Privacy, consent, and data control

What Meeting Analysis collects

When a company purchases Meeting Analysis, Apex Blue collects the company name, workspace owner email, selected plan, consent and terms acceptance, service status, and the transaction references needed to activate and support the engagement. When an authorized company user connects Google Meet, Zoom, or Microsoft Teams, Apex Blue can collect eligible native transcript files, transcript timestamps, platform and meeting identifiers, speaker labels supplied by the platform, and basic coverage information such as meeting date and duration.

Meeting Analysis does not collect meeting video or audio by default, and an Apex Blue bot does not enter the meeting. A connected platform must create the transcript before Apex Blue can receive it.

Why the information is used

Apex Blue uses meeting records to identify organization-level workflow friction, repeated manual work, handoff gaps, unclear approvals, missing information, and practical opportunities for supervised AI agents. The final report describes process evidence, recommended safeguards, and a prioritized implementation path.

Meeting Analysis is not an employee-monitoring, performance-scoring, sentiment, emotion-recognition, or personnel-decision system. Apex Blue does not rank participants or recommend hiring, firing, discipline, promotion, compensation, or other employment actions.

AI processing and service providers

Before transcript text is sent for AI analysis, known speaker identities are replaced with neutral participant labels. Apex Blue sends the pseudonymized text and minimal meeting context to the OpenAI API to produce structured workflow findings and the final report. Requests are made with response storage disabled. OpenAI may retain limited abuse-monitoring data under its API data policies unless stricter retention controls apply to the Apex Blue account.

Apex Blue also uses the connected meeting provider, Stripe for secure payment processing, Vercel for application hosting, Neon for encrypted-at-rest database infrastructure, and Resend for secure access emails. These providers process information only as needed to deliver, administer, and protect the service.

Payments and billing records

Stripe collects and processes payment details through its hosted checkout. Apex Blue does not store full payment-card numbers or card security codes. Apex Blue may retain the Stripe customer, checkout, and payment references; amount, currency, and payment status; purchaser and billing details returned by Stripe; and related refund or dispute records.

Billing and transaction records may remain after a Meeting Analysis workspace is deleted when needed for accounting, tax, fraud prevention, chargebacks, disputes, contract enforcement, or other legal obligations. Stripe applies its own privacy and retention practices to information it processes.

Security and retention

Provider credentials, transcript content, per-meeting findings, queued event data, and completed reports are encrypted by the application before database storage. Access uses short-lived one-time email links and secure sessions. Webhooks are authenticated, provider events are processed idempotently, and raw transcript content is not written to application logs.

Raw transcripts and per-meeting analysis are retained through the selected observation period and for no more than 30 days after that period ends, unless deletion is requested sooner. Completed reports remain available until the customer deletes the workspace. Expired access links, sessions, and processed event bodies are removed on a shorter operational schedule. Separate billing and transaction records follow the retention boundary described above.

Consent and company responsibility

The person connecting a meeting account must be authorized by the company and is responsible for participant notice and consent required by applicable law, contracts, collective-bargaining obligations, company policy, and the connected platform. Platform recording and transcription indicators must not be hidden or bypassed.

Apex Blue may suspend collection if an account is connected without appropriate authority or if the intended use conflicts with these organization-level analysis boundaries.

Disconnecting, deletion, and choices

A customer can disconnect Google Meet, Zoom, or Microsoft Teams from the private workspace. Disconnecting stops new collection and removes the stored provider credential. Existing transcripts and reports remain until their retention date or a deletion request.

A customer can delete the Meeting Analysis workspace from the deletion screen. That action removes the company workspace, connected credentials, queued events, stored transcripts, per-meeting findings, reports, access links, and sessions. It does not erase separate transaction records that Apex Blue or Stripe must retain for the purposes described in this notice. Revoking the Apex Blue application in the provider administration console is an additional way to end provider authorization.

Questions or privacy requests

Use the private workspace to disconnect a platform or delete the workspace. For another privacy request, email info@apex.blue.