Privacy Policy

1. Introduction

This Privacy Policy explains how InteliDoc collects, uses, stores, and protects information when you use the InteliDoc AI Chrome Extension. The Extension is designed to help users record, transcribe, and summarize online meetings on platforms such as Google Meet, Zoom, Microsoft Teams, and Curogram.

By installing or using the Extension, you agree to the practices described in this Privacy Policy. If you do not agree, please uninstall the Extension and discontinue use.

This policy applies exclusively to data collected through the InteliDoc AI Chrome Extension. For data collected through our website or web platform, please refer to our main Privacy Policy.

2. What Data We Collect

The Extension collects the following categories of data, strictly only when you explicitly initiate a recording session:

• Meeting Audio: Audio captured from your active browser tab during a live meeting session on supported platforms (Google Meet, Zoom, Microsoft Teams, Curogram). Audio is captured only after you click the record button within the Extension. No audio is collected passively or without your direct action.
• Transcripts: Text transcriptions of spoken content derived from the captured audio. Transcripts are generated by our AI processing pipeline and represent a textual record of the meeting conversation.
• AI Summaries: Structured summaries, action items, or key points generated from transcripts by our AI models. These summaries are derived from transcript content and do not independently collect new data.
• Session Metadata: Limited technical metadata such as the meeting platform (e.g., Google Meet), approximate session duration, and timestamp. This metadata is used for service operation and does not include personally identifiable meeting content.
• User Preferences and Settings: Configuration preferences you set within the Extension (e.g., language preferences, auto-save settings) stored locally in your browser via Chrome's storage API.

We do not collect: browsing history, data from tabs unrelated to an active recording session, keystrokes, screen captures beyond the active meeting tab, or any data while the Extension is inactive.

When the Extension is inactive or idle — meaning no recording session has been started by you — it collects absolutely no data. Zero data collection occurs in the background at any time.

3. Why We Collect This Data

All data collected by the Extension is used exclusively for the following purposes:

• Transcription: To convert captured meeting audio into accurate text transcripts that you can review, search, and export.
• AI Summarization: To generate concise meeting summaries, highlight action items, and surface key discussion points using AI language models.
• Transcript Download and Export: To allow you to download your transcripts and summaries via the Extension's download feature.
• Service Improvement: Anonymized, aggregated usage patterns may be used to improve the accuracy and performance of our AI models and the overall Extension experience. This processing does not identify you individually.

We do not use your audio, transcripts, or meeting content for advertising, marketing profiling, or any purpose outside of delivering the features described above.

4. How Data Is Processed

Data processing within the Extension occurs as follows:

• Audio Capture (Local): The tabCapture and offscreen APIs are used entirely within your browser to capture and buffer meeting audio. This initial capture occurs locally on your device without transmitting data externally.
• Transcription via Secure Backend API: Captured audio is transmitted over an encrypted HTTPS connection to our secure backend API servers, where speech-to-text AI models convert it into transcript text. Audio data is not retained on our servers after transcription is complete.
• AI Summarization via Secure Backend API: Transcript text is sent to our backend AI pipeline, which uses large language models to generate structured summaries and action items. Transcripts processed for summarization are handled under strict data access controls.
• Results Returned to Extension: Transcripts and summaries are returned to your browser and displayed within the Extension interface. You retain full control over whether to save, download, or delete this output.

5. Chrome Extension Permissions

The Extension requests the following Chrome permissions. Each permission is used for a specific, limited purpose:

• tabCapture: Enables the Extension to capture audio from the active browser tab during a meeting session. This permission is activated only when you explicitly start a recording. It does not allow access to other tabs or background audio.
• storage: Allows the Extension to save your preferences, settings, and transcripts locally within your browser using Chrome's built-in storage. Data stored here remains on your device unless you choose to sync it.
• scripting & activeTab: Enables the Extension to interact with the active meeting page (e.g., detecting when a meeting is in progress, injecting controls into the meeting interface). This is limited strictly to the active tab and does not access other open tabs or browsing data.
• downloads: Allows the Extension to trigger file downloads so you can save transcripts and summaries directly to your device in your preferred format (e.g., PDF, TXT).
• offscreen: Enables background audio processing within an offscreen document (a Chrome extension mechanism). This is required to handle audio capture and buffering reliably without requiring a visible UI window. The offscreen document does not access any content outside of the meeting audio stream you have initiated.

No permission is used for purposes beyond what is described above. We do not use any permission to access your bookmarks, browsing history, passwords, or data from any tab outside an active recording session.

6. User Consent and Recording Control

Recording never starts automatically. Every recording session is initiated by you through an explicit action — clicking the visible "Start Recording" button within the Extension interface. The Extension will not capture, transmit, or process any audio unless and until you click that button. There is no automatic recording, no background recording, and no passive listening at any time.

