Privacy Policy

1. Introduction

Prometheus Technology Systems ("we," "us," or "our") operates the Prometheus: Meeting Minutes application (also referred to as "Meeting Minutes Pro" or "the App"). This Privacy Policy explains how we collect, use, store, and protect your information when you use our App.

We are committed to protecting your privacy. We designed Meeting Minutes Pro with a privacy-first approach — audio recordings and transcription happen on your device, and we collect only the minimum data necessary to provide the service.

2. Data Controller

The data controller responsible for your personal data is:

3. Information We Collect

Account Information

When you register for an account, we collect your name and email address. If you use Sign in with Apple, we receive the information you choose to share through that service.

Meeting Data

The App allows you to create and manage meeting records, which may include meeting titles, dates, locations, participant names, agenda items, discussion notes, action items, motions, and resolutions. This content is created by you within the App.

Audio Recordings

Audio recordings are captured and stored locally on your device. Audio files are not transmitted to our servers unless you explicitly initiate AI transcription processing (available to Pro subscribers).

Transcripts

Transcription is performed on-device using Whisper technology. For Pro subscribers who use the AI structuring feature, the text transcript (not the audio) may be sent to our secure server for processing via Anthropic's Claude API.

Usage Data

We do not currently collect app usage analytics. If we implement analytics in the future, this policy will be updated accordingly.

Device Information

We do not collect device information.

4. How We Use Your Information

We use your information for the following purposes:

• To provide the meeting minutes service, including recording, transcription, and minute generation
• To sync your meeting data across your devices via cloud storage (Firebase/Firestore)
• To process AI structuring requests for Pro subscribers (transcript text is sent to our secure server, which forwards it to Anthropic's Claude API)
• To manage your account and subscription
• To communicate with you regarding your account or the Service

We do NOT:

• Sell your personal data or meeting content to third parties
• Use your meeting content to train AI models
• Share your data with third parties except as necessary to provide the Service (see Third-Party Services below)
• Use your data for advertising purposes

5. Data Storage

Local Storage

Meeting data and audio recordings are stored in a SQLite database on your device. This data remains under your control and is not accessible to us.

Cloud Storage

When you are signed in, your meeting data (excluding audio files) is synced to Google Firebase/Firestore. Firebase servers are located in the United States. Data is accessible only to your authenticated account.

AI Processing

For Pro subscribers using the AI structuring feature, text transcripts are sent to our Google Cloud Functions server, which forwards them to Anthropic's Claude API for structuring. Anthropic's data retention policies apply for API calls. We do not store transcripts on our servers after processing is complete.

6. Data Retention

• Account data is retained as long as your account is active.
• You can delete your account and all associated cloud data at any time through the App's Settings screen.
• Local data stored on your device is deleted when you uninstall the App.
• We do not retain transcripts sent for AI processing after the structured minutes have been returned to your device.

7. Your Rights

You have the following rights regarding your personal data:

• Right to access: You can view all your data within the App at any time.
• Right to delete: You can delete your account and all associated cloud data through Settings > Delete Account.
• Right to export: You can export your meeting minutes as PDF documents using the App's export feature.
• Right to withdraw consent: You can stop using the Service at any time by uninstalling the App or deleting your account.
• Right to rectification: You can edit your meeting data directly within the App.

To exercise any rights not available directly through the App, please contact us at [email protected].

8. Children's Privacy

Meeting Minutes Pro is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal data, please contact us at [email protected].

9. Third-Party Services

The App uses the following third-party services to provide its functionality:

• Firebase Authentication (Google) — for user account creation and sign-in
• Firebase Firestore (Google) — for cloud data synchronization across your devices
• Claude API (Anthropic) — for AI-powered minute structuring (Pro tier only)
• Apple App Store / Google Play Store — for app distribution, payments, and subscription processing
• RevenueCat — for subscription management and billing coordination across platforms

Each of these services has its own privacy policy governing their collection and use of data. We encourage you to review their respective privacy policies.

10. Data Security

We implement appropriate technical and organizational measures to protect your data:

• All data transmitted between the App and our servers is encrypted using HTTPS/TLS.
• Firebase Firestore is configured with security rules that restrict data access to authenticated users viewing only their own data.
• Audio recordings remain on your device unless you explicitly choose to process them.
• We do not store passwords — authentication is handled through Firebase Authentication and Sign in with Apple.

While we take reasonable precautions to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

11. International Data Transfers

If you are accessing the App from outside the United States, please be aware that your data may be transferred to, stored, and processed in the United States where our cloud infrastructure (Firebase) is located. By using the App, you consent to the transfer of your information to the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you through the App or via the email address associated with your account.

We encourage you to review this Privacy Policy periodically. Your continued use of the App after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: