Privacy Policy

Effective Date: January 2, 2025
Last Updated: January 10, 2025

Your privacy and security are fundamental to MinusOne. We have developed strict internal processes designed to maintain your data in a secure environment while providing you with powerful AI-powered meeting insights.

For purposes of this Privacy Policy, "Personal Data" means any information relating to an identified or identifiable natural person including name, identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, cultural or social identity of that natural person. "Services" means our AI-powered meeting insights platform accessible via app.minusone.io and any related applications, tools, and services we provide.

MinusOne is a platform that helps you prepare for meetings by providing AI-powered insights about your attendees. We collect and analyze publicly available data and calendar information to provide predictions and insights about meeting participants, helping you communicate more effectively.

Information We Collect

We collect and use the following information to provide, improve and protect our Services:

Account Information: We collect information such as your name, email address, company name, job title, phone number, and billing information when you create an account or subscribe to our Services.

Google Account Data: When you sign in with Google, we access:

  • Your Google account email address
  • Your Google account profile information (name and profile picture)

This information is used solely for authentication and account creation purposes.

Calendar Data: When you connect your Google Calendar, we access:

  • Calendar event titles and descriptions
  • Meeting start and end times
  • Attendee names and email addresses
  • Event locations

We use read-only access and do NOT modify, delete, or create calendar events. We do NOT access the content of your emails or any other Google services.

Device and Usage Information: We collect information from and about the devices you use to access our Services, including IP addresses, browser type and version, device identifiers, operating system, language preferences, referring URLs, and usage patterns within our platform.

Publicly Available Data: We collect and analyze publicly available information about meeting attendees from sources such as professional networking sites (e.g., LinkedIn), company websites, news articles, and other public databases to provide insights and recommendations.

Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to collect data about your interactions with our Services for analytics, functionality, and performance optimization purposes.

Google User Data Usage

Limited Use Disclosure

MinusOne's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Specific Google Data Usage

We access Google user data ONLY for the following purposes:

  • Authentication: Using your Google account to sign in to MinusOne
  • Calendar Access: Reading your calendar events to identify upcoming meetings and attendees
  • Meeting Preparation: Using attendee information from calendar events to generate personalized insights

What We Do NOT Do with Google Data

  • We do NOT sell, share, or transfer Google user data to third parties
  • We do NOT use Google data for advertising or marketing purposes
  • We do NOT access any Google services beyond Calendar (we don't access Gmail, Drive, etc.)
  • We do NOT retain raw calendar data beyond what's necessary for providing our service
  • We do NOT use Google data to train AI models

Third-Party Data Analysis

Certain aspects of our Services provide predictive insights about third parties who may be unaware that our platform is analyzing publicly available information about them. We take appropriate measures to protect such individuals' rights by:

  • Only utilizing information that has been made publicly available and for which there is no reasonable expectation of privacy
  • Storing only information necessary to provide our Services
  • Disclosing only our AI-generated insights and assumptions rather than raw personal data to our customers
  • Implementing data minimization principles in our processing activities

How We Use Your Information

We process your Personal Data for the following purposes based on the legal bases outlined in our Legal Basis section:

  • Service Provision: Provide, maintain, and improve our AI-powered meeting insights platform, including generating personalized attendee insights and meeting preparation materials.
  • Platform Enhancement: Develop new features, analyze usage patterns, and improve our AI algorithms and service functionality.
  • Communication: Send transactional messages including service updates, security alerts, support responses, and administrative communications.
  • Marketing: With your consent, send promotional communications about our services, features, newsletters, and relevant industry insights. You may opt out at any time.
  • Legal Compliance: Comply with applicable laws, regulations, and legal processes, including data protection obligations.
  • Security and Fraud Prevention: Protect against, identify, and prevent fraud, unauthorized access, and other illegal activities.

Legal Basis for Processing

Under the General Data Protection Regulation (GDPR), we process your Personal Data based on the following legal grounds:

  • Contract Performance: Processing necessary to perform our contract with you and provide the Services you've requested.
  • Legitimate Interests: Processing necessary for our legitimate business interests, including service improvement, security, fraud prevention, and direct marketing, provided your fundamental rights and freedoms do not override these interests.
  • Legal Obligation: Processing required to comply with legal or regulatory obligations.
  • Consent: For specific processing activities where we have obtained your explicit consent, such as marketing communications and non-essential cookies.

Data Sharing and Disclosure

We share your Personal Data only in the following circumstances:

Service Providers: We work with trusted service providers who assist in delivering our Services, including:

  • Hosting providers (EU-based)
  • Analytics services
  • Payment processors (Stripe)
  • AI services (OpenAI via CogCache for generating insights)
  • LinkedIn data providers (BrightData for public profile information)

These providers are contractually bound to protect your data and use it only for specified purposes.

