Privacy Policy

This Privacy Policy describes how Limtech AI Solutions ("Limtech AI", "we", "us") processes personal data when you visit minutemeetai.com or use the MinuteMeetAI platform ("Service").

1. Who we are

The Service is operated by Limtech AI Solutions, the controller for website and marketing data. For enterprise customers, processing of meeting content is governed by our Data Processing Agreement (DPA) where Limtech AI typically acts as a processor on behalf of the customer (controller).

Contact: contact@limtechai.com

2. What data we process

Website visitors

• Technical logs (IP address, browser type, pages visited, timestamps)
• Information you submit via contact forms or email (name, email, company, message)
• Cookies and similar technologies where applicable (see Section 7)

Enterprise users of MinuteMeetAI

• Identity data from Microsoft Azure AD (name, email, object ID, tenant ID)
• Meeting metadata (title, schedule, participants, Teams identifiers)
• Audio and derived content (transcripts, summaries, action items) as configured by your organisation
• Audit and security logs (access events, configuration changes)

3. Purposes and legal bases (GDPR)

• Providing the Service — performance of contract and legitimate interests of the customer organisation
• Security and fraud prevention — legitimate interests
• Product improvement (aggregated, non-content analytics) — legitimate interests; customer content is not used to train public foundation models
• Marketing communications — consent where required
• Legal compliance — legal obligation

4. EU data residency

MinuteMeetAI is designed for processing within the European Union / European Economic Area. Customer data is stored and processed in EU regions unless otherwise agreed in writing. International transfers, if any, use appropriate safeguards (e.g. Standard Contractual Clauses).

5. Retention

Website logs are retained for a limited period for security. Enterprise meeting data retention is configured per customer policy (e.g. transcripts, summaries, audit logs). Defaults align with product documentation and the customer DPA.

6. Sharing with third parties

We may use sub-processors for infrastructure and specific functions, including:

• Cloud hosting (e.g. Microsoft Azure in EU regions)
• Identity (Microsoft Entra ID / Azure AD)
• Speech and language services where configured for transcription and summarisation

A current sub-processor list is available to enterprise customers on request or via the DPA schedule.

7. Cookies

Our marketing site may use essential cookies for security and preferences. Analytics cookies, if introduced, will be disclosed here and consented to where required by law.

8. Your rights

Depending on applicable law, you may have rights to access, rectify, erase, restrict, object, and port your data, and to withdraw consent. Enterprise users should contact their organisation's administrator first; we assist controllers with data subject requests under the DPA.

You may lodge a complaint with your local supervisory authority (e.g. Autoriteit Persoonsgegevens in the Netherlands).

9. Security

We implement technical and organisational measures including encryption in transit, access controls, audit logging, and tenant isolation. Details are available in our security documentation for customers.

10. Children

The Service is intended for business use and is not directed at children under 16.

11. Changes

We may update this policy. Material changes will be posted on this page with an updated date. Continued use of the website after changes constitutes notice.

12. Contact

Limtech AI Solutions — contact@limtechai.com