Privacy Policy

Effective Date: August 26, 2025

1. About ColeaderAI

ColeaderAI is an AI-powered meeting intelligence platform operated as a solo venture. Our service was developed through AI collaboration, representing one of the first fully AI co-created business platforms. This unique approach allows us to offer enterprise-level capabilities at an accessible price point.

2. Information We Collect

Account Information

• Name and email address when you sign up
• Password (encrypted with bcrypt hashing)
• Payment information (processed securely through third-party payment processors)

Meeting Data

• Audio recordings you choose to upload or capture
• Meeting transcripts generated from your recordings
• Meeting metadata (dates, participants mentioned, topics discussed)
• AI-generated summaries and insights from your meetings

Usage Information

• Features you use within the platform
• Queries you make to search your meeting history
• Device information and browser type for technical support

3. How We Use Your Information

To Provide Our Service

• Process and transcribe your meeting recordings
• Generate AI-powered insights specific to your role and business
• Enable search and retrieval of your meeting history
• Send you notifications about your meetings (if enabled)

To Improve Our Service

• Understand which features are most valuable
• Diagnose technical issues
• Develop new features based on usage patterns

4. How We Protect Your Data

Technical Safeguards

• Password encryption using industry-standard bcrypt hashing
• User-isolated data storage in MongoDB
• Secure authentication with JWT tokens
• HTTPS encryption for all data transmission
• Support for WebAuthn/Passkeys for enhanced security

Operational Safeguards

• No human review of your meeting content
• Automatic session timeouts
• Regular security updates and monitoring

5. Data Sharing and Third Parties

We do NOT sell, rent, or share your personal information or meeting data with third parties for marketing purposes.

We may share information only in these limited circumstances:

• With AI service providers (OpenAI, Anthropic) to process your queries - but never your raw meeting data
• With payment processors to handle billing
• If required by law or legal process
• To protect the rights and safety of our users or others

6. Your Rights and Choices

You Have the Right To:

• Access: Request a copy of your personal information
• Delete: Request deletion of your account and associated data
• Correct: Update inaccurate information
• Port: Receive your data in a portable format
• Object: Opt-out of certain uses of your information

To exercise any of these rights, contact us using the information below.

7. Data Retention

We retain your meeting data for as long as you maintain an active account. Upon account deletion, we will remove your personal information and meeting data within 30 days, except where retention is required for legal or legitimate business purposes.

8. International Data Transfers

ColeaderAI operates from the United States. If you access our service from outside the U.S., your information will be transferred to and processed in the United States. By using our service, you consent to this transfer.

9. Children's Privacy

ColeaderAI is not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18.

10. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, used, shared or sold. To exercise your CCPA rights, contact us using the information below.

11. Canadian Privacy Rights (PIPEDA)

Canadian residents have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA). Under PIPEDA, Canadian residents have the right to access their personal information. To request your data, contact support@coleaderai.com and we will provide it within 30 days.

12. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability and the right to lodge a complaint with your local data protection authority.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" above. We encourage you to review this Privacy Policy periodically.

14. Contact Us