendar providers when you choose to connect your account.
For example, Roombriks may receive account information through:
• Google OAuth authentication
• Microsoft OAuth authentication
If you connect your calendar, Roombriks may access calendar information you authorize, including calendar events, meeting details, and related information needed to provide calendar-based features.
Do we process meeting recordings or audio?
Roombriks may process audio recordings temporarily for transcription purposes through third-party speech-to-text providers. Roombriks does not store original meeting recordings after transcription processing is completed.
How do we process your information?
We process your information to:
• Provide and operate the Roombriks Services
• Authenticate users and manage accounts
• Provide calendar-based meeting features
• Convert meeting audio into transcripts
• Generate summaries, notes, insights, and other AI-powered features
• Improve and maintain our Services
• Monitor performance, security, and reliability
• Respond to support requests
• Comply with legal obligations
Roombriks uses third-party artificial intelligence and transcription providers, including OpenAI, Deepgram, and AssemblyAI, to provide certain functionality. These providers process information only to provide their services to Roombriks. Roombriks does not authorize these providers to use customer content submitted through Roombriks to train or improve their artificial intelligence models.
In what situations and with which parties do we share personal information?
We may share information with service providers that help us operate Roombriks, including:
• Cloud hosting and infrastructure providers
• Authentication providers
• Artificial intelligence and transcription service providers
• Analytics, monitoring, and security providers
We do not sell your personal information.
We do not share meeting transcripts, notes, summaries, or user-generated meeting content for advertising purposes.
How do we keep your information safe?
We maintain administrative, technical, and organizational safeguards designed to protect personal information.
However, no electronic transmission or storage method can be guaranteed to be completely secure.
What are your rights?
Depending on your location, applicable privacy laws may provide you with rights regarding your personal information, including:
• Accessing your information
• Correcting inaccurate information
• Deleting your information
• Requesting information about how your data is processed
• Opting out of certain processing activities
How do you exercise your rights?
You may exercise your privacy rights by visiting:
https://roombriks.com/privacy-request
or by contacting us at:
TABLE OF CONTENTS
- WHAT INFORMATION DO WE COLLECT?
- HOW DO WE PROCESS YOUR INFORMATION?
- WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
- DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
- HOW LONG DO WE KEEP YOUR INFORMATION?
- HOW DO WE KEEP YOUR INFORMATION SAFE?
- DO WE COLLECT INFORMATION FROM MINORS?
- WHAT ARE YOUR PRIVACY RIGHTS?
- CONTROLS FOR DO-NOT-TRACK FEATURES
- DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
- DO WE MAKE UPDATES TO THIS NOTICE?
- HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
- HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
- GOOGLE API SERVICES USER DATA
- MICROSOFT API SERVICES USER DATA
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide when you register for the Services, authenticate using supported login providers, use Roombriks features, contact us, or otherwise interact with our Services.
Authentication Information
Roombriks does not provide traditional username and password authentication.
You may authenticate using third-party OAuth providers, including:
• Google OAuth
• Microsoft OAuth
When you authenticate through these providers, we receive information necessary to create and manage your Roombriks account, which may include:
• Name
• Email address
• Profile information provided by the authentication provider
• Authentication identifiers
Personal Information Provided by You
The personal information we collect may include:
• Names
• Email addresses
• Phone numbers (when provided)
• Mailing addresses (when provided)
• Job titles
• Billing information
• Account preferences
• Contact information
• Authentication information
User-Generated Meeting Content
Roombriks allows users to create, upload, process, and store meeting-related information, including:
• Meeting transcripts
• Notes
• Summaries
• Highlights
• Insights
• Action items
• Decisions
• Questions
• Other content created within the Services
Users are responsible for ensuring they have obtained any required permissions or consent from meeting participants before recording, transcribing, or processing meeting conversations through Roombriks.
Roombriks does not store original meeting audio recordings after transcription processing is completed.
Artificial Intelligence and Transcription Processing
To provide transcription and AI-powered features, Roombriks uses third-party service providers, including:
• Deepgram
• AssemblyAI
• OpenAI
Audio may be temporarily transmitted to transcription providers to generate transcripts.
Transcripts may be transmitted to OpenAI to generate summaries, insights, notes, and other AI-powered features.
Roombriks does not permit these providers to use Roombriks customer data to train or improve their artificial intelligence models.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit or use our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device identifiers, country, approximate location, information about how and when you use our Services, and other technical information.
This information is primarily needed to maintain the security, operation, and reliability of our Services, as well as for analytics and reporting purposes.
The information we collect includes:
• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services. This may include IP address, device information, browser type, operating system, timestamps, pages or features accessed, errors, and interactions with the Services.
• Device Data. We collect device data such as information about the computer or device you use to access our Services. This may include device identifiers, hardware information, operating system, browser information, and application configuration information.
• Location Data. We may collect approximate location information derived from your IP address or device settings. This information is used for security, service availability, and analytics purposes.
Third-Party Authentication and Calendar Information
When you choose to authenticate or connect calendar services through third-party providers, we may receive information from those providers.
Google OAuth
If you choose to sign in using Google OAuth or connect your Google account, Roombriks may receive account information necessary to authenticate your account.
If you connect Google Calendar, Roombriks may access the following information after receiving your authorization:
• Calendar names
• Calendar events
• Meeting titles
• Meeting dates and times
• Meeting attendees (when available)
• Meeting descriptions and conferencing details, such as Google Meet links
Google Calendar access is read-only. Roombriks cannot create, modify, or delete Google Calendar events.
Microsoft OAuth and Microsoft Calendar
If you choose to sign in using Microsoft OAuth or connect your Microsoft account, Roombriks may receive account information necessary to authenticate your account.
If you connect Microsoft Calendar, Roombriks may access the following information after receiving your authorization:
• Name
• Email address
• Calendar events
• Meeting titles
• Meeting dates and times
• Meeting attendees (when available)
• Meeting descriptions and conferencing details, when available
Microsoft Calendar access is read-only. Roombriks cannot create, modify, or delete Microsoft Calendar events.
All information received from Google and Microsoft is used only to provide Roombriks account authentication and calendar-based functionality. Calendar information is not used for advertising purposes.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, maintain security, and comply with applicable laws.
We process personal information for the following purposes:
To facilitate account creation and authentication.
We process information received through Google OAuth and Microsoft OAuth to create your Roombriks account, authenticate your identity, and maintain your account.
To provide calendar-based meeting features.
If you connect Google Calendar or Microsoft Calendar, we use calendar information to display upcoming meetings, associate meeting information with calendar events, and provide scheduling-related functionality requested by you.
To provide transcription and AI-powered features.
Roombriks processes meeting content to provide transcription, summaries, notes, insights, action items, and other features requested by users.
To provide these features:
• Audio may be temporarily processed by transcription providers such as Deepgram and AssemblyAI.
• Transcripts may be processed by OpenAI to generate AI-powered outputs.
Roombriks does not use customer transcripts, meeting notes, or other customer content to train or improve AI models.
To maintain and improve our Services.
We may process usage information to understand how users interact with Roombriks, improve reliability, develop features, troubleshoot issues, and enhance user experience.
To maintain security and prevent fraud.
We may process technical information, logs, and usage data to detect suspicious activity, protect accounts, maintain system security, and prevent abuse.
To provide customer support.
Authorized Roombriks personnel may access user-generated content, including transcripts and notes, when necessary to provide customer support, troubleshoot issues, investigate security concerns, or maintain the Services.
Access to user content is limited to legitimate business purposes.
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with specific service providers.
We may share your information with trusted third parties that help us provide and operate Roombriks.
These providers include:
• Cloud hosting and infrastructure providers
• Authentication providers
• Artificial intelligence providers
• Speech-to-text transcription providers
• Analytics and monitoring providers
Artificial Intelligence and Transcription Providers
To provide transcription and AI-powered features, Roombriks may share information with:
• Deepgram
• AssemblyAI
• OpenAI
These providers process information only to provide services requested by Roombriks.
Roombriks does not authorize these providers to use customer transcripts, meeting notes, summaries, or other customer content to train or improve their artificial intelligence models.
Analytics, Monitoring, and Security Providers
Roombriks may use third-party services including:
• Sentry for application monitoring, error reporting, and troubleshooting
• Google Analytics for website and application usage analytics
• Cloudflare for security, performance, and infrastructure protection
These services are used to improve performance, maintain security, and understand general usage patterns.
These providers do not receive or analyze meeting transcripts, recordings, summaries, or other user-generated meeting content.
