Meetopio — Privacy Policy
1. Who we are
Meetopio is operated by Roving Rock Pte. Ltd., a company incorporated in Singapore ("Meetopio," "we," "us"). For any privacy question or to exercise your rights, contact us at privacy@meetopio.com.
2. Our two roles — this matters
Meetopio handles personal data in two different capacities:
- As controller — for the personal data of our account holders (the people who sign up and use Meetopio): your name, email, login and billing information. We decide how that data is used, and this policy governs it.
- As processor — for the lead data our customers capture at events (the contacts, notes and recordings a customer's team collects). Here, our customer is the controller (the "data fiduciary" under India's DPDP Act) and is responsible for having a lawful basis to collect it and for informing the people they capture. We process that data only on the customer's instructions, under our Data Processing Agreement. If you were captured as a lead and want your data changed or deleted, please contact the organisation that captured you; we will assist them.
3. What we collect
Account & billing data (we are controller). Name, email address, password (stored hashed), user and workspace identifiers, plan and subscription status, and purchase history. Payments are processed by the app store or our payment processor — we do not receive or store your full card details, only a confirmation of the transaction.
Lead & event data (we are processor, on our customer's behalf). Depending on how the customer's team uses the app, this may include a lead's name, email, phone, job title, company and other business contact details; typed notes; photographs of business cards or badges; voice recordings; and the transcripts and summaries derived from them.
Voice recordings — handled with care. When a user records a conversation, the audio is used to produce a transcript and is deleted once the transcript is stored. A recording whose transcription fails is retained until it has been re-processed or erased, so the capture is not lost; it is never kept for any other purpose. We keep the transcript and the derived lead brief, not the recording.
Knowledge-base and exported files. Documents a workspace uploads to its knowledge base — product sheets, capability documents, pricing guides — together with the text extracted from them, which is what the AI uses to ground a follow-up draft in what the business actually offers. We also generate CSV exports of lead data at a user's request. Knowledge-base content is visible only inside the workspace that uploaded it.
Usage data. How the account interacts with the app measured against its plan allowance (for example, how many captures have been used), and basic technical information needed to run and secure the Service.
What we do not collect — in the mobile app. The Meetopio mobile app contains no advertising, no advertising identifiers, and no third-party analytics or tracking. It does not build advertising profiles and does not share data with advertisers. This applies to both the Android and iOS apps. We may use the account information described above to send you our own product communications if you have asked for them — see §8A. That is first-party contact from us about Meetopio, and it is not advertising, profiling, or sharing with anyone else.
Website analytics and advertising measurement. On our website (meetopio.com), we use analytics and advertising-measurement tools — currently Google Analytics, Meta Pixel, Google Ads and LinkedIn Insight Tag, and similar services — to understand how visitors find and use the site and to measure the performance of our advertising. These tools place cookies on your device and may collect your IP address, pages visited, referral source and similar browsing data. They activate only with your consent, which you give through the cookie banner on your first visit and can withdraw at any time (see our Cookie & Local Storage Notice). We do not use this data to build individual advertising profiles, and we do not sell personal data. The website analytics data is used only by Meetopio (Roving Rock Pte. Ltd.) to improve our marketing and our site.
4. How we use data, and our legal bases
We use personal data to: provide and operate the Service; transcribe recordings and generate lead briefs, qualification scores and draft follow-ups; manage accounts, subscriptions and support; secure the Service and prevent abuse; comply with law; and — using only aggregated, de-identified data — improve the Service and produce benchmarks (see §8). If you have opted in, we also use your account details, plan status and purchase history to send you product updates and suggestions about plans or features that may suit how your workspace is using the Service (§8A).
Where GDPR applies, our legal bases are: performance of a contract (to provide the Service), consent (in particular for recording conversations), legitimate interests (to secure and improve the Service, balanced against your rights), and legal obligation. Where Singapore PDPA and India's DPDP Act apply, we rely on consent and other lawful bases those laws permit. You can withdraw consent at any time (§9); this does not affect processing already carried out.
For our own product communications we rely on your consent, given by opting in when you create an account and withdrawable at any time (§8A). Where a jurisdiction permits such messages to an existing customer without consent, we rely on legitimate interests — our interest in telling customers about the service they already use, balanced against your right to opt out, which you can exercise from any message we send.
5. Automated analysis and human control
Meetopio uses automated processing to transcribe conversations and to generate lead briefs, a 0–100 qualification score, and draft follow-up messages. These are decision-support tools, not automated decisions with legal or similarly significant effect: a person on the customer's team reviews and must approve any follow-up before it is sent, and can override the score. If you would like to understand or contest an automated output about you, contact the organisation that captured you, or us at privacy@meetopio.com.
