Privacy policy

1. Who is responsible

LYNORIQ operates the Service. Questions, requests and complaints about privacy go to support@lynoriq.com.

A LYNORIQ workspace belongs to the organisation that created it. For the content people add to a workspace — recordings, transcripts, emails, client records and notes — that organisation decides what is collected and why, and LYNORIQ processes it on the organisation's behalf and under its instructions. For account information, security logs and our own business records, LYNORIQ is responsible.

2. Information we collect

Account information

• Your name, email address, password (stored only as a one-way hash) or Google sign-in, workspace and role.
• Sign-in and session records: when you signed in, from which IP address and browser.

Workspace content

• Meeting recordings you upload, record in the browser or capture with LYNORIQ Capture, and their transcripts.
• What LYNORIQ produces from them: summaries, commitments, tasks, client facts, changes and follow-up drafts.
• Client and contact records, notes, documents and settings you or your colleagues add.

This content usually contains personal information about the people in your meetings and emails, including your clients. The organisation using LYNORIQ is responsible for telling them and, where the law requires it, getting their consent to be recorded.

Information from services you connect

Only when you choose to connect them, and only for the person who connected:

• Zoom — see section 4.
• Microsoft 365 — see section 5.
• HubSpot — the companies, contacts and deals you link to clients, and the meeting outcomes you choose to send.
• Zapier — the data the Zaps you set up send to or read from LYNORIQ.

LYNORIQ Capture (Mac app)

When a call starts, LYNORIQ Capture records the meeting app's sound and your microphone on your Mac, uploads the recording to your workspace when the call ends, and then deletes it from your Mac. It does not record voice notes, dictation or anything that isn't a call, and it shows a red dot while capturing.

Technical and usage information

• Logs of requests and errors (with IP address and browser), kept to run, secure and fix the Service.
• A count of new sign-ups sent from our server to a web-analytics service, without your name, email or LYNORIQ ID.

3. How we use information

• To provide the Service: transcribe meetings, produce summaries and client memory, sync the services you connect and send the emails you ask for.
• To keep the Service secure: authenticate users, isolate each workspace's data, detect abuse and investigate incidents.
• To support you and to communicate about your account and the Service.
• To understand, in aggregate, how the Service is used so we can improve it.
• To meet legal obligations.

We do not sell personal information, we do not use it for advertising, and we do not use your workspace content to train artificial-intelligence models.

Artificial intelligence

Transcription is done by a speech-to-text provider, and every request asks it not to use the audio to improve its models. Summaries, extraction and search use an AI language-model provider whose terms do not allow it to train its models on the data we send. Both process the data only to return results to LYNORIQ. AI output can be wrong, so LYNORIQ shows where each fact came from and asks you to confirm before anything is sent on your behalf.

4. Zoom

If you connect your Zoom account, LYNORIQ accesses:

• Your Zoom profile: account ID, user ID, name, email address and plan type — to route your recordings to your workspace and to tell you whether your plan can record to the cloud.
• Cloud recordings and transcripts of meetings you host and record to the Zoom cloud — to turn each one into a meeting in your LYNORIQ workspace.

LYNORIQ does not join your meetings, does not access meetings you don't host, and does not access recordings saved to your computer. Zoom shows everyone in a meeting that it is being recorded.

Zoom data is used only to provide the Service to you. The meetings created from it are stored with the rest of your workspace and follow its retention settings. The links and download tokens Zoom sends are kept only until the recording has been imported. Your Zoom access tokens are encrypted.

You can disconnect Zoom at any time in LYNORIQ (Settings → Integrations) or remove the app in Zoom (App Marketplace → Manage → Added Apps). When you remove the app in Zoom, LYNORIQ deletes the connection and its tokens, and — unless you chose to let LYNORIQ keep your data — the meetings created from your Zoom recordings.

5. Microsoft 365 (Outlook and Teams)

If you connect your Microsoft account, LYNORIQ reads your mail and calendar to bring client correspondence and upcoming meetings into client memory, and — if you turn Teams on and your organisation allows it — the transcripts of Teams meetings. LYNORIQ drafts, sends or schedules only when you ask it to and confirm each time. It acts only for the person who connected and sees only what that person can see. You can disconnect in LYNORIQ at any time, or revoke access in your Microsoft account.

6. Who we share information with

We share personal information only as needed to provide the Service, with service providers in these categories:

A list of these providers is available on request at support@lynoriq.com. They process data under their own data-processing terms and only to provide their service to LYNORIQ. Within a workspace, content is visible to its members according to the workspace's settings. We may also disclose information when the law requires it, to protect people's safety or our rights, or as part of a merger or sale of the business, in which case this policy continues to apply.

7. How long we keep information

• Meetings follow the workspace's retention setting, chosen by its administrators — from deleting them as soon as they are processed to keeping them until someone deletes them. New workspaces keep meetings for 90 days.
• Deleting a meeting deletes its recording, transcript and everything produced from it.
• Account information is kept while your account exists and deleted when you or your organisation ask us to delete it.
• Security logs are kept for a limited period and then deleted. Deleted data leaves our providers' backups as those backups expire.

8. Security

Data is encrypted in transit (HTTPS) and at rest. Tokens for the services you connect are additionally encrypted by LYNORIQ. Each workspace's data is isolated in the database, access is limited by role, and changes to sensitive settings are recorded in an audit log. No system is perfectly secure; if a breach affects your personal information, we will tell you and the authorities as the law requires.

9. Your rights and choices

Depending on where you live, you may have the right to:

• access the personal information we hold about you and get a copy of it;
• correct information that is wrong;
• delete your information or your account;
• object to or restrict certain processing, and withdraw consent where we rely on it;
• receive your information in a portable format;
• complain to a data-protection authority.

To use these rights, go to Settings → Security in LYNORIQ ("Request a copy of my data" or account deletion) or email support@lynoriq.com. We confirm requests by email and answer within 30 days. If your information is in a workspace run by your employer or another organisation, we may refer your request to them, since they control that content.

10. Children

The Service is for professional use and is not directed to anyone under 16. We do not knowingly collect information from children.

11. Changes to this policy

We will post any changes on this page and update the date above. If a change materially affects how we use your information, we will tell you in the app or by email before it takes effect.

12. Contact

Email support@lynoriq.com with any question about this policy or your information.