Privacy Policy.

Account information: When you create an account, we collect your name, email address, and password. If you sign up using a third-party service (such as Google or Microsoft), we receive your name, email address, and profile picture from that provider. The profile picture is optional: it is shown on your profile and beside your name to other members of your workspace, and the service works normally without one.

Meeting data: When you use Mavio to transcribe meetings, we process audio data to generate transcripts, summaries, and action items. Audio is processed in real time and is not stored after transcription unless you explicitly enable recording.

Usage data: We collect information about how you interact with our service, including features used, meeting frequency, device information, browser type, IP address, and general location (country/region level).

Payment information: When you subscribe to a paid plan, payment processing is handled by our third-party payment processor, Paddle, which acts as merchant of record. We do not receive or store your full card number.

Communications: If you contact our support team or respond to surveys, we collect the content of those communications.

Provide and maintain the Mavio service, including transcription, AI summaries, and meeting management features.

Process your transactions and manage your subscription.

Send you service-related notifications, such as confirmations, updates, security alerts, and support messages.

Improve and optimize our services through usage analytics and feedback.

Develop new features and products based on aggregated, anonymised usage patterns.

Detect, investigate, and prevent fraudulent transactions and other illegal activities.

Comply with legal obligations and enforce our Terms of Service.

If you connect a Google service to Mavio, this section governs what we do with the data that grant gives us. It is in addition to everything else in this policy, and where the two differ, this section wins. Connecting is always optional, always per-service, and never a condition of using Mavio.

Mavio's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The policy is published at https://developers.google.com/terms/api-services-user-data-policy.

Google Calendar (calendar.events.readonly): we read events from the calendars you select so Mavio can show your upcoming meetings and name each recording after the meeting it belongs to. This grant is read-only. Mavio cannot create, modify, or delete calendar events, and the application refuses those operations rather than attempting them.

Google Docs (documents): we create a new document containing your meeting notes, or append those notes to a document you nominate.

Google Drive (drive.file): we list a destination folder you choose, and upload images that Mavio embeds into a document it has just created, deleting those temporary files afterwards. This grant limits Mavio to files it created itself; it does not permit access to the rest of your Drive.

Google Chat (chat.spaces.readonly, chat.messages.create): we list the spaces available to you so you can pick one, and post meeting summaries to the spaces you pick. Mavio does not read the messages in those spaces.

Limited Use commitments: we use Google user data only to provide and improve the user-facing features described above; we do not transfer it except as necessary to provide those features, to comply with applicable law, or as part of a merger or acquisition after obtaining your explicit consent; we do not use it for advertising of any kind; and we do not allow humans to read it except with your explicit consent for specific items, where necessary for security purposes such as investigating abuse, to comply with applicable law, or where the data has been aggregated and anonymised for internal operations.

AI and machine learning: the use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. Mavio's features use AI models, including those of third-party AI service providers, and Google user data is sent to them only to provide the feature you are using. We do not use, transfer, or sell Google user data — raw, aggregated, anonymised, or derived — to create, train, or improve foundational or generalised AI or machine-learning models, whether ours or a third party's.

Withdrawing access: you can disconnect any Google service at any time from Settings → Integrations in Mavio, which revokes Mavio's token with Google. You can also revoke access directly at https://myaccount.google.com/permissions. On disconnection we revoke the stored token and delete the associated credentials.

We do not sell your personal data to third parties. We share your information only in the following circumstances:

Service providers: We work with trusted third-party providers who assist in operating our service (for example cloud hosting on AWS, payment processing via Paddle, and email delivery). These providers are contractually bound to protect your data and to process it only on our instructions.

AI processing — transcription: Meeting audio is transcribed by speech-to-text providers acting as our processors under data processing agreements, which bar them from using your audio for their own purposes, including training models. Transcription currently runs on Soniox, on our own models hosted with RunPod and Modal, and on Deepgram as a fallback. The recording itself is deleted once the transcript exists.

AI processing — summaries and Eva: Transcripts are summarised, and questions to Eva answered, by large language model providers on the same processor terms. These currently include OpenAI, Anthropic, Google, and Groq, depending on the model in use.

Which provider handles a given request can change as we tune capacity, quality, and cost. We update this page when the set of providers changes, and none of them are permitted to train on your data.

Legal requirements: We may disclose your information if required by law, subpoena, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction. We will notify you of any such change.

We retain your account information for as long as your account is active or as needed to provide you services.

Meeting transcripts and summaries are retained according to your plan. Free plans retain data for 30 days; Pro plans retain data indefinitely; Teams and Enterprise plans offer configurable retention policies.

If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or compliance purposes.

Anonymised, aggregated data may be retained indefinitely for analytics and product improvement purposes.

We implement industry-standard security measures to protect your data:

All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.

We follow industry-standard security frameworks and regularly review our controls against them.

Access to user data is restricted to authorised personnel on a need-to-know basis with multi-factor authentication.

We regularly review and test our security controls.

While we strive to protect your data, no method of transmission or storage is 100% secure. If you discover a security vulnerability, please report it to security@mavioapp.com.

Depending on your location, you may have the following rights regarding your personal data:

Right to access: Request a copy of the personal data we hold about you.

Right to rectification: Request correction of inaccurate personal data.

Right to erasure: Request deletion of your personal data ("right to be forgotten").

Right to portability: Request your data in a structured, machine-readable format.

Right to restrict processing: Request that we limit how we use your data.

Right to object: Object to processing of your data for certain purposes, including direct marketing.

Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

CCPA rights: California residents have the right to know what personal information is collected, request deletion, and opt out of the sale of personal information (we do not sell personal data).

To exercise any of these rights, contact us at privacy@mavioapp.com. We will respond within 30 days (or sooner as required by applicable law).

We use cookies and similar technologies for the following purposes:

Essential cookies: Required for the service to function properly (e.g., session management, authentication).

Analytics cookies: Help us understand how visitors use our website and service to improve the user experience. We use privacy-friendly analytics.

Preference cookies: Remember your settings and preferences (e.g., language, theme).

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of our service.

Mavio is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children under 16.

If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information promptly.

If you believe we have collected information from a child under 16, please contact us immediately at privacy@mavioapp.com.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

We will notify you of material changes by posting the updated policy on this page and updating the "Last Updated" date. For significant changes, we will also send a notification via email or in-app alert.

Your continued use of Mavio after any changes constitutes acceptance of the updated policy.

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Syntrigen Tech Private Limited

Email: privacy@mavioapp.com

Support: support@mavioapp.com

Website: https://mavioapp.com/contact

For data protection inquiries in the EU, you may also contact our Data Protection Officer at dpo@mavioapp.com.