1. Scope and data controller
This policy applies to the MeetAI service provided by NextIT, including the Android and iOS apps, web app, and related features. NextIT is responsible for the data processing described in this policy.
When an organization provides your MeetAI account, that organization may manage its workspace, members, and content under its agreement with NextIT.
2. Data we process
Depending on how you use MeetAI, the data we process may include:
- Account and contact data: your name, email address, authentication data, and information about your workspace or organization.
- Audio and meeting data: microphone data when you start recording, uploaded audio files, audio recordings, transcripts, translations, summaries, notes, speakers, participants, and meeting timestamps.
- Work content: projects, documents, text, images, attachments, presentations, and content you create or share in MeetAI.
- Technical data: IP address, device type, app version, error logs, network information, and data required to secure, diagnose, and operate the service.
- On-device data: login sessions, language and app preferences, cached data, and offline audio recordings that have not yet been uploaded or deleted.
3. How we use data
NextIT processes data to:
- create and manage accounts, authenticate users, and maintain login sessions;
- record audio, recognize speech, create transcripts, translate, summarize, and analyze meeting content at your request;
- manage projects, documents, members, sharing, and downloads;
- sync data between devices and send service-related notifications;
- protect accounts, prevent abuse, troubleshoot issues, and support users;
- meet legal obligations and improve MeetAI reliability and performance.
4. Microphone and audio data
MeetAI requests microphone permission to record audio when you actively start a meeting or recording session. The app does not use the microphone to record outside a recording session that you initiate.
In offline recording mode, an audio file may be stored locally on your device until you upload, process, or delete it. You can revoke microphone permission at any time in Android or iOS settings; features that require live audio capture will then be unavailable.
Your responsibility when recording: you must provide any required notice and obtain any necessary consent from participants before recording, uploading, or processing meeting content under applicable law.
5. Data sharing and processors
NextIT shares data or permits access only when necessary in the following situations:
- At your direction: with workspace members, participants, or link recipients you choose.
- To provide the service: with infrastructure, storage, speech recognition, translation, and AI providers configured by NextIT, only as needed to perform the feature you request.
- Support and operations: with authorized personnel or partners who are subject to confidentiality obligations and need access to resolve an issue or support request.
- Legal requirements: when necessary to comply with law, a valid request from a competent authority, or to protect the rights and safety of users and the service.
NextIT does not sell your personal data to third parties for advertising.
6. Data security
NextIT applies appropriate technical and organizational safeguards, including encrypted data transmission, access controls, and authorization, to reduce the risk of unauthorized access, alteration, disclosure, or loss. However, no storage or transmission method can guarantee absolute security.
You are responsible for protecting your login credentials, using trusted devices, and notifying NextIT if you suspect unauthorized access to your account.
7. Data retention and deletion
Data is retained while the relevant account, workspace, project, or meeting exists and for a reasonable period needed to provide and secure the service or meet legal obligations. Security logs and backups may be kept for a limited period before they are overwritten or deleted under operational retention cycles.
You or an administrator may delete content where MeetAI provides a delete function. Deleting shared content does not automatically remove copies that recipients lawfully downloaded before deletion.
Delete your account
You can delete your account directly in the app. If your account is already active, open the profile screen and choose "Delete account" (password confirmation required). If your account has not been activated yet, use the "Delete this account" link shown on the registration success message or the "account not enabled" sign-in error.
Deleting your account immediately disables sign-in with that email and password and frees the email for a new registration. NextIT retains information required to comply with law, resolve disputes, prevent fraud, or protect system security, and information needed to keep shared records such as project or meeting history accurate for other members.
8. Your rights and choices
Depending on applicable law, you may request access to, correction of, a copy of, restriction of processing of, or deletion of your personal data. You can also change microphone permissions, notification settings, and local device data.
Send requests to info@nextit.vn. NextIT may need to verify your identity and the scope of your authority before responding.
9. Children’s privacy
MeetAI is designed for organizations and users who are legally able to use the service. If you believe a child has provided personal data to MeetAI without valid consent, contact NextIT so we can review and address the matter.
10. Changes to this policy
NextIT may update this policy when features, data processing practices, or legal requirements change. The latest update date will appear at the top of this page. For material changes, NextIT may provide notice in the app or through an appropriate contact channel.
11. Contact us
For privacy questions, rights requests, or account deletion requests, contact:
NextIT
Email: info@nextit.vn
Website: nextit.vn