You are solely responsible for obtaining the consent of all meeting participants before initiating a recording in your jurisdiction. Many jurisdictions require all-party consent for recording conversations. Please ensure you comply with applicable local laws and the platform's terms of service before recording.

You may stop a recording at any time by clicking the "Stop Recording" button. Any audio buffered at the time of stopping will be discarded or processed only up to the point you stopped.

7. Data Sharing and Third Parties

We do not sell your personal data under any circumstances. We do not sell, rent, or trade your personal data, meeting audio, or transcripts to any third party for any reason.

We may share data with the following categories of service providers strictly to operate the Extension:

• AI / Speech-to-Text Providers: Third-party AI model providers used to perform transcription and summarization. These providers operate under strict data processing agreements (DPAs) that explicitly require: (1) they do NOT store your audio or transcript data after processing is complete; (2) they do NOT use your data to train, fine-tune, or improve their AI models; and (3) they process your data solely to perform the specific transcription or summarization function you requested — for no other purpose.
• Cloud Infrastructure Providers: Hosting and compute providers that operate our backend API servers. These providers have no independent access to or rights over your data beyond providing infrastructure services.

We do not share data with advertisers, analytics companies (for ad targeting), data brokers, or any entity for commercial purposes unrelated to delivering the Extension's core functionality.

We may disclose data if required to do so by law, court order, or governmental authority, or to protect the rights, property, or safety of InteliDoc, our users, or the public.

8. Data Storage and Retention

• Local Storage: Transcripts, summaries, and user settings saved via Chrome's storage API are stored locally on your device. This data persists until you manually delete it through the Extension or uninstall the Extension.
• Server-Side Storage: If you are signed in to an InteliDoc account, transcripts and summaries may be saved to our secure servers to enable cross-device access. Server-side data is retained for as long as your account remains active or until you explicitly delete it.
• Audio Data: Raw audio recordings are not permanently stored on our servers. Audio is processed for transcription and then deleted from our backend infrastructure. We do not maintain an archive of your raw audio.
• Account Deletion: Upon account deletion, all server-side data associated with your account — including stored transcripts and summaries — is permanently deleted within 30 days.

9. Security

We implement industry-standard technical and organizational security measures to protect your data, including:

• Encryption in Transit: All data transmitted between the Extension and our backend APIs is encrypted using TLS (Transport Layer Security) — the same standard used by banks and financial institutions.
• Encryption at Rest: Data stored on our servers is encrypted at rest using AES-256 encryption.
• Access Controls: Access to user data on our servers is strictly limited to authorized personnel who require it to operate and maintain the service. All access is logged and auditable.
• Secure API Design: Our backend APIs use authenticated, token-based access. Requests from the Extension are validated to prevent unauthorized data access.

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We encourage users to use the Extension only on trusted networks.

10. Your Rights and Controls

You have the following rights with respect to your data:

• Stop Recording Anytime: You may stop any recording session at any moment by clicking "Stop Recording" within the Extension. No further data will be captured after you do so.
• Access Your Data: You may request a copy of your transcripts and summaries stored on our servers by contacting us at the email address below.
• Delete Your Data: You may delete individual transcripts or summaries from within the Extension or your InteliDoc account dashboard. You may also request complete deletion of all your server-side data by contacting us.
• Withdraw Consent: You may uninstall the Extension at any time, which will immediately cease all data collection. Locally stored data will be cleared upon uninstallation. Server-side data will be retained per our retention policy unless you request deletion.
• Correct Your Data: If any personal information we hold about you is inaccurate, you may request a correction by contacting us.
• Data Portability: You may request your transcript and summary data in a machine-readable format for portability purposes.

To exercise any of these rights, please contact us using the details in Section 13 below. We will respond to all verifiable requests within 30 days.

11. Children's Privacy

The InteliDoc AI Chrome Extension is not intended for use by individuals under the age of 13. We do not knowingly collect personal data from children under 13. If we become aware that a child under 13 has provided us with personal data, we will take immediate steps to delete it. If you believe a child under 13 has used the Extension and provided personal data, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you through the Extension or via email.

Your continued use of the Extension after any such update constitutes your acceptance of the revised Privacy Policy. We encourage you to review this page periodically.

13. Contact Us

For any questions, concerns, or data deletion requests regarding this Privacy Policy, please contact us directly:

• Email: support@intelidoc.ai
• Company: InteliDoc AI
• Website: https://www.intelidoc.ai

We will respond to all privacy-related inquiries and data requests within 30 days of receipt. You may also reach us through our contact form: