Privacy Policy

This policy explains what personal information Kloud Meet collects when you visit our website, create an account, host or join a meeting, and use features such as LiveDoc, recording, live captions and AI. It also explains who processes that information on our behalf and the choices you have.

1. Who we are

Kloud Meet is operated by [Company legal name], [Registered address], [Company registration number] ("we", "us"). For the purposes of data protection law, we are the controller of the personal information described in this policy, except where section 14 says otherwise.

Contact: [Contact email]. [EU/UK representative, if required] [Data Protection Officer, if required]

2. What this policy covers

This policy applies to the kloudmeet.com website, the Kloud Meet web app at meet.kloud.cn, and the Kloud Meet desktop app for Windows (together, the "Service").

3. What we collect

Account information

• Your name and email address.
• Your password, which we store only as a salted cryptographic hash, never in plain text.
• If you sign in with Google: your name, email address and profile picture as shared by Google. We never receive your Google password.

Meeting information

• Meeting details such as title, time, room link, host, and participants' display names and roles (host, co-host, co-presenter).
• Guests who join without an account provide a display name only.
• Chat messages and files shared in chat. Files shared in chat can open as a LiveDoc document.
• Documents you upload to LiveDoc (slides, PDFs and other documents), page position, annotations and whiteboard content.
• Participation events such as joining, leaving, raising a hand and muting.

Audio and video

To deliver a meeting in real time, participants' audio, video and screen sharing are routed through media servers built on LiveKit. [Confirm: self-hosted LiveKit on (provider/regions) or LiveKit Cloud]. Audio and video are not stored unless a recording is running.

Recordings

When a host starts cloud recording, the recording is stored in Amazon Web Services S3 or Alibaba Cloud Object Storage Service (OSS), depending on the region that serves the account [Confirm region mapping and bucket locations]. Each recording has a replay page with a speaker timeline, chapters, a searchable transcript and an AI summary. Replays are private by default; the host can create a public link.

Captions, transcripts and AI output

When live captions, translation, transcripts or AI features are used, speech and document content are converted into text and processed as described in section 5.

Device and usage information

Like most online services, our servers record technical data such as IP address, browser and operating system, device type, and timestamps and errors, so we can run, secure and troubleshoot the Service. [Confirm log contents and any desktop-app telemetry or crash reports]. The kloudmeet.com website does not use analytics.

Payment information (future)

Paid plans will be billed through Stripe. Stripe collects your card details directly; we receive only limited information such as the card brand, last four digits, billing country and payment status. [Billing is not live yet: keep or remove until launch]

Communications

If you contact us, we keep your message and our reply. We send service emails, such as sign-up verification and password reset, through Brevo [Confirm list of emails; any marketing emails need consent and unsubscribe].

4. How we use it

We do not sell your personal information, and we do not use meeting content for advertising.

5. Captions, transcripts and AI

Several features send content to AI and language service providers so they can return text:

• Live captions and transcripts: speech is converted to text during the meeting and, when recording is on, saved as the replay transcript. [Confirm speech-to-text provider]
• Translation: caption text is translated by iFlytek.
• AI summaries, chapters, LiveDoc AI and AI Present: transcript and document text is processed by OpenAI and/or Alibaba Cloud Model Studio or DeepSeek, depending on the region that serves the account [Confirm region mapping].

These providers process the content only to return results to us. [Confirm each provider's retention and training settings for our account, and whether we use customer content to improve any model of our own.] AI output can be inaccurate or incomplete, so please check important details against the recording.

6. Service providers

We use the following providers to run the Service. They process personal information on our behalf and under our instructions.

7. Who can see your data

• Other participants see your display name, role, video, audio, chat messages and anything you present or annotate in the meeting.
• Hosts control recording. Private replays are visible to [confirm: the host / attendees / team members]. If a host creates a public replay link, anyone with that link can watch the replay, read the transcript and see the AI summary.
• Service providers listed in section 6, as needed to run the Service.
• Authorities, when we are legally required to disclose information, or to protect the rights and safety of users and the public.
• A successor, if we are involved in a merger, acquisition or sale of assets, subject to this policy.

8. Cookies and local storage

The web app uses cookies and browser local storage to keep you signed in, remember your session and store preferences such as device and caption settings. These are necessary for the Service to work. We do not use advertising cookies. [List exact cookies / storage keys, purposes and lifetimes]

The kloudmeet.com website sets no cookies of its own. It loads fonts from Google Fonts, which means your browser connects to Google's servers [Decide: self-host fonts or keep this disclosure].

9. International transfers

Kloud Meet serves users in many countries, and our providers operate in several regions, including [list countries/regions, e.g. United States, European Union, Singapore, China]. Your information may be processed outside your country. Where the law requires it, we protect these transfers with appropriate safeguards, such as the European Commission's Standard Contractual Clauses [confirm mechanisms per region: SCCs, UK IDTA, APPI, PIPA, PIPL].

10. Retention and deletion

• Account information: kept while your account is active and deleted within [X days] after you delete your account.
• Recordings, transcripts and AI summaries: kept until the host deletes them or the account is deleted. On the Free plan, only the three most recent replays are kept [confirm whether older replays are deleted or hidden].
• Chat, shared files and LiveDoc documents: [retention period].
• Server logs: [X days]. Backups: [X days].

To ask us to delete your account or specific data, email [Contact email] from the address on your account. We may keep limited information where the law requires it, for example billing records.

11. Your rights

Depending on where you live, including under the EU and UK GDPR, the California Consumer Privacy Act, Japan's Act on the Protection of Personal Information and Korea's Personal Information Protection Act, you may have the right to:

• access the personal information we hold about you and get a copy of it;
• correct inaccurate information;
• delete your information;
• object to or restrict certain processing;
• receive your information in a portable format;
• withdraw consent where processing is based on consent.

To make a request, email [Contact email]. We will verify your identity and respond within [30 days / the period required by law]. You can also complain to your local data protection authority.

12. Security

We protect personal information with measures such as encrypted connections in transit, hashed passwords and access controls on our systems. No service can guarantee complete security, so please use a strong password and keep your meeting links private when needed.

13. Children

The Service is not directed to children under [13 / 16], and we do not knowingly collect their personal information. If you believe a child has given us personal information, contact us and we will delete it.

14. Enterprise and self-hosted deployments

When an organization deploys Kloud Meet on its own servers or private cloud, that organization controls the data and its own privacy policy applies. Where we provide the Service to an organization under an enterprise agreement, we process its users' data as a processor under a data processing agreement [DPA template to be prepared].

15. Changes to this policy

We may update this policy as the Service changes. If the changes are significant, we will tell you by email or in the app before they take effect. The effective date at the top shows when it was last updated.

16. Contact

[Company legal name]
[Registered address]
[Contact email]

Related: Terms of Service (draft)