Privacy Policy

1. Who we are

The Service is operated by the Kuoro team (“Kuoro”, “we”, “us”). If you use Kuoro as a member of an organization, that organization is the controller of the meeting content you create with it, and we process that content on its behalf.

2. Information we collect

Account information (via Sign in with Google)

When you sign in, Google shares your basic profile with us: your name, email address, profile picture, and your Google account identifier. We use only these basic sign-in fields. We never receive your Google password, and we do not request access to your Gmail, Google Drive, or Google Meet content. Google Calendar is separate and optional — see the next paragraph.

Google Calendar (only if you connect it)

You may choose to connect your Google Calendar — from your Account page on the web or from the settings of the Kuoro app. Google then asks your permission for Kuoro to see, create, change and delete events on calendars you own (the calendar.events.owned permission). Kuoro uses it only for meetings scheduled in Kuoro:

• a meeting you schedule in Kuoro is added to your Google Calendar, Google sends your guests its invitation, and the changes and cancellations you make in Kuoro are applied to that event;
• a meeting you are invited to in Kuoro is kept in your Google Calendar: Kuoro looks up Google’s invitation for that one meeting, writes your Kuoro answer (accept, tentative or decline) into it, adds its own entry only when no Google invitation shows the meeting there, and takes the meeting out again when it is cancelled;
• Kuoro reads your guests’ answers to the events it created, so a meeting’s attendance is the same in Kuoro and in Google Calendar.

Kuoro does not read, list or keep any other event in your calendar. What it stores is the Google address you connected, an access token kept encrypted, the identifiers of the events it created or looks after, and the answers given to Kuoro meetings.

Meeting content you capture

When you start a capture, Kuoro processes:

• audio from the meeting (the microphone and the meeting/participant audio you choose to capture);
• the transcript produced from that audio, including timestamps;
• the display names of meeting participants as shown in the meeting;
• translations of transcript lines, when translation is enabled;
• an audio recording of the session, when recording is retained.

Content derived from your meetings

Features you invoke may generate additional content, such as meeting summaries, AI-assisted checks of statements you select, and tasks drafted from the transcript.

Background images you upload

If you upload your own image to use as a video background, we store that image on our servers, linked to your account, so that it is available to you on any device you sign in from. We re-encode the image when you upload it, which removes camera metadata such as location; we use it only to show your chosen background, and we do not analyse it, share it with anyone else, or use it to train models. You can delete a background image at any time from the app, which removes it from our servers, and your background images are deleted when your account is deleted.

Organization and workspace information

Organization name, membership, assigned roles, and the email addresses used to invite members.

Technical information

Session identifiers, attendance intervals (which meetings a member joined and when), access timestamps, and basic server logs needed to operate and secure the Service.

3. How we use information

• to provide live transcription, translation, subtitles, statement checking, summaries, and task features;
• to create and authenticate your account and keep you signed in;
• to control who may view a meeting’s transcript (only the organizer, permitted members, and people who attended the meeting);
• to operate, secure, debug, and improve the Service;
• to send you service and account communications, including member invitations.

We do not use your information for advertising, and we do not sell it.

4. How Google user data is used

Kuoro’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Your Google profile (name, email, picture, account id) is used solely to create and secure your Kuoro account and to display who is signed in. If you connect Google Calendar, its data is used solely to keep Kuoro meetings in your calendar as described in section 2. Google user data is not used for advertising, is not sold or transferred to third parties except as needed to run the Service, is never used to develop, improve or train artificial-intelligence or machine-learning models, is never sent to our AI providers, and is not read by humans except where you have given permission, for security, or as required by law.

5. The Kuoro Chrome extension

Kuoro publishes a Chrome extension that acts as a capture instrument beside a supported web meeting (Google Meet and Zoom Web). It is optional: the web app works without it. The extension does not transcribe, store, or analyse anything itself — it captures audio and sends it to your Kuoro workspace, which is the same processing described elsewhere in this policy.

What the extension accesses, and why

• Meeting tab audio (tabCapture) — captured only after you explicitly select Start transcription, and only from the meeting tab you chose. Capture stops when you select Stop, when the meeting ends, or when the tab closes.
• Your microphone — captured only while transcription is running, and only after you grant Chrome's microphone permission.
• The active tab (activeTab) — to identify which meeting tab you selected.
• Participant display names — read from the meeting page so transcript lines can be attributed to the right person.
• Your Kuoro sign-in cookie (cookies) — read for the Service’s own address (kuoro.com) only, to prove to your workspace that the capture is yours. The extension cannot and does not read cookies for any other site.
• Local settings (storage) — the configured workspace address and your capture preferences, kept on your own device.

The extension does not collect browsing history, passwords, payment information, form data, or the content of any page other than the supported meeting pages listed above. It does not read pages you visit outside those meetings, and it runs no analytics or advertising code of any kind. Audio is transmitted to your workspace over an encrypted connection and is never sold or shared with third parties for advertising.

Everything the extension sends is handled exactly as described in sections 2, 3 and 7 of this policy — the extension is a way to start a capture, not a separate service with its own data practices. Uninstalling it removes its local settings; meeting records already saved to your workspace are governed by section 8.

6. Service providers we share with

We share the minimum information necessary with trusted providers that process data on our behalf and under contract:

• Google — authentication (Sign in with Google) and, if you connect it, Google Calendar.
• Soniox — speech-to-text; meeting audio is sent to be transcribed.
• OpenAI — AI features (statement checking, summaries, task drafting); the relevant transcript text is sent when you use those features. Statement checking may involve automated web searches to find supporting sources.
• Email delivery provider — to send member invitations.
• Cloud hosting and content-delivery provider — to run the Service and store data.

We may also disclose information if required by law or to protect the rights, safety, and security of our users and the Service. This list may be updated as our providers change.

7. Where information is stored and how long we keep it

Meeting content, transcripts, recordings, and account data are stored on servers operated for the Service. We keep this information for as long as your account or organization remains active, or until you or your organization owner deletes it. Deleting a meeting removes its transcript, derived content, and recording; deleting a session removes the session and its records. Backups and logs are retained for a limited period and then removed. When you disconnect Google Calendar, Kuoro takes out the entries it added to your calendar and deletes the token it stored for you — and, unless another Kuoro account still uses that Google account, hands the permission back to Google. The meetings you scheduled, and Google’s own invitations, stay in your calendar.

8. Your choices and rights

• Access & export — you can read your transcripts in the app and download the attributed record as a .docx file.
• Delete — you can delete meetings you own; organization owners can remove members and their data.
• Background images — you can delete any background image you uploaded, at any time, from the app.
• Disconnect Google Calendar — at any time, from your Account page or the Kuoro app’s settings.
• Revoke Google access — you can disconnect Kuoro at any time from your Google account permissions.
• Requests — to access or delete your information, contact us using the details below.

9. Security

All traffic is encrypted in transit over HTTPS. Sessions use secure, HTTP-only cookies. Access to a meeting’s transcript is restricted to the organizer, permitted organization members, and people who attended that meeting. No method of transmission or storage is perfectly secure, but we work to protect your information.

10. Children

Kuoro is intended for use by organizations and is not directed to children under 16. We do not knowingly collect information from children.

11. Changes to this policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date above and, for significant changes, provide additional notice through the Service.

12. Contact us

Questions or requests about this policy or your information: support@kuoro.com.