PRIVACY POLICY

1. Information We Collect

1.1 Account information

When you create an account, we collect your name, email address, and authentication credentials. If you sign in with Google, Microsoft, Apple, or your organization’s single sign-on, that provider sends us your name and email address. If you purchase a paid plan, the payment processor or app store you pay through collects your payment information; we do not store full payment card numbers.

1.2 Meeting content

When you use our cloud apps (see Section 1.8), we collect:

• •Audio recordings captured on your device during meetings, recorded by the AI Assistant Bot if you turn it on, or contained in audio or video files you choose to upload;
• •Transcripts generated from those recordings;
• •AI-generated notes, summaries, action items, and follow-up drafts derived from your meetings;
• •Notes, highlights, and images you add to a meeting, such as a screenshot of a shared screen or a photo of a whiteboard;
• •Meeting metadata, such as meeting titles, dates and times, duration, and participant names and email addresses (for example, via calendar integrations you connect).

1.3 Voice dictation content

When you use AI Voice Keyboard, we process the audio you dictate and the resulting text so the text can be inserted into the application you are using. Dictation content is your content and is covered by the commitments in Sections 3 and 4 of this policy.

1.4 Voice recognition

Some Laxis apps can recognize a speaker’s voice so that transcripts are labeled with names. Voice recognition is off by default. If you turn it on and add a person’s voice, or name a speaker in a meeting, we store voice samples and the voice characteristics derived from them, and we use them only to label that person in your meetings. Voice characteristics may be treated as biometric information in some jurisdictions. You are responsible for having the consent of anyone whose voice you add. You can turn voice recognition off at any time in the app’s settings, and you can ask us to delete stored voice data at [email protected].

1.5 Integration data

When you connect third-party services (such as Google Calendar, Outlook, HubSpot, Salesforce, or Slack), we access only the data necessary to provide the features you enable — for example, upcoming meeting details or the CRM records you choose to sync.

1.6 Device and usage data

We collect device type, operating system, app version, and diagnostic logs to operate, secure, and improve the Services.

1.7 How recording works

How Laxis captures a conversation depends on the app you use and the option you choose:

• •On your own device. Our desktop and mobile apps record through your microphone. Desktop apps can also record the meeting audio playing on your computer, which includes what other participants say. No bot joins the call.
• •In your browser. Our web app and browser extension capture the meeting from within your browser.
• •AI Assistant Bot. If you turn it on, a Laxis bot joins the meeting as a participant and records it.
• •Upload. You can upload audio or video files you already have.

Some of these options show other participants that a notetaker is present, and some do not. Whichever you use, you are responsible for notifying meeting participants and obtaining any consents required by law before recording (see Section 7).

1.8 Cloud apps and on-device apps

Most Laxis apps are cloud apps. The app captures audio on your device and sends it to our servers, where it is transcribed, summarized, and stored in your account. Sections 1.2, 1.3, 4, and 5 describe how we handle that content.

Our on-device apps work differently. They transcribe and summarize on your device and store your recordings, transcripts, and notes only on your device. That content is not sent to Laxis, so we cannot access it, share it with subprocessors, or use it for any purpose, including AI model training. It stays on your device until you delete it or remove the app, and we cannot recover it for you. An on-device app may still send us the account information described in Section 1.1 and the device and usage data described in Section 1.6. If you choose to send content from an on-device app to a cloud feature or an integration, that content is handled as described for our cloud apps.

1.9 Our website

When you visit laxis.com, we and our analytics providers use cookies and similar technologies to measure traffic and understand how the site is used. When you submit a form on the site, for example to contact us or book a demo, we collect the information you enter, such as your name, email address, and phone number, and use it to respond to you.

2. How We Use Information

We use the information we collect to:

• •Provide, maintain, and operate the Services, including transcription, summarization, dictation, and AI assistance during and after meetings;
• •Sync notes, action items, and follow-ups to the integrations you connect, at your direction;
• •Provide customer support and communicate with you about the Services;
• •Protect the security and integrity of the Services and comply with legal obligations;
• •Improve our products using de-identified or aggregated data only. We do not use your meeting content or dictation content to train AI models except with your consent (see Section 3).

