AiGenda Privacy Policy

Version of 16 October 2026. Effective from the date of publication at https://aigenda.tech/en/policy. This Privacy Policy is the English version of the Russian «Политика обработки персональных данных». If the versions differ, the Russian version prevails.

1. Who we are and what this Privacy Policy covers

1.1. AiGenda LLC (ООО «Айдженда», OGRN 1247800111041, INN 7810967166, address: 196240, Russia, Saint Petersburg, Pulkovskoe shosse 9, bldg. 4, lit. A, e-mail: info@aigenda.tech; "we", "us") operates AiGenda, a service that turns meeting recordings into transcripts and meeting notes. We process personal data under Russian law, primarily Federal Law No. 152-FZ "On Personal Data" of 27 July 2006 (the "Law"). We have adopted this Privacy Policy under Article 18.1(1)(2) of the Law and publish it under Article 18.1(2) of the Law.

1.2. This Privacy Policy covers all channels of the Service: the website https://aigenda.tech/en, other pages and subdomains of aigenda.tech, including the web app https://personal.aigenda.tech/en and the blog https://blog.aigenda.tech; the API at https://api.aigenda.tech; the Telegram bot @AigendaBot; the AiGenda Recorder browser extension (the "Extension"); the AiGenda meeting bot (the "Bot"); and connections of your Google and Yandex accounts to the Service ("Integrations").

1.3. Capitalised terms have the meanings given in the AiGenda Terms of Service (https://aigenda.tech/en/terms, the "Terms"). In particular, "Materials" means Recordings, Results, meeting titles, participants' names and other data you add to a Workspace. Other terms have the meanings given in the Law.

2. Our role

2.1. For the data of Users and website visitors, we determine the purposes and means of processing (we are the operator under the Law).

2.2. If you process personal data as an operator (a company, a sole entrepreneur, or an individual recording meetings for purposes other than personal or household ones), we process the personal data of Meeting Participants and other people contained in your Materials on your instructions (Article 6(3) of the Law) and on the terms of the Data Processing Instruction (https://aigenda.tech/en/dpa). You are responsible for ensuring a legal basis for processing that data. Materials in a Team Workspace owned by a company or sole entrepreneur are controlled by the owner (Section 3.6 of the Terms).

2.3. If you are an individual recording meetings for personal or household purposes, we process the data of Meeting Participants in your Materials as the operator, based on your legitimate interest in keeping and transcribing a conversation you took part in (Article 6(1)(7) of the Law). We receive this data from you and use it only to provide the Service to you. You notify the Meeting Participants (Section 4.1 of the Terms) and decide which Materials to keep or delete.

3. What we process, why, on what basis and for how long

3.1. For all purposes, we process data by automated means: we collect, record, organise, accumulate, store, update, retrieve, use, transfer (provide, give access to), anonymise, block, delete and destroy it. The data listed above does not fall within the special categories of personal data. We do not review the content of Recordings; the User who recorded or uploaded the information is responsible for having a legal basis to process it (Section 4.3 of the Terms).

3.2. Website visitors and Users give consent for purposes 6 and 7 separately for each purpose (https://aigenda.tech/en/consent/analytics, https://aigenda.tech/en/consent/news) and may withdraw it at any time. The Service is fully functional without this consent.

3.3. After the Terms end for any reason, including when an Account has had no sign-ins and no payments for 12 months (Section 10.3(c) of the Terms), we destroy the Account and its Materials within 30 days, except data processed for purposes 4 and 8. Backups are overwritten on schedule, no later than 30 days after the data is destroyed in primary storage; until then, we use them only to recover from failures. Destruction means deletion from databases and file storage with no possibility of recovery; we document the destruction as required by Roskomnadzor Order No. 179 of 28 October 2022.

4. How we use data

4.1. We do not sell personal data or Materials, do not transfer them to advertising platforms, data brokers or information resellers, and do not use them for advertising or to assess creditworthiness. Analytics counters (Section 6.1(e)) receive only purpose 6 data and only with your consent.

