Privacy Policy

1. Who we are

Scoop is operated by Scoop (“we”, “us”) at www.scooprecorder.com. When a company (the “Customer”) creates a workspace and its team uses Scoop, the Customer decides which meetings are recorded and who is on the team. For the content of those meetings, the Customer is the data controller and we act as its processor. For account and billing information about our Customers, we are the controller.

Contact for privacy matters: privacy@scooprecorder.com.

2. What we collect

Account and workspace data

• Name, work email, and a password hash, or the email and name returned by Google or Microsoft if you sign in with them.
• Workspace details: company name, a short description of what your business does, team members with their roles and responsibilities, and projects. This is what Scoop uses to decide who should own each task.
• Settings such as recording policy, review mode, retention period, and notification channels (for example a Slack webhook URL).

Calendar data

• If you connect Google Calendar or Microsoft 365, we read upcoming events to find ones with a video-meeting link: title, start and end time, attendees, and the meeting link. Access is read-only; we never create, edit or delete events.
• OAuth tokens are encrypted at rest. Disconnecting a calendar deletes the tokens immediately.
• Google API Services Limited Use disclosure. Scoop’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. We do not use Google user data, including raw, aggregated or derived calendar data, to develop, train or improve any machine-learning or artificial-intelligence model, whether generalized or foundational, and we do not transfer or sell it to anyone for that purpose. Calendar data is never sent to our AI provider.

Meeting content

• When Scoop’s recording bot (“Rocky”) joins a Google Meet, Zoom or Microsoft Teams call, it captures the call’s audio and video and the platform’s captions, which become the transcript.
• From the transcript we generate a summary, decisions, tasks with owners and due dates, step-by-step guides, and answers to questions you ask about the meeting (“Ask Rocky”).
• When you record a phone call, Rocky joins through our phone provider, records the call audio, and a speech-to-text provider turns it into the transcript. We store your verified mobile number and the numbers you call.
• Transcripts you paste or upload manually are treated the same way, without a recording.

Billing data

• Plan, seat count, billing status, and recording hours used. Card numbers are entered directly with Stripe and never reach our servers; we store Stripe’s customer and subscription identifiers only.

Usage and technical data

• An activity log of actions taken in your workspace (who created, edited, approved or deleted what), server logs, and AI token counts per meeting so we can monitor cost and reliability.
• We use one strictly necessary cookie to keep you signed in.
• We use PostHog to understand how people use Scoop: which pages are visited and for how long, how far people get through setup, and recordings of sessions so we can find and fix confusing spots. Recordings never include what you type, and inside the app the text on the page (meeting titles, transcripts, summaries and tasks) is masked, so we see the layout and clicks but not the content. PostHog stores a cookie or local-storage identifier for this.
• On our public pages (the home page, sign-up and sign-in, pricing and checkout, and these policies) we use the Meta Pixel to measure our advertising. It may set cookies and tells Meta that a page was viewed. Inside the app it only reports two events, that an account was created and that a subscription was purchased (with its price), and never anything about your meetings, calls, tasks or transcripts. You can opt out of ad personalization in your Meta ad settings or with your browser’s tracking protection.

3. How we use it

• To record and transcribe the meetings you choose, and to produce summaries, tasks and guides from them.
• To route tasks to the right teammate based on the roles and responsibilities your workspace defines, and to notify them by email, Slack or Teams if you turn that on.
• To find upcoming meetings on connected calendars and, depending on your policy, ask before joining or join automatically.
• To run the service: authentication, billing, support, security, and abuse prevention.
• To improve Scoop. We do this with aggregate usage metrics. We do not use your meeting recordings, transcripts or summaries to train AI models, and our AI providers are contractually restricted from doing so with data we send them.

4. Recording consent

Laws on recording conversations vary and some require the consent of every participant. Scoop helps by having the bot appear as a named participant and, by default, posting a notice in the meeting chat when it joins that the call is being recorded and how to object. The Customer is responsible for turning recording on only where it is lawful and for obtaining any consent required from participants. Participants can ask the host to remove the bot at any time. On phone calls, Rocky tells everyone on the line that the call is being recorded before recording starts.

5. AI processing

Transcript text (not audio or video) is sent to our AI provider to produce summaries, tasks and answers. Requests are processed and returned; we do not permit the provider to retain your content beyond what is needed to serve the request and meet their legal obligations. AI output can be wrong. Every task links back to the exact moment in the recording so you can check the source, and workspaces can require an admin to review tasks before anyone is notified.

6. Who we share it with

We do not sell personal data. We share it only with the providers below, who process it under our instructions, and when required by law or to protect the rights and safety of users and the public.

Within your workspace, summaries, tasks and recordings are visible to the teammates your admins add. If your admins connect Slack or Microsoft Teams, meeting summaries and tasks are posted to the channel they chose.

7. Retention and deletion

• Recordings and transcripts are kept for the period your workspace admin sets. New workspaces default to 90 days. A nightly job deletes media older than that from our systems and from the recording provider. Admins can shorten, lengthen or remove the limit.
• Summaries, decisions and tasks are kept for as long as your workspace exists, because they are the work product your team relies on. Admins can delete individual meetings at any time, which removes everything derived from them.
• Calendar events are refreshed continuously; past events are pruned automatically.
• Account data is deleted when a workspace is deleted, except billing records we must keep for tax and accounting purposes (typically seven years) and logs kept briefly for security.
• Admins can export the entire workspace as JSON at any time from the audit log page.

8. Security

Data is encrypted in transit (TLS) and at rest by our hosting and database providers. Calendar tokens are additionally encrypted with a key held only by the application. Passwords are stored as salted hashes. Access to production systems is limited to the people who operate Scoop. No system is perfectly secure; if we learn of a breach affecting your data we will notify affected Customers without undue delay.

9. Your rights

Depending on where you live, you may have the right to access, correct, export, restrict or delete personal data about you, and to object to certain processing. Team members can edit their profile in the app; workspace admins can export or delete data for their workspace. For anything else, or if you appear in a meeting recorded by one of our Customers and want to exercise your rights, email privacy@scooprecorder.com. Where we act as a processor we will pass the request to the Customer and help them respond. You may also lodge a complaint with your local data protection authority.

10. International transfers

Scoop is hosted in the United States. If you use it from elsewhere, your data is transferred to and processed in the United States by us and the providers listed above. Where required, we rely on standard contractual clauses or an equivalent lawful mechanism for those transfers.

11. Children

Scoop is a business tool and is not directed to anyone under 16. We do not knowingly collect personal data from children; if you believe we have, contact us and we will delete it.

12. Changes

We will post any changes to this policy here and update the effective date. For material changes we will also notify workspace admins by email before they take effect.

13. Contact

Scoop · privacy@scooprecorder.com · support@scooprecorder.com. See also our Terms of Service.