3. AI Model Training — Our Commitment

We do not use your meeting recordings, transcripts, notes, dictation content, or any other content you create with the Services to train AI or machine learning models without your consent.

Training on customer content is never a default and is never a condition of using the Services. Unless you affirmatively opt in to a specific program, your content is not used for training. If we offer any such program, participation will be optional and opt-in only, you may withdraw at any time, and declining or withdrawing will not affect your access to the Services.

The service providers who process content on our behalf do so to provide the Services to you, as described in Section 4.

This commitment is a core part of the Services, not a marketing promotion. If we ever proposed to change it, we would update this policy and notify you before the change took effect, and the change would not apply retroactively to content created before it.

4. How We Share Information

We share information only as follows:

• •Service providers (subprocessors). We engage subprocessors for functions such as cloud hosting, AI transcription and processing, and payments. They process information on our behalf under written contractual obligations. A current list of our subprocessors is available on request at [email protected].
• •Integrations you connect. When you enable an integration, we share the data that feature requires, at your direction.
• •Legal and safety. Where required by law, or to protect the rights, safety, and security of Laxis, our users, or others.
• •Business transfers. In connection with a merger, acquisition, or sale of assets, subject to the commitments in this policy.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

5. Data Retention and Deletion

We retain your meeting content and dictation content for as long as your account is active or as needed to provide the Services. You may delete individual recordings, transcripts, and notes at any time from within the app. When you delete content, or delete your account, we delete that content from our systems immediately, including from backups, except where retention is required by law. Account information is retained as needed for legal, tax, and accounting obligations. Content created with an on-device app is stored only on your device and is not retained by us (see Section 1.8).

6. Sharing Controls

Meetings are private to you until you share them. You decide who can see each meeting. In a workspace, administrators decide whether new meetings are shared with the workspace by default.

Some apps can also send a meeting summary to the meeting’s participants automatically. Where an app offers this, you control it in that app’s settings (for example, Settings → Notifications → “Auto-share meeting summary with meeting participants”), and summaries are shared with participants only in accordance with your setting. You can review and change this setting at any time; if you do not want summaries shared automatically, make sure the setting is off.

7. Recording Consent

Laws governing the recording of conversations vary by jurisdiction, and in many places you must notify participants or obtain their consent before recording. As the person using the Services, you are responsible for complying with the recording and consent laws that apply to your meetings. Laxis provides the tool; the decision to record, and the duty to notify participants, are yours.

8. Security

Laxis is SOC 2 Type I compliant. We use encryption in transit and at rest, and maintain administrative, technical, and physical safeguards designed to protect your information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Privacy Rights

9.1 Right to know, correct, delete, and opt out

Depending on your jurisdiction, you may have the right to request access to, correction of, or deletion of your personal information, to request a portable copy of it, and to opt out of the sale or sharing of your personal information (we do not sell or share it as those terms are defined). To exercise these rights, contact [email protected]. We will verify your identity before fulfilling your request and will respond within the time required by applicable law. We will not discriminate against you for exercising your privacy rights.

9.2 Users in the EEA, UK, and Switzerland

Where the GDPR or UK GDPR applies, Laxis is the controller of account and usage information and acts as a processor (or sub-processor) for meeting and dictation content you and your organization create. We process personal data on the lawful bases of performing our contract with you, our legitimate interests in operating and securing the Services, your consent where required, and compliance with legal obligations. A Data Processing Addendum is available for business customers. You have the rights described in Section 9.1 and the right to lodge a complaint with your supervisory authority.

9.3 CCPA categories of personal information collected

In the preceding 12 months we have not sold personal information in any of the categories above.

9.4 “Shine the Light” (California Civil Code § 1798.83)

California residents may request, once per year and free of charge, information about the categories of personal information we disclosed to third parties for their direct marketing purposes. Submit requests to [email protected].

10. Children

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us personal information, contact [email protected] and we will delete it.

11. Changes to This Policy

We may update this policy from time to time. When we make material changes, we will notify you via the Services or by email before the changes take effect, and we will update the “Last updated” date above.