1. Introduction and scope
Dutify Inc. ("Dutify," "we," "us," or "our") provides tools for meetings, collaboration and productivity. This policy explains the personal information we collect, how we use and share it, and the choices available to you.
It applies to dutify.ai, Dutify Hub, our desktop and mobile apps, our meeting bots and integrations, and other Dutify services that reference this policy. Features and the information they use vary by product and by the integrations you enable.
When we process information on behalf of an organization, its instructions and any applicable service or data-processing agreement also govern that processing. Your organization may have its own policies for the information it manages.
2. Information we collect
Account and support information
We process information used to create and maintain your account, including your name, email address, user and authentication-provider identifiers, sign-in credentials or authorization tokens, workspace memberships and preferences. If you use Google, Microsoft or another supported sign-in provider, we receive the profile and account information authorized through that sign-in. We also process information you include in support requests.
Meeting recordings and content
When you record a conversation, upload a file or arrange for a Dutify bot to join a meeting, we process the resulting content. This can include:
- Audio, participants' voices, and video or shared-screen content where the recording method supports it.
- Meeting titles, dates, times, duration, platform, meeting links, and participant or organizer names and email addresses supplied by the meeting platform, calendar or user.
- Transcripts, speaker labels, summaries, notes, action items, tags, recording previews and other outputs generated from the meeting.
- Your own notes, prompts, corrections and the workspace context used to process the meeting.
Recordings and transcripts may contain personal or sensitive information about you and other participants. Only record or upload content you are entitled to process, and provide participants with the notices and obtain the permissions required for your meeting.
Microphone and device access
The mobile app requests microphone permission to record in-person conversations you start. Where supported by the device, an active recording can continue while the app is in the background or the screen is locked. You can stop recording in the app and manage microphone permission in your device settings. Online meeting capture is handled separately by the meeting bot or another supported recording method.
Mobile recordings are initially stored on your phone. Uploading sends the recording and associated metadata to Dutify's servers for storage and processing. An interrupted upload may remain queued for retry. The app also stores sign-in tokens, preferences and information needed to manage your local recordings.
Connected calendars, integrations and workspace content
If you connect a calendar, we access and synchronize event information within the permissions you grant. This may include event titles, times, descriptions, meeting links, organizers and attendees. Calendar data and authorization tokens may be stored to show upcoming meetings, maintain the connection and arrange bot attendance according to your settings, including automatic attendance if enabled. Access is not limited to the instant you manually invite a bot.
Other integrations and Dutify products may process the tasks, documents, messages, files and related workspace information you make available to them. We use the relevant information to provide the features you request, including adding context to meeting notes and sending selected outputs to connected tools.
Billing and technical information
If you purchase a paid service, we and our payment providers process the information needed to manage your subscription, billing and transactions. Payment card details entered into a payment provider's checkout are handled by that provider.
We may process IP addresses, device and operating-system information, browser information, request timestamps, error logs, usage and processing metrics, and cookies or similar identifiers used by the website or sign-in flow. We use this information to operate the service, understand usage, manage plan limits, investigate errors and protect accounts.
3. How we use information and AI
We use the information described above to authenticate users, provide recordings and playback, transcribe speech, generate summaries and action items, support search and contextual assistance, synchronize connected services, manage subscriptions, provide support, and maintain the reliability and security of Dutify.
AI processing involves sending relevant content to processing services. Depending on the feature, audio may be sent to speech-to-text services, and transcripts, notes, prompts and relevant workspace content may be sent to AI model providers to generate the requested output. Processing can take place on Dutify-operated infrastructure and through external service providers; it is not necessarily performed on your device.
Dutify does not use your meeting recordings, transcripts or workspace content to train general-purpose AI models. We use that content to deliver the features you request. External processing providers handle requests under the terms and settings applicable to those services. AI processing does not mean that content is never retained: recordings, generated results and operational records are handled as described in the retention section below.
