Privacy

ClearMeet is made by ClearMakes (“we”). This page says, in plain words, what stays on your computer, what leaves it, and what we keep. Questions: contact@clearmakes.com.

What stays on your PC

• The sound of your meetings. Transcription happens on your computer; audio is never sent anywhere.
• Recordings of your screen and the call, if you turn recording on. Videos never leave the computer that recorded them.
• Files you add to Notes are read on your PC (pictures by Windows' own text reader).

What leaves your PC, and why

To write an answer or the notes, ClearMeet sends text to our server: the part of the conversation and of your notes that the answer needs, and your question. A screenshot you attach to a question is sent too, so the model can see it. The answer model is Google Gemini: our server passes this text to it, and Google processes this text under the Gemini API terms for our account. While a meeting is running, Google keeps a short-lived copy of the meeting so far so answers come faster; it's deleted when you press Stop, or expires soon after.

We don't keep the text we send for an answer. What your account keeps is below: the meetings, notes and chats the app saves. ClearMakes doesn't use your data to train AI models.

Your meetings in your account

So your meetings come back when you sign in on another computer, or after you reinstall, the app keeps a copy of what it saves in your ClearMeet account:

• Your saved meetings: title, time, the timeline of what was said, notes, summaries, action items and ticks, and the answers and chats about them.
• Your Notes: their names, texts and the files you added (documents up to 50 MB, 200 MB on Plus), with the words read from pictures, scans and recordings.
• Your General chats, and your app preferences (look, detail levels, what to answer).

Not your videos: a meeting brought back on another computer says which computer has its video. It's kept encrypted on our server in the European Union (Germany, at Contabo). ClearMakes staff look at it only to fix a problem you report, or when the law requires it.

• Paid plans: kept until you delete it.
• Free plan: the app shows meetings from the last 30 days. Older ones are hidden from the app but kept in your account until you delete them or your account, and they come back if you upgrade.
• When you delete a meeting, a note or a chat in the app, it's deleted from our server too, straight away, and from your other computers. Only a note that it was deleted stays, with no content, so your other computers delete it as well. Our nightly backups are kept for 7 days, so a deleted item is gone from them within a week.

What we keep

• Your account: your email, your name and, if you signed in with Google or Microsoft, your photo. If you sign in with a password, we keep only a one-way scrambled form of it (a hash), never the password itself.
• Your computers: the ones signed in to your account, with their name, Windows version, app version and when they were last used. An account can be on two at a time. Each computer is known by an id the app makes from Windows' own install number, scrambled one way (a hash) so it says nothing about you or your hardware and can't be matched with other apps. We use it to keep the Free plan fair: free meetings are counted per computer, and we notice when many accounts sign in on one computer.
• Summaries you share: when you press Share, the summary you chose is kept so anyone with its link can read it, until you delete your account. The link is long and random, and the page is hidden from search engines.
• Usage: how many meetings you start each month and how long they run, and for each answer or note, its size in model tokens and what it cost us. This drives your plan's limits.
• Billing: if you pay, your plan, its renewal date, and the payments Paddle tells us about. We never see your full card number.
• Invites: if you join through a friend's invite link, which link it was and when, and whether you paid for a plan. Your friend sees only how many people joined, never who. To check that nobody invites themselves, we compare the paying account, its email and its card (Paddle shows us only the card's last 4 digits, expiry and name, and we delete these once the check is done). An invite's record is deleted 2 years after it is settled. Your own invite link is kept with your account.
• Teams: if you're on a Team, the team's name, who is on it or invited (emails), and how many meeting hours each person used this month. The team's admin sees these; never what was said in anyone's meetings.
• Product counts: that an account signed up, started a meeting or changed plan, with the month and plan, under a scrambled id. Never your name, email or anything said in a meeting. It tells us how ClearMeet is doing.
• Error reports and feedback: when the app runs into a problem, what went wrong in the app (we leave out meeting content; switch this off in Settings, Privacy). Feedback you send from Settings is kept with your email, and reaches our team's email so we can reply.
• Server logs: our server notes the internet address (IP address) of each visit and request, to keep ClearMeet safe and find faults. These logs are kept for a short time, then deleted.

Who else is involved

• Paddle sells ClearMeet's paid plans to you as our reseller: it takes the payment, sends receipts and handles tax.
• Google (Gemini) writes the answers and notes from the text we send.
• ClearMakes' sign-in, with Google or Microsoft if you choose them, identifies you.
• Brevo sends the email when you sign in with a code, and a few emails about your account: a welcome, and when this month's meetings run out and come back. It also sends product news if you asked for it. Our news emails are sent from our own server in Germany, through Brevo.
• Contabo hosts our server, in the European Union (Germany). MongoDB Atlas hosts our database, in the United States.
• ImprovMX forwards email sent to our @clearmakes.com addresses to our team's inbox (Gmail, from Google).

The full list, with what each one handles and where, is on the subprocessors page.

Why we may use your data

• To give you ClearMeet (our contract with you): your account, answers and notes, saving your meetings, your plan.
• To keep it safe and working (our legitimate interest): server logs, error reports, limits that stop abuse, and keeping the Free plan fair (counting free meetings per computer).
• To send you product news, only if you said yes (your consent): new features and launches, at most twice a month. Every email has an unsubscribe link, and you can turn product news off in your account settings at any time. We count how many people open and click, but not who.
• Because you said yes (your consent), where we ask: for example, keeping your meetings in your account when you sign in. You can change your mind at any time.
• To see which pages and links bring people to ClearMeet, only if you accept cookies (your consent): see Cookies below.

Where your data goes

Our server is in the European Union (Germany) and our database is in the United States. Paddle, Brevo, Google, Microsoft, MongoDB Atlas and Contabo handle data in their own countries, under their standard contract terms for moving data between countries.

We don't sell your information, and we use no advertising cookies.

Cookies and Google Analytics

Sign-in and checkout use a few cookies they need. If you click Accept on this site's cookie banner, we also use Google Analytics to count visits and see which pages and links bring people here. Until you accept, Google Analytics sets no cookies. If you accept, we also keep the first link that brought you here (for example “LinkedIn”) in a cookie for 90 days.

If you accepted, then when you create a ClearMakes account or buy a plan, our server tells Google Analytics that it happened: which product, the plan and the price, and where you first came from, linked to Google Analytics' random number for your browser. Never your name or email. If you didn't accept, nothing is sent. The ClearMeet app itself has no analytics. Every cookie, and how to change your choice: Cookies.

Your choices

• Delete any meeting, note or chat in the app: it's deleted from our server too.
• Sign out of any computer from the app or your account page.
• Turn off the emails about your account on your account page, and error reports in the app's Settings.
• Download a copy of your data, sign out of every computer, or delete your account and everything in it, on your account page.
• Anything else about your data: write to contact@clearmakes.com and we'll answer within 30 days.

Your rights

You can ask to see your data, correct it, get a copy to take elsewhere, delete it, or object to how we use it. Do it on your account page or by writing to contact@clearmakes.com. You can also complain to the data protection authority where you live.

When you delete your account

Everything ClearMeet keeps for you goes: meetings, notes, chats, computers, usage, feedback and error reports. Two things stay: records of payments, for as long as tax law requires, and your ClearMakes sign-in, which other ClearMakes products use, until you delete it there.

Children

ClearMeet isn't meant for anyone under 16.

Changes

If this page changes, the date at the top changes too. For a big change, we'll tell you in the app.