Privacy
What we do with your meetings
This document is not finished: CVR number is still to be filled in.
The short version
You upload a meeting, or send a bot to one. We turn it into a transcript, a summary and a list of things somebody agreed to do. To do that the audio goes to a speech-to-text provider and the resulting text goes to a language model. That is the whole of it.
Everything is stored on a server in Germany. Nothing you record is used to train any model. Nobody outside your own account can see a meeting unless you deliberately share it. You can delete any meeting, and it takes the audio with it.
The rest of this page is the same thing said precisely, because you may need it to be.
Who we are
Noteret is operated by Fogito ApS, Inge Lehmanns Gade 10, 6., 8000 Århus, Denmark, company registration [CVR number]. We are the data controller for your account, and a processor acting on your instructions for the meetings you record.
For anything on this page, write to privacy@fogito.com, or telephone +45 70 70 70 19. A person reads it.
What we hold
| Category | What it is |
|---|---|
| Account | Your name, email address, a hash of your password, your settings, and which organisation you belong to. |
| Recordings | The audio or video you upload, or that a bot captures. Held as the file you gave us plus a compressed copy prepared for transcription. |
| Transcripts and notes | The transcript with timings and speaker labels, the summary, the action items, any highlights, and anything you have edited by hand. |
| People | Names and email addresses you record for the people in your meetings, and any linked from a connected calendar. |
| Voice profiles special category | A mathematical representation of how a person's voice sounds, used to suggest who is speaking in a later meeting. This is biometric data under Article 9. It is off unless your organisation switches it on, and it is never created silently. |
| Coaching | If you are on the Coach plan and ask for it: observations about how a conversation went, each anchored to a quote from your own transcript. |
| Calendar | If you connect one: upcoming event times, titles, joining links and attendee addresses, read-only. |
| Billing | Your plan, what you have used against it, and the identifiers Stripe gives us. We never see or store your card number. |
| Technical | Sign-in times, IP addresses on security-relevant actions, and error logs. Kept to investigate abuse and to keep the service working. |
A recording is whatever was said in the room. We do not choose what goes into it, which is why the controls for keeping things out of it — entity redaction, deleting a meeting, not sending a bot — are in your hands. So is the control for getting all of it back, or getting rid of all of it: both are a button in Settings → Your data.
Why, and on what basis
| What we do | Why we are allowed to |
|---|---|
| Run your account, transcribe your meetings, write your summaries | Contract. It is the service you signed up for. |
| Take payment, keep invoices | Contract, and legal obligation for the bookkeeping. |
| Keep security logs, rate-limit sign-in attempts, back things up | Legitimate interest in a service that is not trivially broken into or lost. |
| Create and use voice profiles | Explicit consent, given by switching speaker learning on. Withdraw it and existing profiles can be deleted in Settings. |
| Read a connected calendar | Consent, given at the point you connect it and withdrawn by disconnecting. |
| Send you a meeting-ready notice or a weekly digest | Legitimate interest for service messages, consent for the digest. Both are switchable, and every email carries an unsubscribe link. |
Who else sees it
These are every company that receives any part of your data, what they get, and what has to be true for them to get it. There is no other recipient. We do not sell data to anybody, for any purpose.
Runs the server the whole service lives on, and stores the nightly backups.
Receives Everything: recordings, transcripts, notes, account details.
Turns the recording into a transcript (the Scribe v2 model).
Receives The meeting audio, and any recognition hints you have saved.
Writes the summary, answers questions about a meeting, and produces coaching reports.
Receives The transcript text and speaker names. Never the audio.
Sends the recording bot into a Zoom, Teams or Meet call and returns the recording.
Receives The meeting audio and video, the joining link, and the bot's display name.
Only when you send a bot to a meeting.
Delivers our email: password resets, meeting-ready notices, shared reports.
Receives The recipient's address and the contents of the message.
Takes the payment and keeps the card on file.
Receives Your name, email address, billing address and payment details. We never see the card number.
Only on a paid plan.
Reads your calendar so meetings can be recognised and a bot scheduled.
Receives Read-only access to event times, titles, links and attendee addresses.
Only if you connect a Google calendar. Disconnecting deletes the tokens.
Reads your calendar so meetings can be recognised and a bot scheduled.
Receives Read-only access to event times, titles, links and attendee addresses.
Only if you connect an Outlook calendar. Disconnecting deletes the tokens.
Where a provider is outside the EU, the transfer rests on the European Commission's standard contractual clauses together with that provider's own data processing terms.
We will also hand over data if a court in a country whose law binds us orders it. If that ever happens and we are permitted to tell you, we will.
Where it lives, and how long
The service runs on a single server in Germany, operated by Hetzner. The database, the recordings and the generated files are all on it. Backups are taken nightly and pushed to separate storage, also in the EU and also Hetzner, over an encrypted connection and reachable only by one key held on the server. The backup files are themselves encrypted before they leave, so the storage provider holds nothing it can read, and neither would anybody who took a copy of it.
| What | How long |
|---|---|
| Recordings, transcripts, summaries and notes |
Until you delete the meeting, or close your account.
Deleting a meeting removes the audio file, the transcript, the summary, any clips cut from it and any coaching written about it. It is immediate and cannot be undone. |
| Voice profiles |
Off unless your organisation switches speaker learning on; then until deleted, or the retention window your organisation set.
These are biometric data. They are never created without the setting being on, they can be deleted one by one from Settings, and deleting one does not touch the meetings it was learned from. |
| Coaching reports and the history behind them | Until you delete them. Deleting your coaching history is a single action in Over time and removes every report, observation and goal. |
| Account, organisation and billing records | For as long as the account is open. Invoices are kept for five years after that, because Danish bookkeeping law requires it. |
| Security and audit logs |
90 days.
