Draft Minutes Privacy Policy

This Policy covers Draft Minutes, our service for turning a recording of a public meeting into a draft set of minutes. Draft Minutes is operated by Local Minutes, L3C, a Vermont low-profit limited liability company. This Policy does not cover other websites or services you may reach through links.

• Account information: your email address, and a name if you provide one, so that you can sign in and so that a draft can carry a byline.
• What you provide: the meeting recordings, transcripts, agendas, and notes you upload, and the transcripts and minutes drafts produced from them.
• Payment information: if you pay for a meeting, your payment is processed by Stripe. We do not receive or store your full card details. We keep basic transaction records, such as amount and date.
• Basic usage and technical data: ordinary log and device information needed to operate and secure the Service.

We use your information only to provide and support the Service: to transcribe your recording, to generate and revise your draft, to let you review and export it, to keep your drafts available in your account, to take payment, to send you service-related email, and to keep the Service secure and working. We do not sell your information, and we do not use it for advertising.

We do not use your recordings, transcripts, or drafts to train AI or machine-learning models.

To run the Service we rely on a small number of third-party providers ("subprocessors"). Each processes your information only to perform its function for us:

• AssemblyAI provides speech-to-text transcription of your recording.
• Anthropic provides the language model that produces and revises your minutes draft from the transcript.
• Vercel provides hosting of the application, file storage for your uploaded recording, and the database that holds your account and drafts.
• Stripe processes payments.
• Resend sends service-related email, such as verification messages and replies.

We send your content to these providers only as needed to process your meeting, and we do not permit them to use your recordings, transcripts, or drafts to train their models.

You control your content. We keep your recording, transcript, and draft while your draft is active, so that you can reopen or re-run it. When you delete a draft, we delete its recording, transcript, and draft. When you delete your account, we delete your content. Copies may persist for a limited time in routine backups, and we may retain limited records where the law requires it, such as basic payment records.

You can ask us to delete your content or your account at any time by emailing hello@localminutes.org.

We do not sell or rent your information. We share it only with the subprocessors listed above to run the Service, when you ask us to, or if we are required to by law or in order to protect rights and safety.

We use reasonable technical and organizational measures to protect your information. We limit access to the small team that operates the Service, and only when access is needed to run it or to help you with something you have asked us about. No online service can be perfectly secure, but we take this seriously, especially for meeting recordings.

Draft Minutes is for the public record. Please do not upload recordings of properly closed executive sessions. If a recording contains one, remove that portion before uploading.

The Service is intended for adults acting in a municipal or organizational role. It is not directed to children.

We may update this Policy. If we make a material change, we will update the effective date above and, where appropriate, provide notice.

Questions about this Policy, or requests to access or delete your information, can be sent to hello@localminutes.org.