Silmaril Privacy Policy

Last Updated: June 7, 2025

[Silmaril] (“Silmaril”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI meeting assistant, website, and related services (collectively, the “Service”).

Our guiding principle is to collect only the minimum information necessary to provide and improve our Service, and to be transparent about our practices. We never sell your data.

1. What This Policy Covers

This Privacy Policy covers our treatment of "Personal Data," which is any information that identifies or relates to a particular individual. This policy applies to our handling of Personal Data as the data controller (e.g., when you create an account) and as a data processor (e.g., when we process your meetings).

2. Information We Collect

We collect Personal Data from the following sources:

Category of Data	Examples of Data Collected	Purpose of Collection
Account & Contact Data	First and last name, email address, company name, password.	To create and manage your account, provide customer support, and communicate with you.
Payment Data	Payment card type, last 4 digits of card, billing address. (Processed by our third-party payment processor, e.g., Stripe).	To process subscription payments. We do not store your full payment card details.
Meeting & Content Data	Meeting recordings (audio/video), transcripts, summaries, action items, calendar event information.	To provide the core functionality of the Service.
Device & Web Analytics Data	IP address, browser type, device type, operating system, usage statistics, interaction with our website.	To operate, secure, and improve the Service and our website.

Important Note on Meeting & Content Data:

• Meeting Recordings: We process recordings from Meeting Platforms (Zoom, Google Meet, Teams) that you connect to Silmaril. The recordings are accessed only for the duration of processing and are NEVER stored on our systems. They are immediately and permanently deleted once the transcript and summary are generated.
• Transcripts and Summaries: These are stored to be accessible to you within your Silmaril account. You control this data and can delete it at any time.
• Limited Use Disclosure: Silmaril's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

3. How We Use Your Personal Data

We use your Personal Data for the following purposes:

• To Provide, Customize, and Improve the Service:
  • Creating and managing your account.
  • Connecting to your Meeting Platforms to access and process meeting content as you direct.
  • Generating transcripts, summaries, and action items.
  • Enabling you to push action items to connected Integrations upon your manual confirmation.
• For Security and Compliance:
  • To prevent, detect, and investigate security incidents.
  • To comply with our legal obligations and enforce our Terms of Service.
• To Communicate With You:
  • Sending you service-related announcements, updates, and administrative messages.
  • Responding to your questions and support requests.

We do not use your Customer Data (like meeting content, transcripts, or summaries) to train general-purpose AI models that serve other customers.

4. How We Share Your Personal Data

We only share your Personal Data with the following parties, and only when necessary. We will never sell your Personal Data.

• Service Providers: We use third-party vendors to help us operate our Service. These include cloud hosting providers, AI/transcription providers, payment processors, and analytics providers.
• Third-Party Integrations: When you manually confirm an action to be sent to an Integration (like Jira), we share the relevant information with that service on your behalf.
• Legal Obligations: We may disclose your information if required by law or to protect our rights and safety.
• Business Transfers: In the event of a merger or acquisition, your information may be transferred.

5. Data Security and Retention

5.1. Security. We implement appropriate technical and organizational security measures designed to protect your Personal Data from unauthorized access, use, or disclosure. However, no internet transmission is ever 100% secure.

5.2. Retention. We retain your Personal Data according to these principles:

• Meeting Recordings: Zero retention. Deleted immediately after processing.
• Transcripts, Summaries, and Action Items: Retained as long as your account is active. Deleted upon your request or account termination.
• Account Data: Retained for as long as your account is active and for a reasonable period thereafter as necessary to comply with our legal obligations.

6. Your Rights and Choices

You can access, update, or delete your data within the Service settings. You may also request complete deletion of your account by contacting us at support@silmaril.app.

7. Children's Privacy

Our Service is not directed to individuals under 18. We do not knowingly collect Personal Data from children.

8. Changes to This Privacy Policy

We may update this policy and will notify you of material changes by updating the "Last Updated" date and posting the new policy.

9. How to Contact Us

If you have any questions, please contact us at:

Silmaril
support@silmaril.app