AI outputs may be inaccurate. Review generated content before relying on it or sharing it with others.
4. How information is shared
We do not sell your personal information. We disclose information in the following circumstances:
- Service providers: We use infrastructure, hosting, storage, authentication, speech transcription, AI inference, payment, monitoring and support providers to operate Dutify. Relevant information is supplied to them to perform those functions.
- Sharing and connected services: Information is made available to recipients and integrations according to the sharing actions, product permissions and settings that apply. For example, sending action items to a connected project tool transfers those items to that service. The receiving service's privacy practices also apply.
- Organization-managed information: Information managed in a workspace may be accessible to authorized members or administrators according to that product's permissions. Choosing workspace context for a personal meeting does not, by itself, make that meeting visible to every workspace member.
- Support, security and legal obligations: Authorized personnel may access information as needed to respond to support requests, investigate failures or abuse, protect the service, or meet applicable legal obligations and valid legal requests.
Disconnecting an integration stops future use of that connection, but does not automatically remove content already imported into Dutify or sent to another service.
5. Storage, retention and deletion
We retain account information, recordings, transcripts, generated outputs and associated metadata for as long as needed to provide the service, subject to applicable account, plan and workspace settings, deletion requests and legal obligations. Operational, security and billing records may need to be retained separately to investigate abuse, resolve disputes or comply with legal requirements.
Phone copies and cloud copies are separate. In the mobile app, automatic cleanup is set to 30 days by default for successfully uploaded local recordings. You can choose 7, 30 or 90 days, or keep them until you remove them. The period is measured from the confirmed upload; cleanup runs when the app is active and able to perform it. Pending or unsuccessful uploads are not removed by this automatic cleanup.
Removing a phone copy, changing local cleanup settings, signing out or uninstalling the app does not delete the uploaded recording or its transcript from Dutify's servers. Similarly, removing a cloud recording does not necessarily erase files you have already downloaded, exported or shared.
Use the deletion controls available in the relevant Dutify product, or request deletion of your account and associated personal data by emailing [email protected] with the subject "Dutify account and data deletion." Identify the account email and whether you want the whole account or particular content removed. Do not send your password or recording contents. We may need to verify your identity before acting on a request.
Deletion is subject to applicable legal retention obligations and the rights of other users or organizations in shared content. Information retained for those reasons is limited to the relevant purpose. Backup copies, where maintained, may remain until they are replaced or expire through the backup lifecycle.
6. Your choices and rights
You can choose whether to record, manage device permissions, connect or disconnect integrations, change available recording and local-storage settings, and control sharing through the options in the product. Revoking a device permission or disconnecting a provider does not itself delete information already collected.
Depending on your location, you may have rights to access, correct, delete or obtain a copy of your personal data, restrict or object to processing, or withdraw consent where processing relies on it. Contact [email protected] to exercise these rights or ask about our handling of your data. If an organization controls the information, we may direct your request to that organization or assist it in responding. You may also have the right to complain to your local data-protection authority.
7. Security and international processing
We use safeguards intended to protect information, including authenticated access and encrypted network connections for service communications. No storage or transmission system is completely secure. Cloud transcription and AI features require content to be accessible to the services performing that processing; they are not a claim of end-to-end encrypted processing.
Dutify is a United States company, and we and our service providers may process information in the United States and other countries. Where applicable law requires safeguards for international transfers, the relevant transfer requirements apply to that processing.
8. Children
Dutify is intended for professional and organizational use and is not directed at children. We do not knowingly collect personal information from children under 13, or the applicable minimum age in their jurisdiction. Contact us if you believe a child has provided personal information so that we can investigate and address it.
9. Policy updates
We may update this policy as our services and data practices change. We will publish the updated version on this page with its revision date and provide additional notice or obtain consent where required.
10. Contact
For privacy questions, access or deletion requests, contact:
Dutify Inc.
1111B S Governors Ave STE 7881
[email protected]