User Sharing Features
Roombriks allows users to share rooms, transcripts, notes, and summaries with other individuals.
Depending on the sharing settings selected by the user, shared content may require authentication or may be accessible through a sharing link.
Users are responsible for ensuring they have appropriate rights and permissions before sharing meeting content with others.
Business Transfers
We may share or transfer your information in connection with a merger, sale of company assets, financing, acquisition, or other transfer of all or part of our business.
4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store information.
We may use cookies and similar tracking technologies (such as web beacons, pixels, and analytics technologies) to access or store information.
These technologies help us:
• Remember your preferences and settings
• Understand how users interact with our Services
• Monitor website and application performance
• Detect and prevent security issues
• Measure the effectiveness of our Services and communications
• Improve our products and user experience
We may use third-party analytics and security providers, including Google Analytics, Sentry, and Cloudflare.
These providers may collect information such as:
• Device information
• Browser information
• IP address
• Usage activity
• Performance information
• Error and diagnostic information
These services are used for analytics, application performance, and security purposes. They do not process or analyze meeting recordings, transcripts, notes, summaries, or other user-generated meeting content.
Your browser can alert you when cookies are placed on your device and allow you to manage cookie preferences. Please note that disabling cookies may affect certain features of the Services.
THIRD-PARTY ANALYTICS AND MONITORING SERVICES
We may use third-party services to help us understand usage patterns, maintain reliability, and improve the Services.
These services may include:
• Google Analytics for website and application analytics
• Sentry for application monitoring, error tracking, and troubleshooting
• Cloudflare for security, performance optimization, and infrastructure protection
These providers may collect technical and usage information about your interaction with our Services.
We do not provide these providers access to meeting recordings, transcripts, summaries, or other user-generated meeting content for analytics purposes.
ONLINE TRACKING AND INTEREST-BASED ADVERTISING
We do not sell personal information.
We do not use meeting transcripts, meeting notes, summaries, or other user-generated content for advertising purposes.
We may use limited analytics technologies to understand how users interact with our Services and improve functionality.
Certain browsers allow users to enable Do Not Track (“DNT”) signals. At this time, our Services do not respond to DNT browser signals.
5. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to provide the Services and fulfill the purposes described in this privacy notice.
We retain personal information only for as long as necessary to provide Roombriks, comply with legal obligations, resolve disputes, enforce agreements, and maintain business records.
User-generated content, including:
• Meeting transcripts
• Notes
• Summaries
• Insights
• Action items
• Other meeting-related content
is retained while the user maintains the content within their Roombriks account.
Users may delete their own transcripts and other stored content through the Services.
When a user deletes content, Roombriks deletes the content from active systems.
When a user deletes their account, Roombriks deletes or removes their account information and associated user-generated content from active systems.
Certain information may be retained where required by law or where necessary for legitimate business purposes, such as preventing fraud, resolving disputes, or maintaining security records.
Audio Recording Retention
Roombriks does not permanently store original meeting audio recordings.
Audio may be temporarily processed by transcription providers to generate transcripts. Once transcription processing is complete, Roombriks does not retain the original audio recording.
Google and Microsoft Calendar Data
If you disconnect your Google or Microsoft account from Roombriks, we will stop accessing your calendar information.
Calendar information retained by Roombriks will be deleted or anonymized when it is no longer required to provide the Services or as required by applicable law.
6. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through appropriate technical and organizational security measures.
We have implemented reasonable security measures designed to protect information processed through our Services.
These measures may include:
• Encryption of data transmitted between systems using TLS
• Access controls limiting access to authorized personnel
• Security monitoring and logging
• Infrastructure protections
• Authentication safeguards
Access to user-generated content, including transcripts and notes, is restricted to authorized personnel with a legitimate business purpose, such as customer support, troubleshooting, security investigations, or maintaining the Services.
Despite our safeguards, no electronic transmission or storage system can be guaranteed to be completely secure.
7. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
Roombriks is intended for users who are at least 18 years old.
If we learn that personal information from a user under 18 has been collected, we will take reasonable steps to delete the information and deactivate the account.
If you believe we may have collected information from a minor, please contact us at:
8. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, update, or delete your information depending on applicable privacy laws.
