Privacy, written plainly.
This page explains what AssociationMinutes collects, how it is processed, and how long it is retained when you use the service.
Last updated: April 20, 2026
1. Introduction
AssociationMinutes ("we", "us", or "our") is operated by Zippy Technologies LLC.
This Privacy Policy explains how we collect, use, process, and retain information when you use our service to generate meeting minutes from audio recordings.
If you have any questions, you can contact us at support@associationminutes.com.
2. Overview of the Service
AssociationMinutes is a tool that processes user-provided audio recordings of meetings and generates structured meeting minutes.
We act as a data processor on your behalf. You are responsible for the content you upload and your legal right to provide it. We process data solely on your instructions and do not independently determine the content or purpose of the data you provide.
3. Information We Collect
3.1 Information You Provide
You may provide the following information when using the service:
- Audio recordings of meetings
- Meeting details (for example HOA name, meeting date, time, and location)
- Attendee names and roles
- Uploaded file names
- Any additional information included in the recording or entered manually
3.2 Account Information
When you create an account, we collect your email address and name, if provided.
Authentication is handled by Clerk.
3.3 Payment Information
Payments are processed by Stripe.
We do not collect or store payment card details. We only receive limited metadata related to transactions, such as payment status and order identifiers.
3.4 Automatically Collected Information
We may collect limited technical information such as:
- Log data, such as request timestamps, error logs, and order identifiers
- Device and browser information
- Usage data via analytics tools
We use Google Analytics to understand how the service is used. Analytics data does not include your audio content or transcripts.
4. How We Use Information
We use your information solely to:
- Process audio recordings and generate meeting minutes
- Deliver generated reports to you
- Operate, maintain, and improve the service
- Provide customer support
- Process payments and manage orders
- Monitor system performance and security
We do not use your data for advertising or marketing purposes.
5. How Your Data Is Processed
To provide the service, your data is processed using third-party infrastructure and APIs, including:
- Amazon Web Services (hosting, storage, infrastructure)
- Amazon Bedrock (language model processing)
- Deepgram (speech-to-text transcription)
- Stripe (payments)
- Clerk (authentication)
These providers process data only as necessary to perform their respective services.
We do not use your data to train machine learning models.
For more information on how these providers handle data, refer to their privacy policies:
6. Data Retention
We retain data only for as long as necessary to provide the service:
Audio recordings and transcripts
Deleted after processing is completed.
If an upload is not used to start an order, it is automatically deleted within approximately 24 hours as part of scheduled cleanup processes.
Generated meeting minutes
Stored for up to 7 days to allow download.
Database records (orders, metadata)
Retained as needed for operational and recordkeeping purposes.
Backups
Database backups may be retained for up to 7 days. These backups do not include audio files or transcripts.
We do not use long-term storage or versioning for uploaded audio or transcripts.
7. Data Sharing
We do not sell, rent, or share your data with third parties for marketing purposes.
We only share data with the service providers listed above to operate the platform.
We may disclose information if required by law or to protect our legal rights.
8. Your Responsibilities
You are responsible for:
- Ensuring you have the legal right to record and upload meeting audio
- Informing meeting participants as required by applicable laws
- Ensuring that your use of the service complies with applicable privacy and recording laws
AssociationMinutes does not verify consent from meeting participants and is not responsible for how recordings are obtained.
10. Data Security
We implement reasonable technical and organizational measures to protect your data. However, no system can be guaranteed to be completely secure.
11. Children's Privacy
AssociationMinutes is not intended for use by individuals under the age of 13. Use of the service by minors is prohibited.
We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will take steps to delete such information.
12. International Use
Our services are operated in the United States. By using the service, you understand that your information may be processed and stored in the United States.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised effective date.
14. Contact
Zippy Technologies LLC