Legal Requirements: We may disclose your information when required by law, to protect our legal rights, prevent fraud, ensure platform security, or respond to lawful requests from public authorities.

Business Transfers: In the event of a merger, acquisition, or sale of assets, your Personal Data may be transferred to the acquiring entity, subject to the same privacy protections.

Authorized Representatives: We may share information with individuals authorized to act on your behalf.

Important Note: We NEVER share Google user data with third parties except as necessary to provide our Services (e.g., displaying calendar information in our app) or as required by law.

International Data Transfers

We are committed to keeping your data within the European Economic Area (EEA). Our servers are located in the EU, and we prioritize EU-based service providers. For certain services (like AI processing), we may transfer data to providers outside the EEA with appropriate safeguards:

  • OpenAI (via CogCache proxy): For generating meeting insights
  • BrightData: For accessing public LinkedIn information
  • Stripe: For payment processing

All transfers are protected by Standard Contractual Clauses or other appropriate safeguards.

Data Retention

We retain Personal Data only for as long as necessary to fulfill the purposes for which it was collected, including:

  • Account Data: Retained for the duration of your account plus 7 years for legal and accounting purposes.
  • Google Calendar Data:
    • Active meeting data is retained until the meeting date has passed plus 30 days
    • Historical meeting insights are retained for 1 year for reference
    • Raw calendar data is processed in real-time and not stored permanently
  • Usage Data: Retained for up to 2 years for analytics and service improvement purposes.
  • Marketing Data: Retained until you withdraw consent or for 3 years from last engagement.

We regularly review our retention periods and may anonymize data for statistical purposes, which may be retained indefinitely.

Your Rights Under GDPR

As a data subject, you have the following rights regarding your Personal Data:

  • Access: Request a copy of the Personal Data we hold about you.
  • Rectification: Request correction of inaccurate or incomplete Personal Data.
  • Erasure: Request deletion of your Personal Data in certain circumstances.
  • Restriction: Request limitation of processing in specific situations.
  • Portability: Request transfer of your data to another service provider in a structured format.
  • Objection: Object to processing based on legitimate interests or for direct marketing purposes.
  • Withdraw Consent: Withdraw consent for processing activities that require consent.
  • Google Data Specific Rights: You can revoke MinusOne's access to your Google data at any time through your Google Account permissions page.

To exercise these rights, contact us at privacy@minusone.io. We will respond within one month and may request verification of your identity.

US State Privacy Law Compliance

For residents of US states with comprehensive privacy laws (including California, Virginia, Colorado, Connecticut, and others), you may have additional rights including:

  • Right to Know: Information about the categories of personal information we collect and how it's used.
  • Right to Delete: Request deletion of personal information we've collected about you.
  • Right to Opt-Out: Opt out of the sale or sharing of personal information for targeted advertising (Note: We do NOT sell personal information).
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
  • Right to Correct: Request correction of inaccurate personal information.

Cookies and Analytics

We use cookies and similar technologies for:

  • Essential Cookies: Necessary for platform functionality and security.
  • Analytics Cookies: To understand how you interact with our Services and improve performance.
  • Functional Cookies: To remember your preferences and enhance your experience.

You can manage cookie preferences through your browser settings. Disabling certain cookies may limit platform functionality.

Data Security

We implement appropriate technical and organizational measures to protect your Personal Data, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Regular security assessments and penetration testing
  • Access controls and employee training on data protection
  • Incident response procedures
  • Secure storage of OAuth tokens with encryption
  • Regular security audits of third-party integrations
  • Plans for ISO 27001 and SOC 2 certification in 2026

While we maintain robust security measures, no system is completely secure. We encourage you to use strong passwords and secure networks when accessing our Services.

Children's Privacy

Our Services are not intended for individuals under 16 years of age. We do not knowingly collect Personal Data from children under 16. If we become aware of such collection, we will delete the information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes through our platform, email, or other appropriate means. Your continued use of our Services after such notice constitutes acceptance of the updated policy.

Contact Information

Data Controller: MinusOne B.V.

Address: Jan van Galenstraat 624, 1061AZ, Amsterdam, The Netherlands

Email: privacy@minusone.io

Website: https://minusone.io

For privacy-related inquiries, complaints, or to exercise your rights, please contact us using the information above.

Supervisory Authority: If you believe we have not adequately addressed your privacy concerns, you may file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl or your local EU supervisory authority.