Privacy Policy

MinutesMate Privacy Policy

Last updated: 26 December 2025

This MinutesMate Privacy Policy explains how the MinutesMate meeting minutes add-in for Outlook and the minutesmate.com website handle your information. We are committed to protecting your privacy, collecting only the data we need to provide the service, and never selling your data.

This page sets out what information we collect, how we use it, and the limited circumstances in which it may be shared when you use the MinutesMate add-in or visit our website.

MinutesMate privacy policy for the Outlook meeting minutes add-in

1. Who we are

“MinutesMate”, “we”, “us” or “our” refers to the owner of the MinutesMate Outlook add-in and the minutesmate.com website.

2. Information we collect

We aim to keep data collection minimal and focused on providing the service.

2.1 Contact and account information

  • Email address – when you purchase a Pro license, request support, or contact us directly.
  • Name and organisation (optional) – if you choose to share these in support or purchase forms.

2.2 License and payment-related information

  • License keys – stored securely so we can validate your Pro access.
  • Basic payment metadata – we receive limited information from payment providers (for example: transaction ID, email address, amount, and currency) so we can match a payment to a license.
  • We do not receive or store your full card details; these are handled by our payment providers (such as PayPal or other processors you select at checkout).

2.3 Information inside the Outlook add-in

MinutesMate works directly with your Outlook calendar meetings to help you capture minutes.

  • Meeting context – such as meeting title, time, and attendee list – is accessed only to power the add-in’s features.
  • Meeting content and notes – the notes you type in the add-in are handled primarily in your browser/Outlook environment. They are not automatically sent to our servers or published anywhere.

2.4 AI features (if you choose to use them)

MinutesMate may offer optional AI-assisted summaries. These are clearly labelled and under your control.

  • When you trigger an AI feature, the relevant text (for example, your draft minutes or notes) is sent securely to our AI provider (currently OpenAI) in order to generate a summary or suggestion.
  • We do not use meeting content from AI features to train our own models, and we do not sell or publish your minutes.
  • We do not store full meeting content on our servers beyond what is needed to deliver the AI response, and any temporary processing data is discarded as soon as the response is generated.

2.5 Website and support usage

Like most websites, our hosting environment may log basic technical information such as IP address, browser type, and pages visited. This is used for security, debugging, and to understand aggregate usage, not to build advertising profiles.

3. How we use your information

We use the information we collect only for the following purposes:

  • Providing the service – to activate and validate licenses and allow you to use Pro features.
  • Customer support – to respond when you contact us about an issue or question.
  • Product improvement – in an anonymised or aggregated way, to understand how the add-in is used and where to improve it.
  • Security and abuse prevention – to keep the service stable and prevent misuse.
  • Legal and compliance – where necessary to meet our legal obligations.

4. Legal bases (UK / EU users)

If you are located in the UK or EU, we process your personal data under these legal bases:

  • Performance of a contract – to provide you with MinutesMate Pro once you purchase a license.
  • Legitimate interests – such as keeping the service secure and improving our product.
  • Consent – for optional activities you explicitly opt into (for example, AI features where applicable, or marketing emails).

5. Data security

We use industry-standard security practices to protect your information, including HTTPS encryption in transit and secure storage for license data. No meeting content is stored on our servers unless strictly necessary to process an AI request, and when this happens it is discarded as soon as processing is complete.

6. Data retention

  • License and purchase records – kept as long as needed for accounting, support, and to honour your license.
  • Support communications – kept as long as reasonably needed to manage your request and understand recurring issues.
  • AI processing data – kept only temporarily, as described above, strictly for generating the AI response.

7. Third-party services

We rely on a small number of third-party services to run MinutesMate:

  • Payment providers (e.g. PayPal) – to process payments securely.
  • OpenAI – to provide AI-assisted summaries when you explicitly use those features.
  • Microsoft services – such as Microsoft identity and Outlook APIs, to authenticate you and connect to your calendar where required.
  • Email and hosting providers – to send support or license emails and host the website.

We only share the minimum necessary information with these providers so they can perform their services on our behalf, and we do not sell your data to third parties.

8. International transfers

Because some of our providers operate internationally, your information may be processed outside your home country. Where this happens, we rely on appropriate safeguards (such as standard contractual clauses or equivalent protections) to help ensure your data remains protected.

9. Your rights

Depending on your location, you may have rights over your personal data, including:

  • The right to access the personal data we hold about you
  • The right to request correction of inaccurate data
  • The right to request deletion of your data, where applicable
  • The right to object to or restrict certain types of processing

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before we can respond.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top. In case of material changes, we may also provide an additional notice (for example via the website or in-app).

11. Contact us

If you have any questions about this Privacy Policy or how MinutesMate handles your data, please contact:

Email: info@minutesmate.com

This Privacy Policy is provided for informational purposes and does not constitute legal advice. If you have specific regulatory or compliance requirements, please seek independent legal guidance.