Privacy policy

What this is

This describes how TalkHQ handles data. TalkHQ has two parts: TalkHQ for meetings at rtfact.talkhq.com, in alpha, which puts agents in your meetings, transcribes them and writes notes and reports; and the TalkHQ voice receptionist, which answers the phone for a business. When you use TalkHQ for meetings, TalkHQ acts on your behalf, and you decide which meetings it is in (see the terms, section 3).

Meetings: what passes through and what we keep

• Audio and video are not kept unless you choose. A meeting's audio passes through our server to a speech-to-text provider so it can be transcribed. If you turn on "Keep the audio" or "Keep the video" in your account, the audio, and the video recorded by the meeting bot or the Mac app, are also kept on our server with the meeting. Only you can play them, and they are deleted with the meeting. The setting is off until you turn it on, and applies to meetings that start after you change it.
• For each meeting we keep: the transcript with the speakers' names (when the bot is in a meeting, names come from the meeting itself); what was typed in the meeting's chat; the notes, decisions and action items; the look-ups and fact-checks with their sources; what your own agents wrote or did; the reports you run; and, when a meeting has a title and time, those.
• Pictures of screens. When the bot is in a meeting and someone shares their screen, we keep still pictures of the shared screen. When the Mac app records a call with "Capture key screens" on, it keeps still pictures of that call app's window (only that window, only while recording) when its content changes, such as a new slide.
• Who was there. When the bot is in a meeting, we keep the names of the people in it and when each joined and left.
• Calendar invitations. When you invite the bot to a calendar event, we read the invitation: its title, time, meeting link, time zone, organiser and the addresses of the other people invited. We use the addresses only to find whose meeting it is (the first person invited who has a TalkHQ account), and keep the meeting's title and time with it.
• The meeting's page is at a private, unguessable address that is not listed anywhere. Anyone who has the address can read it, including its reports and pictures, so share it on purpose. Only the person whose meeting it is can rename, stop or delete it, or run reports.
• Summary emails go to the address of the account the meeting belongs to.

Your account

• The email address you sign in with and any others you add (each confirmed by a link or code); the agents and report templates you create; how many minutes and AI tokens your meetings used.
• Links to your Mac app (a device key) and any access keys you make for an assistant (MCP). An access key can only read your own meetings.
• Tools you connect to an agent: their address and any access token you give us. The agent sends that tool what it needs from the meeting to do what was asked.
• Without an account, a signed cookie in your browser is what ties your meetings to you.

The voice receptionist

• Owner account data: email address, a hashed password (never the plain text) or Google account identifier, sign-in times, and the businesses bound to the account.
• Business knowledge base: data from public sources you point us at, plus your edits.
• Call data: for each call, the audio, the transcript, the outcome and the duration for billing.
• Billing data: a Stripe customer ID. Your card and billing address stay with Stripe.

How we use it

• To run the agents in your meetings and the receptionist for your business, and to send you what you asked for.
• To keep the service working and secure: fixing problems, preventing abuse, and counting usage against limits.
• We do not use your meetings, transcripts, pictures or calls to train general-purpose AI models, and we do not sell your data or share it with advertisers.

Who processes it for us

We share only what each provider needs to do its job:

• Meta and Deepgram: speech-to-text for meetings. They receive the meeting's audio.
• Anthropic, OpenAI and OpenRouter: language models and web search for the agents, notes and reports. They receive parts of the transcript and search queries drawn from it.
• Google Workspace: the meeting bot's own Google account, its calendar, and Google Meet.
• Microsoft Teams and Zoom: when you invite the bot to a meeting on them, it joins that meeting as a participant, so the platform sees it there.
• Cloudflare: email delivery (sign-in links, meeting summaries), the human check on forms, and DNS.
• DigitalOcean: server hosting, in the United States.
• Receptionist only: Stripe (payments), Telnyx (phone numbers and calls), Google Cloud Vertex AI (the voice agent), LiveKit (voice testing in the browser).

The meeting bot's own software, and the storage for its recordings, run on our server. Each provider handles data under its own terms; we choose providers whose terms for business use do not train on customer data, but we do not control them.

Your choices and rights

• See and correct: your account page shows your meetings, addresses, agents, templates and keys, and lets you change them.
• Delete: delete a meeting from its page, or your whole account from the account page; deleting the account deletes its meetings, agents, templates and keys.
• Export or questions: email privacy@talkhq.com; we answer within 30 days.
• Depending on where you live, you may have further rights (such as objecting or complaining to a regulator); write to us and we will help.

People in your meetings

If you were in a meeting that someone brought TalkHQ into, the person whose meeting it is decides what happens to it. Ask them first; you can also write to privacy@talkhq.com and we will pass your request on or act on it where the law requires.

Cookies

We use a small number of signed cookies to keep you signed in, to identify your browser for meetings you start without an account, and to remember where your meeting summaries go. None are used for tracking or advertising.

Retention

• Meetings and everything kept with them, including any audio and video recordings: until the person whose meeting it is deletes them, or deletes their account.
• Meetings nobody ever started (no audio): removed automatically after a short time.
• Receptionist accounts and calls: while the account is active; on deletion, audit-log entries are kept for one year for security.
• Because TalkHQ for meetings is an alpha, data can also be lost. Keep your own copy of anything that matters.

Children

TalkHQ is not for people under 18, and must not be used to process information about children under 16 without the consent the law requires.

Changes

We update this page when the substance changes and change the date at the top; material changes are also emailed to account holders.