Privacy Policy for MinuteFlow

Effective date: August 31, 2026

Aurora Innovation ("Aurora Innovation," "we," "us," or "our") operates MinuteFlow, including its mobile application, website, and related services (collectively, the "Service"). This Privacy Policy explains what information we collect, how we use and disclose it, how long we retain it, and the choices available to you.

MinuteFlow is a recording, transcription, and AI-assisted note-taking service. Because recordings and transcripts may contain information about other people, please read this Policy carefully and obtain any permission required by law before recording, uploading, or sharing content.

1. Information We Collect

Account and profile information

When you create, link, or manage an account, we may receive an account identifier, name, email address, sign-in provider (such as Apple or Google), authentication and session information, account settings, language preferences, and subscription entitlement.

Microphone, source files, and record content

With your permission, MinuteFlow accesses the microphone so that you can make a recording. We also collect audio or video files that you import, source links that you submit (such as a YouTube link), and related metadata such as file name, format, size, duration, timestamps, and source type.

To provide the Service, we process the content associated with a record, including audio, transcript text, timestamps, identified or user-edited speaker labels, summaries, outlines, action items, titles, edits, templates, language and length preferences, AI chat prompts and responses, and export or sharing selections (collectively, "Record Content").

Usage, device, and diagnostics information

We collect information about how the Service is used, such as app launches, page views, button clicks, onboarding completion, task and processing states, feature use, export and sharing actions, settings actions, and subscription funnel events. We may also collect device and app information, operating system, app version, browser type, IP address, approximate region, network status, crash data, and stable diagnostic identifiers.

Diagnostic and analytics events are designed not to include audio, transcript text, summaries, AI chat content, email addresses, or raw error stacks that may contain Record Content.

Purchases and subscriptions

If you purchase a subscription or start a trial, we receive information from Apple App Store, Google Play, or another applicable store, such as product identifier, subscription or trial status, transaction identifier, price and currency, renewal, cancellation, refund, and entitlement status. We do not receive or store your full payment-card details.

Communications

If you contact us, submit feedback, or request support, we collect the information you provide, including your contact details, message, and any diagnostic information you choose to send.

2. How We Use Information

We use information to:

• create and secure your account, authenticate you, and keep your settings in sync;
• record or import content, upload and prepare files, transcribe speech, identify speakers, generate and regenerate summaries, support record-specific AI chat, save edits, and produce exports;
• display processing progress, recover failed tasks, preserve versions, and maintain access to previously generated records as described in the Service;
• provide free allowances, trials, subscriptions, purchase restoration, billing support, and entitlement management;
• operate, troubleshoot, secure, measure, and improve the Service;
• respond to support requests and send important service or policy notices; and
• comply with law, enforce our Terms of Service, and protect users, the public, and our rights.

Where applicable law requires a legal basis, we process information as necessary to perform our contract with you, based on your consent (including microphone access), for our legitimate interests in operating and securing the Service, and to comply with legal obligations. You may withdraw consent through device settings or by contacting us, but withdrawal does not affect processing already completed.

3. Microphone and Recording Permissions

MinuteFlow requests microphone access only when a feature needs it. You can deny or revoke microphone access in your device settings. If you do, direct recording will not work, but other features may remain available.

You are responsible for providing any notice and obtaining any consent required from meeting participants or other people whose voice, image, personal information, or confidential information is recorded, uploaded, transcribed, or shared. Laws about recording and consent vary by location.

4. Automated Transcription and AI Processing

MinuteFlow uses automated systems and third-party transcription, cloud, and AI service providers to perform functions such as audio preparation, speech-to-text transcription, speaker identification, summary and action-item generation, and answers in AI chat. Depending on the feature you request, those providers may receive audio, Record Content, prompts, settings, and the minimum technical metadata necessary to return the requested result.

Before personal information is sent to a third-party AI or transcription provider, the Service will present an appropriate disclosure and request your explicit permission where required. You can choose not to proceed, but the requested transcription or AI feature will not be available.

AI chat is intended to use the latest saved transcript and summary for the current record as its context. We do not provide Record Content to analytics or advertising providers. We do not use Record Content, or permit our service providers to use it, to train general-purpose AI models unless we first obtain your affirmative consent.

Automated results may be incomplete or inaccurate. You can review and edit transcripts, speaker labels, and summaries before relying on or sharing them.

5. When We Disclose Information

We require service providers that receive personal information from us to use it only for authorized purposes and to provide the same or an equivalent level of protection described in this Policy and required by applicable platform rules and law.

