Privacy Policy

Who we are

Meeting Pilot is an independent, open-source macOS app. Its source code is public at github.com/mard4/meeting-pilot, so you can check everything on this page against the code. In this policy, "we" means the Meeting Pilot maintainers. For questions or privacy requests, see Contact.

What stays on your Mac

• Audio. Meeting audio is recorded into a local folder and transcribed on-device with FluidAudio or Apple's on-device speech recognition.
• Transcripts and summaries. They're saved under your meetings folder (by default ~/TeamsMeetings). With the Apple Intelligence or local (oMLX) summary modes, summaries are also generated entirely on your Mac.
• Meeting details. To get a meeting's title and participants, the app reads the Microsoft Teams window through macOS Accessibility. If that fails, it takes a screenshot and reads it with Apple's on-device text recognition. It can also look up the meeting in your local Calendar or Outlook data. None of this is sent anywhere by us.
• Secrets. Tokens and API keys are kept in your macOS login Keychain.
• Local destinations. The Journal and Obsidian targets write files to folders on your Mac. The Apple Notes target writes to the Notes app. If you sync those folders or Notes with iCloud or another service, that service's own terms apply.

When data leaves your Mac

The app only connects to the internet for the following. Each one is optional or happens once.

Notion (if you publish to Notion)

The app sends meeting notes straight to Notion's API using your token, and creates pages in the workspace you chose. What you publish there is covered by Notion's privacy policy.

A remote AI provider (if you pick one)

If you set summaries to api mode, the app sends the provider you configured the transcript text, meeting details (title, date, and participant names from your calendar) and your list of project tags. That provider could be OpenAI, Anthropic, Google Gemini, or any OpenAI-compatible endpoint you enter. The meeting chat feature works the same way: it sends your question and relevant excerpts from past meetings. That provider receives and handles this data under its own terms, so read its data policy before turning it on. In apple or local mode, none of this leaves your Mac.

Transcription model download (once)

On first use, the FluidAudio speech models are downloaded from Hugging Face. This is an ordinary file download. No audio or meeting data is sent.

Downloading the app

Releases are hosted on GitHub. Downloading them is covered by GitHub's privacy statement.

The Notion connection worker

If you use "Connect Notion", sign-in goes through a small Cloudflare Worker that we run. It's needed because Notion's OAuth sign-in requires a server that keeps the app's client secret, which can't be shipped inside a desktop app. The worker:

• sends you to Notion's authorization page;
• swaps the one-time code Notion returns for your access token;
• asks Notion for the pages you chose to share, so the app can offer them as a destination;
• hands the token, page IDs and page titles straight back to the app through a meetingpilot:// link.

It has no database or storage, keeps no logs of these requests, and never sees your meetings, transcripts or summaries. After sign-in, the app talks to Notion directly. Like any web service, Cloudflare handles the network request itself (for example your IP address) under its own privacy policy. You can skip the worker entirely by pasting your own Notion integration token instead. The worker source is public.

This website

This site has no analytics, no cookies, no tracking pixels and no third-party embeds. Fonts are served from this site. Like any web host, the server delivering these pages handles standard request data (such as your IP address and browser type) to serve them. We don't use it to track or profile you.

Recording other people

Meeting Pilot records the other people in your meetings, so you're responsible for letting them know and, where the law requires it, getting their consent. The rules differ between countries and workplaces.

Your control over your data

• Delete meetings by removing them from your meetings folder, Journal, Obsidian vault or Apple Notes.
• Revoke Notion access in Notion under Settings → Connections. Anything already published stays in your workspace until you delete it there.
• Remove stored secrets by deleting the Meeting Pilot entries in Keychain Access.
• Remote AI providers: use that provider's own tools to access or delete what it received.

We don't hold any of your personal data, so there's nothing for us to hand over or delete on our side. If you're in the EU or UK, you still have your rights under the GDPR, and you can contact us about anything in this policy.

Children

Meeting Pilot is a work tool and isn't directed at children under 16.

Changes to this policy

If what the app or the worker does with data changes, we'll update this page and the date at the top. The full history is in the repository.

Contact

Open an issue at github.com/mard4/meeting-pilot/issues. For anything you'd rather not post publicly, use the contact details on the maintainer's GitHub profile.