Huddix Privacy Policy

This policy applies to the Huddix website, desktop app, dashboard, APIs, meeting capture features, transcription, summarization, speaker recognition, memory, sharing, calendar features, billing flows, and related support services.

The controller for this processing is Kokila K, trading as Huddix, 4/75, Halatty, Naduhatty, Kadanadu Post, 643206, India. You can contact us about privacy at info@huddix.com. Huddix has not appointed a data protection officer.

Huddix accounts are individual. Only you can access your account and meeting data. No other user, administrator, or third party can access your data unless you explicitly share it or are required by law.

Private beta notice: Huddix is an evolving beta service. Do not use it to record, upload, or process sensitive, regulated, medical, legal, financial, HR, payment-card, government, classified, or confidential information.

We collect information in the following categories.

• Account and profile information: name, email address, authentication identifiers, account settings, preferences, timezone, settings, plan, and support history.
• Meeting content: meeting titles, dates, participants, source application, audio, transcripts, speaker labels, speaker names you assign, summaries, notes, action items, tags, questions, answers, translations, exports, share links, and feedback you provide on AI output.
• Memory and search information: extracted meeting memories, semantic search indexes, embeddings, cross-meeting context, and related metadata used to retrieve relevant past meeting context.
• Speaker and voice information: speaker profiles, contacts, self-speaker selections, voiceprint vectors or embeddings, and recognition metadata. Voiceprints help match speakers across meetings. They are not meant to recreate raw audio or identify people outside Huddix.
• Calendar and integration information: event titles, times, attendees, conferencing links, calendar IDs, provider tokens, and integration settings when you connect a Google, Microsoft, or other supported calendar account.
• Billing information: subscription plan, invoices, payment status, billing contact details, billing address, tax-related details, GST information if you provide it, refund status, chargeback or dispute details, and payment provider identifiers such as Razorpay order IDs, payment IDs, subscription IDs, invoice IDs, and limited payment method metadata. Full card numbers, CVV, UPI credentials, netbanking passwords, and wallet credentials are handled by the payment provider and are not stored by Huddix.
• Device, usage, and log information: IP address, browser and device information, desktop app version, operating system, source application detection, feature usage, error logs, diagnostics, security events, and approximate location derived from IP address.
• Communications: emails, support requests, survey responses, sales communications, and information you send to us directly.

We receive information from you, from the desktop app or web app as you use Huddix, from connected integrations you authorize, from team administrators, and from service providers that help us operate the service.

• Provide, maintain, and improve meeting capture, transcription, diarization, summaries, action items, memory, Ask AI, translation, search, exports, contacts, and sharing.
• Remember your choices, including speaker names, self-speaker selection, voice enrollment, calendar preferences, default consent settings, and account settings.
• Process connected calendar events so Huddix can detect meetings, prepare briefings, attach context, and organize notes.
• Operate billing, subscriptions, usage limits, customer support, refunds, tax records, payment reconciliation, service communications, security, abuse prevention, troubleshooting, analytics, and product reliability.
• Comply with legal obligations, enforce our terms, resolve disputes, and protect Huddix, users, meeting participants, and the public.

Huddix may use Razorpay and related payment infrastructure to process payments, subscriptions, invoices, refunds, settlements, chargebacks, and payment-related customer support. When you pay for Huddix, some information is provided directly to Razorpay or returned to Huddix from Razorpay so we can confirm payment, activate your plan, issue invoices, handle refunds, prevent fraud, and comply with legal and tax obligations.

• Payment checkout may collect your name, email address, phone number, billing address, payment method selection, card, UPI, wallet, netbanking, or other payment details directly through Razorpay or another payment provider.
• Huddix stores only the payment information needed to operate your account, such as plan, amount, currency, payment status, invoice status, subscription status, tax details, refund status, and payment provider identifiers.
• Huddix does not store full card numbers, CVV, UPI PINs, netbanking passwords, wallet credentials, or other sensitive payment authentication credentials.
• Razorpay and payment partners may process information under their own terms and privacy notices as independent payment processors or service providers, including for fraud prevention, payment authentication, regulatory compliance, settlements, disputes, and risk monitoring.
• If a payment fails, is refunded, is disputed, or is flagged for risk review, we may use related payment records and support messages to resolve the issue with you, Razorpay, banks, card networks, or other payment ecosystem participants.

Huddix uses automated systems and service providers to transcribe audio, identify speakers, generate summaries, translate content, extract memories, answer questions, classify action items, and retrieve relevant meeting context. Depending on the feature and configuration, this can include AssemblyAI for transcription, OpenAI or another configured embedding provider for embeddings, and an OpenAI-compatible configured model provider for summaries and Ask AI. We send the content needed for the requested feature; this can include audio, transcript text, prompts, meeting metadata, and selected prior-meeting context.

• We use your meeting content to provide the features you request and to maintain the service.
• We do not sell your meeting audio, transcripts, summaries, memories, embeddings, or voiceprints.
• We do not use customer meeting audio, transcripts, summaries, memories, embeddings, or voiceprints to train Huddix foundation models or third-party public models unless you give explicit permission.
• These features involve automated processing and may produce inaccurate results. They are not used to make decisions producing legal or similarly significant effects about you without human involvement.
• We may use de-identified, aggregated, or operational telemetry to understand reliability, latency, feature adoption, and quality, but we do not use it to expose meeting content to other customers.
• AI output can be incomplete or wrong. You are responsible for reviewing transcripts, summaries, action items, memories, and suggested answers before relying on them.

We share information only as needed to run Huddix, when you ask us to share it, or when required for legal and safety reasons.

• Service providers: hosting, storage, databases, transcription, AI processing, embeddings, authentication, calendar integrations, payment processors including Razorpay, billing, invoicing, tax, email, customer support, analytics, monitoring, security, and other infrastructure providers.
• User-directed sharing: share links, exports, copied summaries, integrations, and any other action where you choose to make meeting information available.
• Legal, security, and rights protection: we may disclose information to comply with law, respond to lawful requests, prevent fraud or abuse, investigate security issues, or protect rights, safety, and property.
• Business transfers: information may be transferred as part of a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality and continuity protections.

Huddix does not sell personal information and does not share meeting content for cross-context behavioral advertising. We do not run targeted advertising based on your private meeting transcripts, summaries, memories, or voiceprints.

We do not promise that all Huddix processing takes place in any one country or region. Data location depends on the production configuration of Huddix and the service providers used for a feature.

In particular, Huddix currently uses Cloudflare R2-compatible object storage for stored files, AssemblyAI for transcription, OpenAI or another configured provider for embeddings, an OpenAI-compatible configured provider for AI features, Razorpay for payments, and Google and Microsoft when you connect their calendar services. Those providers may process data outside Germany or the EEA depending on their service configuration and terms. Payment networks, banks, and calendar providers may also process data in other jurisdictions.

Where a transfer of personal data outside the EEA, UK, or Switzerland occurs, we will use a valid transfer mechanism required by applicable law, such as an adequacy decision or appropriate safeguards including the European Commission's Standard Contractual Clauses, and will provide information about the relevant safeguard on request where we are required to do so.

If you are in the EEA or UK, we process personal data to perform our contract with you (including account, meeting, transcription, AI, storage, sharing, and support features); to comply with legal obligations (including tax, accounting, and lawful requests); and for our legitimate interests in securing, operating, improving, and defending Huddix, where those interests are not overridden by your rights. We rely on consent where it is legally required, including for optional processing where we ask for it. You can withdraw that consent at any time without affecting processing already carried out.

Meetings often contain other people's voices and private information. These boundaries apply every time you use Huddix.

We keep personal information only as long as needed for the purposes described in this policy, for the settings you choose, and for legal, tax, accounting, security, backup, and dispute resolution obligations.

• Meeting records, transcripts, summaries, notes, action items, memories, speaker labels, and share links are kept until you delete them, your account is deleted, or a configured retention rule removes them.
• Audio may be processed locally, uploaded for cloud transcription, stored temporarily for processing, or retained with the meeting depending on your settings and plan.
• Voiceprint vectors, self-speaker selections, and speaker contacts are kept until you remove them, replace them, delete the related speaker contact, or delete your account.
• Calendar tokens and calendar-derived data are kept while the integration is connected and as needed to attach meetings to events. You can disconnect calendar access.
• Billing, invoice, Razorpay/payment provider identifiers, refund, tax, settlement, security, audit, dispute, chargeback, and abuse-prevention records may be retained longer when required or permitted by law.
• Deleted information may remain in backups, logs, or archival systems for a limited period before being overwritten or securely removed.

• Access, edit, rename, export, share, revoke sharing, and delete meetings, transcripts, summaries, notes, action items, tags, and related records from the dashboard where available.
• Correct speaker labels, mark which speaker is you, rename participants, merge or update speaker contacts, and remove speaker or voice enrollment information.
• Review and delete memories, disable or limit memory features, and control whether past meeting context is used for future summaries and answers where settings are available.
• Export account data, delete meetings, disconnect calendars, revoke integrations, manage notification preferences, and close your account.
• Request billing help, invoice correction, refund support, or payment-related data access by contacting support. Some payment records must be retained for legal, tax, accounting, dispute, chargeback, fraud-prevention, or payment network requirements.
• Contact us for access, correction, deletion, portability, objection, restriction, opt-out, appeal, or other privacy requests that cannot be completed in the product.

Depending on where you live, you may have rights to know or access personal information, receive a copy, correct it, delete it, restrict or object to processing, withdraw consent, opt out of certain sharing or targeted advertising, limit use of sensitive personal information, appeal a decision, and complain to a regulator.

For California residents, we do not sell personal information and do not share personal information for cross-context behavioral advertising. You may request access, deletion, correction, opt-out, limitation of sensitive personal information where applicable, and non-discrimination for exercising your rights.

For users in India, we process account, support, billing, and payment information to provide Huddix, process subscriptions, comply with applicable legal and tax obligations, prevent fraud, and respond to user requests. You may contact us to access, correct, update, or request deletion of personal information, subject to lawful retention requirements.

For people in the European Economic Area and United Kingdom, you can also complain to your local data protection authority. You may contact us first so that we can try to resolve your concern.

We may need to verify your identity and authority before fulfilling a request. We will not discriminate against you for exercising privacy rights.

We use technical, administrative, and organizational safeguards designed to protect personal information, including encryption in transit, access controls, authentication, least-privilege permissions, monitoring, database security controls, and operational review of sensitive systems.

No service can guarantee perfect security. You are responsible for protecting your account credentials, limiting share links to trusted recipients, keeping your devices secure, and promptly telling us about suspected unauthorized access.

Huddix is intended for business and professional use and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that a child's information was collected without required consent, we will take appropriate steps to delete it.

We may update this policy as Huddix, our providers, or legal requirements change. When changes are material, we will provide notice through the product, by email, or by another reasonable method. The effective date at the top shows when this policy was last updated.

For privacy requests or questions, contact info@huddix.com. For general support, contact info@huddix.com.

You can also reach us through the contact page.