This Privacy Policy explains how Todoki ("Todoki," "we," "us," or "our") handles personal information when you use our websites, applications, meeting intelligence services, and related features (collectively, the "Service"). By using the Service, you acknowledge the practices described below.
1. Information we collect
Account information
When you create an account or sign in with Google, we may receive your name, email address, profile image, account identifier, and authentication information. We store session and workspace membership information needed to operate your account.
Meeting and workspace content
We process information you or your workspace submit, including meeting links, titles, participants, transcripts, recordings or recording references, summaries, decisions, action items, comments, bookmarks, destinations, and execution results. Meeting content may contain personal information about participants and others.
Connected services
If you connect Google, Slack, or Linear, we receive authorization tokens, account identifiers, scopes, and metadata needed to provide the integration. When you approve an action, we send relevant content to the selected service, such as a Slack message, Gmail draft or message, or Linear issue. Google API data is used only to provide and improve user-facing integration features and is handled in accordance with the Google API Services User Data Policy, including its Limited Use requirements.
Meeting capture
If you dispatch a meeting notetaker, we provide Recall.ai with information needed to join and process the meeting, such as its URL, bot name, schedule, and session identifier. Recall.ai may process audio, video, participant, and transcript data on our behalf.
Technical information
We and our infrastructure providers may collect IP address, browser and device information, request and diagnostic logs, timestamps, cookie data, and Service usage. We use cookies and similar technologies necessary for authentication, security, and core functionality.
2. How we use information
We use personal information to:
- Provide, maintain, secure, and troubleshoot the Service.
- Authenticate users and manage accounts and workspaces.
- Capture and organize meetings, produce transcripts and insights, and support search.
- Connect integrations and execute actions that users review and approve.
- Communicate, respond to requests, detect abuse, comply with law, and improve performance.
We do not sell personal information. We do not use Google user data for advertising.
3. How we share information
We may share information:
- With service providers for hosting, databases, authentication, monitoring, infrastructure, and meeting capture, including Vercel, Google Cloud, managed PostgreSQL providers, and Recall.ai.
- With connected services such as Google, Slack, or Linear when you connect them or approve an action.
- Within your workspace according to member permissions.
- For legal and safety reasons to comply with law, protect rights and safety, investigate abuse, or enforce agreements.
- In a business transaction such as a merger, financing, acquisition, reorganization, or asset sale, subject to appropriate safeguards.
4. Retention and deletion
We retain information as needed to provide the Service, maintain legitimate business records, resolve disputes, enforce agreements, and meet legal obligations. Retention varies by data type and workspace configuration. Disconnecting an integration stops future access but may not delete content already created in Todoki or the connected service.
You may request access, correction, export, or deletion by emailing hello@todoki.org. We may need to verify your identity. Workspace administrators may also control workspace content. Some information may remain in backups or be retained where required by law.
5. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information. Integration credentials are encrypted at rest by the application, and production traffic should use HTTPS. No transmission or storage method is completely secure, so we cannot guarantee absolute security.
6. Your responsibilities and choices
You are responsible for providing required notices and obtaining all permissions or consents necessary before recording, transcribing, or uploading a meeting. Recording and consent laws differ by location. You can choose not to connect integrations, disconnect them from Todoki, and revoke access through the provider.
7. International processing and children
Information may be processed in countries other than where you live, including the United States, where privacy laws may differ. The Service is intended for business users and is not directed to children under 13. Contact us if you believe a child has provided information to the Service.
8. Changes and contact
We may update this Policy as the Service or law changes. We will post the revised version here and update the effective date. Questions or privacy requests may be sent to hello@todoki.org. For service questions, contact hello@todoki.org.