Sign-ins, failed sign-ins, deletions and administrative changes. Kept so a compromise can be investigated. |
| Web server access logs |
30 days.
Which addresses requested which pages. These contain IP addresses, so the window is deliberately short: long enough to investigate an incident, short enough to defend. Session cookies are stripped before anything is written. |
| Backups |
30 days for the database, 7 days for media.
Something you delete is gone from the live service at once, and gone from the last backup within 30 days. Backups are never used to restore something a customer deleted on purpose. |
Your rights, and where to use them
Under the GDPR you have the rights below. Most of them are a button in the product rather than a letter to us, and where that is true this says which one.
| Right | What it gets you | Where |
|---|---|---|
| See what we hold | A copy of your account, meetings, transcripts, notes and the people you have recorded. | Settings → Your data → Download my data. One archive, straight away. It lists inside what it leaves out. |
| Correct it | Fix your name, a speaker label, a transcript line or a summary. | Settings for your own details; the meeting page for anything in a meeting. Transcripts and summaries are editable in place. |
| Delete it | A single meeting, a voice profile, your coaching history, or the whole account. | The meeting page, Settings, and Over time. Closing the account entirely is Settings → Your data → Close this account, and it happens at once rather than within 30 days. |
| Take it elsewhere | Your transcripts and summaries in a machine-readable form. | Settings → Your data gives you everything at once, as text, Markdown and JSON. A single meeting downloads from its own page as Markdown, plain text, subtitles (SRT and VTT) and PDF. |
| Object, or ask us to stop | Object to a particular use, or ask us to restrict processing while a complaint is open. | Email us. We will not keep processing while we are working out whether you are right. |
| Withdraw consent | Where we asked for consent - voice profiles, calendar access, the digest - you can take it back, and it stops being used from then on. | Settings. Withdrawing does not undo what was lawful before it. |
| Complain | To us first, if you will. Then to Datatilsynet (the Danish Data Protection Agency). | datatilsynet.dk |
We answer within one month. There is no charge, and we will not ask you to explain why.
If we get it wrong you can complain to Datatilsynet (the Danish Data Protection Agency) — https://www.datatilsynet.dk.
Automated processing, and what it decides
Two models do the work. A speech model turns audio into text. A language model reads that text and writes the summary, the action items, the answers in Ask Noteret, and coaching if you have asked for it.
Neither makes a decision about you. Nothing here affects your access to anything, your employment, your credit, or any other legal or similarly significant matter. There is no profiling in the sense of Article 22.
Both models get things wrong. A transcript can mishear a word, a summary can attribute a commitment to the wrong person, and coaching is an observation about one conversation, not an assessment of a person. Everything is editable, and the transcript is there so you can check.
If speaker learning is on, matching a voice to a name is automated and it is a suggestion. It is shown to you as one, and it is applied only when somebody accepts it.
What we never do
Each of these is a property of how the system is built, not a policy somebody could quietly change their mind about.
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We do not train anything on your meetings.Your recordings and transcripts are not used to improve our models or anyone else's. They are processed to produce your output and nothing more.
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We do not infer emotion, mood or personality from a voice.Inferring emotions from biometric data in a workplace is prohibited in the EU under Article 5 of the AI Act, and has been since 2 February 2025. There is no field in our system such a judgement could be stored in.
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We do not score people, or compare them to each other.There is no overall rating, no percentile, no league table, and no query that reads one customer's meetings to say something about another's.
-
We do not enrol a voice without being switched on to do it.Speaker learning is off by default and is an organisation-level decision, not something that happens quietly on first upload.
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We do not sell data, and we do not advertise.There are no advertising cookies, no analytics sold on, and no data brokers.
Recording other people
This is the part that is about your obligations rather than ours, and it matters more than anything else on this page.
When you record a meeting, the other people in it have rights over that recording too, and you are the one who has to respect them. We cannot tell whether the person on the other end of a call agreed to be recorded. You can.
- Tell people they are being recorded, before you start. Several countries require it and everywhere else it is the decent thing.
- Have a basis for it. In most workplace settings that is consent or a legitimate interest you have actually thought about.
- Do not record what you should not be in. Medical, legal-privileged and other special-category conversations carry extra duties, and the product does nothing to lighten them.
- Pass requests on. If somebody in one of your meetings asks to be deleted, you can delete the meeting; if you need help, ask us.
The recording bot announces itself by name in the participant list, and cannot be made invisible. That is deliberate.
Security
- Everything travels over TLS. The site refuses plain HTTP.
- Passwords are stored as salted hashes, never in a form we could read.
- Calendar tokens are encrypted at rest with a key held outside the database.
- Shared links are unguessable, can carry a password, expire, and can be revoked at any time.
- Failed sign-ins are counted and throttled.
- Changing your password signs out every other session immediately.
- Backups are verified after they are written; a corrupt one is discarded rather than allowed to replace a good one.
- Backups are encrypted before they leave the server, so the copy held by our storage provider cannot be read by them or by anybody who reaches it.
If you find a security problem, write to privacy@fogito.com and we will take it seriously and answer you.
If a breach ever affects your data, we will tell the supervisory authority within 72 hours and tell you without undue delay where the risk to you is high.
Changes to this page
When something substantive changes we will bump the version, change the date at the top, and email you before it takes effect. Fixing a typo does not get an email.
Version 1.0 · 22 August 2026 · Terms of service