6. Recording and consent
Whether to record a conversation is the recording organisation's decision and responsibility, and recording law varies by country and venue. Our customers are contractually required to inform the people they capture and obtain any legally required consent, and the app reminds users to do so. If you believe you were recorded without appropriate notice, contact the organisation concerned or us, and we will help resolve it.
7. Who we share data with
We share personal data only as needed to run the Service, and never for advertising. Our service providers ("sub-processors") fall into these categories:
- Cloud hosting and database — to store and run the Service securely.
- AI language and speech processing — to transcribe recordings and generate briefs and drafts.
- Subscription management and payment processing — to handle purchases and billing.
- Transactional email — to send account and security emails (for example, password resets).
- Website analytics and advertising measurement — to understand how visitors find and use our marketing site and to measure advertising performance. These operate only on the website, not in the mobile app, and only with visitor consent.
- CRM delivery — only where a customer connects their own CRM account, to send the lead record there.
Each sub-processor is bound by a written contract to protect the data and use it only to provide its service to us. We do not publish the named list, but we will give it to you: email privacy@meetopio.com and we will send the current named sub-processors, what each one processes, the countries they process it in, and the transfer safeguards we rely on (§10). Business customers also receive the list as part of the Data Processing Agreement, and may object to a new sub-processor on reasonable data-protection grounds under that agreement. We may also disclose data where required by law, or to protect the rights, safety and security of our users and the Service.
8. Aggregated and anonymised data
We may create aggregated, de-identified data from use of the Service — data from which no individual or customer can be re-identified — to improve Meetopio and to produce industry benchmarks. Because this data is not personal data, we may use and share it (for example, in a benchmark report). We never use one customer's identifiable data to serve another customer.
8A. Marketing communications
When you create an account you can choose to receive product communications from us — feature updates, tips, and suggestions about plans. That choice is optional (the Service works exactly the same without it), separate from accepting our Terms, and unticked by default. We never pre-select it for you.
You can withdraw it at any time using the unsubscribe link in any such message. Unsubscribing is immediate and needs no account login.
We do not share your contact details with anyone else for their marketing. These messages come only from Meetopio (Roving Rock Pte. Ltd.) and are only about Meetopio.
Transactional messages are not marketing and continue regardless of this setting: password resets, security alerts, billing confirmations, workspace invitations, and notices about the Service you need in order to use it.
9. Your rights
Depending on where you are, you have rights to access your personal data, to correct it, to delete it, to withdraw consent, to object to or restrict certain processing, to data portability, and to complain to a regulator (for example, Singapore's PDPC, India's Data Protection Board, or your local EU/UK authority). Account holders can delete their account in-app (Settings) or at www.meetopio.com/account-deletion. To exercise any right, email privacy@meetopio.com; we will respond within the time your law requires. If you were captured as a lead, please also see §2.
10. International transfers
We operate from Singapore and may process data in other countries through our service providers. Where we transfer personal data across borders, we use appropriate safeguards required by applicable law (such as standard contractual clauses) and take steps to ensure a comparable level of protection.
11. Retention
We keep account data for as long as your account is active and as needed to provide the Service and meet legal obligations, then delete or anonymise it. We keep the lead and event data you capture only as long as it's needed to provide the Service and for legitimate business or legal reasons. You can set a retention period for your workspace — 18 months by default — to help manage how long data is kept. You can delete individual leads, contacts, or your entire account at any time, and we act on erasure requests you send us; deletion removes the data, its derived analysis, and any stored recordings.
Knowledge-base content is kept for as long as the workspace keeps it. Deleting a document removes its text and the search index built from it; deleting the workspace removes the documents with it.
One record is kept after you delete your account. When you accept our Terms and Privacy Policy we store a record of that acceptance: your Meetopio account identifier, which version of each document you accepted, when you accepted it, and whether you did so on the web or in the mobile app. If you later delete your account we redact the personal details from that record — the IP address and the browser or device description are erased — but we keep the identifier, the version numbers and the date. That record is the only evidence that the agreement was given, which is why it outlives the account. It is never used to contact you or to build a profile, it is not shared, and it cannot be edited or removed once written.
12. Security
We protect personal data with encryption in transit, strict access controls that isolate each customer's data, and other technical and organisational measures appropriate to the risk. No system is perfectly secure, but we work continuously to protect your information and will notify you and the relevant authorities of a data breach where the law requires.
13. Children
Meetopio is a business tool intended for people aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact us and we will delete it.
14. Changes to this policy
We may update this policy as the Service and the law evolve. We will post the updated version here with a new effective date and, for material changes, provide additional notice.
15. Contact
Roving Rock Pte. Ltd. — privacy@meetopio.com