You may have rights regarding your personal information, including:
• Requesting access to your information
• Requesting correction of inaccurate information
• Requesting deletion of your information
• Requesting information about how your data is processed
• Withdrawing consent where applicable
• Opting out of certain communications
You may exercise your rights by visiting:
https://roombriks.com/privacy-request
or contacting:
Account Information
If you wish to update or delete your account information, you may do so through the Services or by contacting us.
When you request deletion of your account, we will deactivate or delete your information from active systems, subject to legal requirements and legitimate business purposes.
9. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and operating systems include Do-Not-Track (“DNT”) features.
At this time, Roombriks does not respond to DNT browser signals because there is currently no universally accepted standard requiring such responses.
If a recognized standard is established, we may update our practices accordingly.
10. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
The existing state privacy rights sections remain applicable, including California, Colorado, Connecticut, Utah, and Virginia residents.
The following updates apply:
Roombriks does not sell personal information.
Roombriks does not share meeting transcripts, notes, summaries, recordings, or other user-generated meeting content for advertising purposes.
Roombriks may disclose personal information to service providers that process information on our behalf to provide the Services.
Categories of service providers may include:
• Cloud hosting providers
• Authentication providers
• AI and transcription providers
• Analytics providers
• Security providers
We have not sold personal information in the preceding twelve (12) months.
11. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws and reflect changes to our Services.
We may update this privacy notice from time to time. The updated version will be indicated by an updated “Effective” date and the updated version will become effective when it is posted.
If we make material changes to this privacy notice, we may notify you by prominently posting a notice of the changes, sending a notification through the Services, or using other appropriate communication methods.
We encourage you to review this privacy notice periodically to stay informed about how we protect your information.
12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this privacy notice, you may contact us at:
Email: [email protected]
Mail:
roombriks
Minneapolis, MN 55318
United States
13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on applicable privacy laws, you may have the right to request access to, correction of, or deletion of personal information we collect from you.
To request review, update, or deletion of your personal information, please visit:
https://roombriks.com/privacy-request
You may also contact us at:
User-Generated Content
Roombriks allows users to delete their own stored meeting content, including:
• Transcripts
• Notes
• Summaries
• Insights
• Other user-generated content stored within the Services
When users delete content, Roombriks will remove the content from active systems.
When users delete their account, Roombriks will delete or remove associated account information and user-generated content from active systems, subject to legal obligations and legitimate business requirements.
14. GOOGLE API SERVICES USER DATA
Roombriks’ use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.
If you connect your Google account, Roombriks accesses Google user data only after you authorize access through Google’s OAuth consent process.
Google information accessed by Roombriks may include:
• Account profile information necessary for authentication
• Calendar names
• Calendar events
• Meeting titles
• Meeting dates and times
• Meeting attendees, when available
• Meeting descriptions and conferencing details, such as Google Meet links
Google Calendar information is used only to provide Roombriks functionality requested by the user, including:
• Displaying upcoming meetings
• Associating meeting information with calendar events
• Supporting meeting organization and workflow features
Roombriks requests read-only Google Calendar permissions.
Roombriks does not:
• Create Google Calendar events
• Modify Google Calendar events
• Delete Google Calendar events
• Sell Google user data
• Use Google user data for advertising purposes
• Use Google user data for unrelated purposes
Google user data is only shared with service providers that are necessary to provide Roombriks Services, such as infrastructure and hosting providers.
Roombriks does not allow Google user data to be used for training or improving artificial intelligence models.
15. MICROSOFT API SERVICES USER DATA
Roombriks’ use and transfer of information received from Microsoft APIs is limited to providing the functionality requested by users.
If you connect your Microsoft account, Roombriks accesses Microsoft information only after you authorize access through Microsoft OAuth.
Microsoft information accessed by Roombriks may include:
• Name
• Email address
• Calendar events
• Meeting titles
• Meeting dates and times
• Meeting attendees, when available
• Meeting descriptions and conferencing details, when available
Microsoft Calendar information is used only to provide calendar-based functionality, including:
• Displaying upcoming meetings
• Associating meeting information with calendar events
• Supporting meeting organization features
Roombriks requests read-only Microsoft Calendar permissions.
Roombriks does not:
• Create Microsoft Calendar events
• Modify Microsoft Calendar events
• Delete Microsoft Calendar events
• Sell Microsoft user data
• Use Microsoft user data for advertising purposes
• Use Microsoft user data for unrelated purposes
Microsoft user data is only shared with service providers necessary to operate Roombriks.
