1. Introduction

DigiTransact AI (“we”, “us”, or “our”) operates the AI Rapporteur Assistant platform (the “Service”) at rapporteur.digitransactai.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By accessing or using the Service, you agree to this Privacy Policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and password (stored in hashed form using industry-standard algorithms). If you join or create a team, we also store team membership information. We do not collect payment card details directly — payment processing is handled by third-party payment providers.

2.2 Content Data

We collect and process the content you upload or create through the Service, including:

Audio recordings (uploaded files or browser-recorded sessions)
Text transcripts (uploaded or generated via AI transcription)
Event and session metadata (titles, dates, locations, descriptions)
Speaker information (names, roles, bios)
AI-generated outputs (quotes, themes, action items, executive summaries, social media posts, reports)

2.3 Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, transcription minutes consumed, and timestamps of activity. This data helps us monitor usage quotas and improve the Service.

2.4 Technical Data

We collect browser type, device information, IP address, and cookies necessary for authentication (session token) and language preferences. We do not use third-party advertising or tracking cookies.

3. Uploaded Audio Confidentiality

Audio recordings are among the most sensitive data you entrust to us. We handle them as follows:

Secure upload: Audio files are uploaded directly to encrypted cloud storage via time-limited, pre-signed URLs. Files never pass through our application servers in transit.
Encryption at rest: Stored audio files are encrypted using server-side encryption (AES-256) in the cloud storage provider.
Access control: Only the account owner and explicitly authorised team members can access uploaded audio. No other users, accounts, or organisations can see or retrieve your files.
No third-party sharing: We do not share, sell, license, or provide access to your audio recordings to any third party, except the AI transcription provider for the sole purpose of generating a transcript (see Section 6).
User deletion: You may delete any session at any time, which removes the associated audio reference from our system. See Section 9 for retention details.

4. Transcript and Report Storage

Transcripts, AI-generated reports, quotes, themes, action items, executive summaries, and social media packs are stored in a secure, cloud-hosted database. Access to this data is governed by account ownership and team membership:

Account-scoped: All content is associated with the user account that created it. Only the account owner can view, edit, export, or delete their events, sessions, transcripts, and reports.
Team visibility: If you are a member of a team workspace, events created by other team members are visible to all members of that team. Team access is configured by the team administrator. You can leave a team at any time to revoke shared access.
Export capability: You can export any report as a Word (.docx) document at any time. Exported files are generated on demand and are not stored on our servers.

5. Team Access and Multi-User Workspaces

AI Rapporteur Assistant supports team workspaces for organisations where multiple people contribute to event reporting. Team access works as follows:

Invitation-based: Team members are added by email invitation. Only invited users can access team content.
Shared visibility: Team members can view events and sessions created by other members of the same team. This includes transcripts, reports, and speaker information.
Organisational control: The team creator manages membership. Members can be removed at any time, which immediately revokes their access to shared content.
Separate accounts: Each team member has their own account with their own credentials. Team membership does not grant access to another user's personal (non-team) events.

6. AI Processing and Data Handling

AI Rapporteur Assistant uses third-party AI language models to perform transcription, quote extraction, theme analysis, action item identification, executive summary generation, and social media post generation. Here is how your data is handled during AI processing:

Purpose-limited processing: Your content is sent to AI providers solely to generate the outputs you request (transcripts, reports, summaries). It is not used for any other purpose.
No model training: We do not use your audio, transcripts, or reports to train, fine-tune, or improve AI models. Your content is not included in any training dataset.
Transient processing: AI providers process your content on a per-request basis. Content is not retained by AI providers beyond the time needed to generate a response, in accordance with their data processing agreements.
Results stored locally: The AI-generated outputs (quotes, themes, summaries) are stored in our database under your account. The original prompt content is not stored separately after processing.

7. Responsible AI Use and Human Review

AI Rapporteur Assistant is a productivity tool that automates mechanical reporting tasks. It is not a substitute for professional judgment. We strongly recommend the following practices:

Review before publication: All AI-generated outputs — transcripts, quotes, summaries, action items, and social media posts — should be reviewed by a qualified person before publication or distribution.
Sensitive content: For meetings involving legal, policy, diplomatic, confidential, or commercially sensitive matters, human review is essential. AI-generated content may contain inaccuracies, misattributions, or omissions that require correction.
Speaker attribution: While the AI attempts to attribute quotes to the correct speaker, attribution accuracy depends on audio quality, speaker registration, and the clarity of speaker transitions. Always verify attributions before using quotes in official documents.
Not legal or medical advice: AI-generated outputs do not constitute legal, medical, financial, or professional advice. They are working drafts intended to accelerate documentation workflows.

8. Guidance for Sensitive Meetings

If you are documenting meetings that involve confidential, privileged, classified, or legally sensitive content, consider the following:

Ensure all participants are aware that the session is being recorded and that AI tools will be used to process the recording.
Review your organisation's internal policies on the use of AI tools for processing sensitive or classified information before uploading content.
Use the session deletion feature to remove recordings and transcripts after reports have been finalised and distributed.
For organisations subject to specific data residency requirements, contact us at [email protected] to discuss your requirements.

9. Data Retention and Deletion

We retain your data only as long as needed to provide the Service:

Active accounts: Your account data, events, sessions, transcripts, and reports are retained for as long as your account is active.
User-initiated deletion: You may delete individual events, sessions, transcripts, and speakers at any time through the application interface. Deletion is immediate and permanent.
Account deletion: Upon account deletion, all associated data — including events, sessions, transcripts, reports, speakers, team memberships, and usage records — will be permanently removed within 30 days.
Audio files: Audio file references are removed when you delete a session. Cloud storage cleanup follows the deletion schedule.
Usage logs: Anonymised usage metrics may be retained for service improvement and billing purposes after account deletion.

10. Data Sharing

We do not sell, rent, or license your personal information or content. We share data only with the following parties, and only to the extent necessary to operate the Service:

AI service providers — to process audio transcriptions and generate AI-powered reports (content is processed transiently, not stored or used for training)
Cloud infrastructure providers — for hosting, database, and file storage services (data is encrypted in transit and at rest)
Your team members — events and sessions are visible to members of your team workspace, as configured by you
Legal requirements — if required by law, regulation, court order, or legal process

11. Your Rights

Depending on your jurisdiction, you may have the right to:

Access, correct, or delete your personal data
Export your data (reports are downloadable as Word documents at any time)
Object to or restrict certain processing activities
Withdraw consent where processing is based on consent
Lodge a complaint with a supervisory authority

To exercise these rights, contact us at [email protected].

12. Cookies

We use only essential cookies: an authentication session token and a language preference cookie. We do not use third-party advertising, analytics, or tracking cookies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised “Last updated” date. If changes significantly affect how we handle your content, we will provide advance notice.

14. Contact Us

If you have questions about this Privacy Policy, your data, or our security practices, contact us at [email protected].

DigiTransact AI
digitransactai.com