Your meetings are yours. This article sums up how we keep them that way; the details are in our privacy policy.

Where your data is processed

Your meetings are stored and processed in the EU, with one exception: with the Global transcription model, the default, the audio is transcribed in the United States. Choose the EU model to keep transcription in the EU as well.

  • Storage: audio, transcripts and reports are stored in the EU, at Scaleway in Amsterdam, and encrypted at rest. All connections are encrypted too.
  • Transcription: with Global, ElevenLabs transcribes the audio in the United States, with the safeguards described in the privacy policy. With EU, Soniox transcribes it in the EU, and deletes the audio and transcript as soon as we have received the transcript.
  • Reports, Ask, suggestions and search by meaning: these run on Microsoft Azure within the EU.
  • Phone calls: Sinch, a Swedish company, answers Notulist’s number and sends the audio straight to our servers. Sinch doesn’t keep a recording. See Record phone calls.

Global or EU transcription

Global gives the most accurate transcripts. EU is slightly less accurate, and differs in two more ways:

  • It doesn’t write sound tags such as (laughter).
  • It tells at most 15 speakers apart.

To choose, go to Settings › Meetings › Transcription model, in the web app or in the iPhone and Android apps. Your choice applies to every meeting transcribed after that, whichever app you record or upload with. Meetings that were already transcribed don’t change; those from before you could choose were transcribed with Global.

With Team, owners and administrators decide this for the whole organisation on the General tab of the Organization page: Members may choose (the default), Always Global or Always EU.

How long your audio is kept

By default, Notulist keeps a meeting’s audio for as long as the meeting exists. In Settings › Meetings › Keep audio, in the web app or in the apps, you can have it deleted instead:

  • after 90, 30 or 7 days, counted from when the meeting was added to Notulist;
  • right after transcription. If the transcription fails, the audio stays for 7 days so you can try again.

Only the audio is deleted: the transcript, reports, action items and everything else stay, but you can no longer play the recording. A shorter term also applies to the meetings you already have; Notulist first tells you how many of them will lose their audio right away. To delete the audio of one meeting, choose Delete audio in the meeting’s menu. Deleted audio stays in our backups for another 14 days and is then gone there too.

With Team, owners and administrators can set a maximum on the General tab of the Organization page. Members can still choose a shorter term, but not a longer one.

What we never do

  • We never sell your data or use it for advertising.
  • We don’t use your meetings to train AI models, and under their terms for business customers, our AI providers don’t either.
  • Notulist tells speakers apart from the conversation. It doesn’t make voiceprints or recognise anyone by their voice.
  • Our staff don’t look at the content of your meetings, unless you explicitly ask for that for a specific support question, or the law requires it.

Signing in

You sign in with Microsoft, Google or Apple, or with a code we email you, so we don’t store passwords. A code works once, for 10 minutes, and we only keep a scrambled form of it. Sessions are short-lived and rotate. An organisation can choose which of these sign-in methods its members may use.

Who can see your meetings

  • You, and nobody else, unless you share.
  • People you share with, by linking them to a speaker. They get read-only access, and you can take it away at any time. See Share a meeting.
  • Your organisation’s administrators see only usage, such as the number of meetings and hours, never titles or content.
  • Apps you connect yourself, such as Claude or ChatGPT, until you disconnect them. See Use Notulist in Claude, ChatGPT and Siri.

Your calendar is only read, never changed. See Connect your calendar.

Your data, your choice

You can export everything as a zip file at any time and delete your account, with 7 days to change your mind. See Export your data or delete your account.

Let everyone know when you record a meeting: you’re responsible for the recordings you make. Read our terms.

Questions about privacy, or a security problem? Email hello@notulist.io.