4.2. We do not use Materials, Extension data or Integration data, or anything derived from them, to develop, train, fine-tune or improve machine learning or artificial intelligence models, and we do not allow our processors (Section 6.1(a)) to do so.

4.3. Our staff view the content of Materials and Integration data only:

a) with your explicit consent to view specific Materials or Integration data, for example in a support request; we keep a record of that consent (purpose 8);

b) where necessary to investigate a security incident, failure or abuse, and then only the staff conducting the investigation and only the Materials concerned;

c) where required by law.

5. Service channels

5.1. Website, blog and web app

We set the cookies needed for sign-in and settings (such as the interface language) without consent; they serve purposes 1 and 5. Analytics counters (Yandex Metrica and Top.Mail.Ru) load only after you give consent. You can change your choice using the "Cookie settings" link on the website and blog pages where the counters run, and you can delete or block cookies in your browser.

5.2. Telegram bot

The Telegram bot receives your Telegram ID, username, profile name and everything you send to it, and returns Results to the same chat. Messages and files pass through Telegram, which processes them under its own rules.

5.3. AiGenda Recorder browser extension

• The Extension records audio from the meeting tab and your microphone only after you start it by clicking the Extension icon and then the record button, by using the keyboard shortcut or by selecting the context menu item. The Extension records only that tab.
• When recording starts, the Extension asks you to notify the Meeting Participants. Until you click "Everyone has been notified", the recording stays only on your device, in browser storage, and nothing is sent to our servers. We have no access to it.
• After you confirm, the Extension uploads the Recording and its title (platform, meeting title taken from the tab title and the page, start date and time) to the Service.
• To sign you in, the Extension accepts your e-mail and password and sends them once to the Service to obtain sign-in tokens; it does not store the password. If you are already signed in at https://personal.aigenda.tech/en, the Extension takes the sign-in tokens and the selected Workspace from that site's storage and reads no other data there.
• The Extension stores the following only on your device: sign-in tokens; your User ID, e-mail, name, plan, remaining Minutes and Workspaces; settings, including the selected microphone (device ID and name); the meeting tab URL without query parameters; audio levels for the recording indicators; titles and statuses of the last 20 Recordings. An unsent recording stays on your device until you send or delete it; the Extension deletes a sent Recording from the device as soon as the Service accepts it.
• To detect whether your microphone is muted in the meeting, the Extension reads interface elements of the meeting page and, on SaluteJazz, also the labels in the participant list; it does not store or send other participants' names.
• The Extension sends data only to us: to the API at https://api.aigenda.tech and to the Yandex Object Storage file storage that we use under Section 6.1(a).
• The Extension does not collect analytics or telemetry and does not read your browsing history, cookies, other tabs or the meeting chat.
• You can delete a recording before upload using the "Decline recording" or "Delete" button. Signing out of the Extension deletes the tokens and Account data; removing the Extension from the browser deletes all its data.
• AiGenda's use and transfer of information received by the AiGenda Recorder extension, including through Chrome APIs, will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

5.4. Meeting bot

• The Bot joins a meeting only on your command (via a meeting link or a calendar event for which you have enabled recording) and is visible in the participant list.
• The Bot records the meeting's audio and video.
• The Bot leaves when the meeting ends, when it is removed, or if it is not admitted within 3 minutes.

5.5. Integrations. Google and Yandex data

• General rules. When you connect an Integration, you give the Service access to your account with a third-party service (an access key, token or app password). The Service uses this access only for the features you turn on, uses and stores only the data needed for those features, and stops accessing the third-party service once you disconnect the Integration. Integrations with Google and Yandex are described below.

• What we access. If you connect a calendar, we receive your events with the details the calendar provides, including the description, location and attendee list, but store only the title, start and end time and meeting link of each event, plus the e-mail of the connected account. We download files from public Google Drive or Yandex Disk links without accessing your account; such files become Recordings.

