Meeting ground rules

1. Tell the people in the meeting

Before you start, let everyone know that ExtraMind is listening and taking notes — for example: “I'm using an AI notetaker to keep a transcript and summary of this call. Is everyone okay with that?”

If anyone objects, end the meeting in ExtraMind and don't transcribe it.

2. Follow the law where you and they are

Recording and transcription laws differ by place. Some US states — including California, Florida, Illinois, Pennsylvania and Washington — require everyone's consent, and so do many countries. In the EU and UK, data-protection law (GDPR) also applies to what people say. Your employer or your clients may have their own policies.

You are responsible for having the consent the law and those policies require. When in doubt, ask everyone first — rule 1 covers it.

3. Don't use it where transcription isn't allowed

• Meetings where recording is prohibited — court proceedings, exams, or any call whose rules forbid it.
• Privileged or confidential conversations (legal, medical, HR) unless everyone has explicitly agreed.
• Capturing anyone secretly, or using transcripts to harass, intimidate or deceive anyone.

Avoid reading passwords, card numbers or other secrets aloud during a meeting — they would end up in the transcript.

4. What happens to your meeting

• Audio is never saved by ExtraMind. Your microphone and your computer's audio are sent in short pieces to be transcribed, and the audio is discarded.
• The transcript text and summary are saved with the meeting in your account, so you can re-summarize it, ask questions about it and export it. Only you, signed in to your account, can see them.
• AI processing: transcription, summaries and answers are produced by OpenAI through its API. Under OpenAI's API terms, this data is not used to train its models and may be kept by OpenAI for up to 30 days to detect abuse.
• We don't sell meeting data, share it with advertisers, or use it to train AI models.
• The privacy policy covers everything ExtraMind collects, who processes it and how to delete it.

5. Everything is deleted after 30 days

Every meeting — transcript and summary — is deleted automatically 30 days after it started. Each meeting shows its deletion date in the app. You can delete a meeting sooner at any time from its ⋯ menu, and it is deleted immediately.

Files you export are saved on your computer and are yours to manage. To delete all your meeting data at once, contact us.

6. Check what matters

Transcription and AI summaries can be wrong — a misheard word, a missed name, a task attributed to the wrong person. The count of how often your name came up and the list of tasks assigned to you depend on the transcript. Check anything important against the full transcript before you rely on it.

7. If the rules are broken

We may suspend Meeting Summary for accounts that use it to capture people without the consent the law requires, or that otherwise break these rules.