We may disclose information to:

• Service providers. Hosting, storage, content delivery, transcription, AI processing, authentication, customer support, security, and infrastructure providers that process information to operate the Service.
• Analytics and attribution providers. Product analytics providers such as ThinkingData and attribution providers such as Adjust may receive device, usage, attribution, and subscription-conversion information. They do not receive Record Content from us.
• Platform providers. Apple, Google, and other platform providers process sign-in, app distribution, purchases, subscriptions, refunds, and platform diagnostics under their own terms.
• People you choose. When you export, print, download, or share a summary, transcript, audio file, AI answer, or link, the selected content is disclosed to the recipient or application you choose. A recipient may retain a copy outside our control.
• Legal and safety recipients. We may disclose information when reasonably necessary to comply with law or legal process, respond to emergencies, investigate fraud or abuse, enforce our agreements, or protect rights and safety.
• Corporate transactions. Information may be disclosed in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate safeguards.

We do not sell Record Content. We do not use Record Content for targeted advertising. We may disclose limited device and attribution information to measure advertising campaigns; where applicable law treats that disclosure as a "sale" or "sharing," you may exercise the opt-out rights described below.

6. Data Retention and Deletion

We retain account information and saved Record Content while your account is active and as needed to provide the Service. More specific periods are:

• Temporary processing copies: intermediate audio, chunks, and processing artifacts are deleted or de-identified within 30 days after a task completes or finally fails, unless needed for security, support requested by you, or legal compliance.
• Deleted records: when you delete a recording or record, its audio, transcript, speaker data, summary, AI chat, edits, and links controlled by us are removed from active systems within 30 days. Residual encrypted backup copies are deleted through normal backup rotation within 90 days.
• Account deletion: after a verified account-deletion request, we disable the account and delete account data and all associated Record Content from active systems within 30 days. Residual encrypted backup copies are deleted within 90 days.
• Analytics and diagnostics: identifiable or pseudonymous product analytics and diagnostics are retained for no longer than 24 months and then deleted or aggregated.
• Transactions and legal records: subscription, transaction, tax, fraud-prevention, and legal records may be retained for up to seven years, or longer if required by applicable law.

We may retain limited information for longer when necessary to comply with law, resolve disputes, prevent abuse, or enforce agreements. Content already exported, downloaded, or shared to a third party cannot be deleted from the recipient's device or account by us.

7. Your Choices and Rights

Depending on your location, you may have the right to access, correct, obtain a copy of, delete, restrict, or object to processing of your personal information; withdraw consent; opt out of certain advertising-related disclosures; or appeal our response. You may also have the right to complain to a privacy regulator.

You can use the Service to edit or delete individual records, manage sharing, change language or summary preferences, manage or delete your account, and download or export selected content. Microphone, tracking, notifications, and similar permissions can be controlled in your device settings. Subscriptions must be managed through the store account used for purchase.

To make a privacy request, contact gformsapp@outlook.com. We may need to verify your identity and authority before completing a request. We will not discriminate against you for exercising a privacy right.

8. International Data Transfers

We and our service providers may process information in countries other than where you live. Privacy laws in those countries may differ. Where required, we use recognized safeguards for international transfers, such as contractual protections, adequacy decisions, or other lawful transfer mechanisms.

9. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls and encryption in transit where appropriate. No service can guarantee absolute security. Protect your account credentials, review content before sharing, and contact us promptly if you believe your account or Record Content has been accessed without authorization.

10. Children

The Service is not directed to children under 13, and users in the European Economic Area or United Kingdom must be at least 16 unless a lower age is permitted with valid parental consent under local law. We do not knowingly collect personal information from children in violation of these limits. If you believe a child has provided information improperly, contact us so we can investigate and delete it.

11. Third-Party Services and Links

The Service may connect to or contain links to third-party services, including YouTube, Apple, Google, and applications selected from a system share sheet. Their handling of information is governed by their own privacy policies and terms. This Policy does not cover information you submit directly to a third party.

12. Changes to This Policy

We may update this Policy as the Service or law changes. We will post the updated version and revise the effective date. If a change materially affects your rights or how we use Record Content, we will provide additional notice where required. Your continued use after the effective date is subject to the updated Policy.

13. Contact Us

Aurora Innovation is responsible for the processing described in this Policy. For questions, privacy requests, or complaints, contact us at gformsapp@outlook.com.