• Why. We use this data to show you your meetings, to send the Bot to meetings you have chosen to record and to name Recordings. The event title becomes the title of the Recording and, as part of that Recording, we use it to produce Results for you. We do not use this data, or anything derived from it, for any other purpose.
• Scope of access. We request only the permissions needed for the features you turn on; Google or Yandex shows the list of these permissions on its consent screen before you connect. We do not request access to Google Drive or Yandex Disk. Yandex does not allow a Yandex Calendar app password to be restricted: the password grants read and write access to all calendars in the account and remains valid until you delete it; the Service uses it only to read events.
• Storage and protection. We store tokens, app passwords and event data in encrypted form on servers in Russia.
• Sharing. We do not share Google or Yandex data with third parties, except with our processors under Section 6.1(a), in transfers you request (for example, when you create a sharing link to Results) and in transfers required by law.
• Revoking access and deletion. You can disconnect an Integration in the Service settings, revoke access in your Google Account (https://myaccount.google.com/permissions) or Yandex ID (https://id.yandex.ru/personal/data-access), or delete an app password (https://id.yandex.ru/security). After you disconnect an Integration in the Service, or once the Service detects that you have revoked access in your Google Account or Yandex ID, we delete the tokens and app passwords and stop accessing your calendar; event data is deleted within 30 days; Recordings made before you disconnect remain your Materials until you delete them; an event title already used as the title of a Recording stays with that Recording until you delete it. To delete all your data, see Section 8.3.
• Google. AiGenda's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/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 (https://developers.google.com/workspace/workspace-api-user-data-developer-policy), including the Limited Use requirements. AiGenda does not use data obtained through Google Workspace APIs to develop, improve or train any artificial intelligence or machine learning models, including generalised or non-personalised models.

6. Who we share data with

6.1. We share personal data only with:

a) processors we engage to store and process data on servers in Russia, under contracts that require confidentiality and security measures under Article 19 of the Law; the list of processors with their addresses is published at https://aigenda.tech/en/processors;

b) the payment provider YooKassa (YooMoney NBCO LLC), to process payments and issue cash receipts, and the fiscal data operator, to transmit receipt data to the tax authority as required by law; YooKassa and the fiscal data operator act as independent operators;

c) recipients you choose: members of your Team Workspace, anyone with a sharing link you create, and Telegram, Google or Yandex through the channel or Integration you use;

d) public authorities and courts where the law requires it;

e) Yandex LLC (Yandex Metrica) and VK LLC (Top.Mail.Ru): only purpose 6 data and only with your consent, as our processors and, for their own cookies, as independent operators under their own rules.

6.2. We record, organise, accumulate, store, update and retrieve personal data using databases on servers in Russia (Article 18(5) of the Law).

7. Security

We have appointed a person responsible for organising personal data processing, give staff access to data only as needed for their tasks, encrypt data in transit and at rest, keep access logs and check compliance with the Law and our internal rules.

8. Your rights and requests

8.1. You, like any other data subject, may request information about how we process your data, ask us to correct, block or destroy it or to stop processing it, withdraw consent, and appeal our actions to Roskomnadzor (the Russian data protection authority) or in court.

8.2. Send requests to info@aigenda.tech or by post to our address. A request sent from a User's Account e-mail is sufficient; if we cannot confirm that a request comes from the data subject, we may ask for the details required by Article 14(3) of the Law. We reply within 10 business days; we may extend this period by 5 business days and will tell you the reason.

8.3. At a User's request, we destroy the Account and all its Materials within 30 days, except data processed for purposes 4 and 8.

8.4. A Meeting Participant may contact the User who recorded the meeting, or us. We then act under Section 4.4 of the Terms.

8.5. We correct, block and destroy personal data, stop processing it and respond to data subjects' demands within the time limits and in the cases set out in Articles 20 and 21 of the Law.

9. Changes

We publish new versions of this Privacy Policy at https://aigenda.tech/en/policy. If a new version adds purposes, data types or recipients, we notify Users by e-mail before it takes effect. If a new purpose requires consent, we ask for it separately and do not process data for that purpose until you give it. We will use Google and Yandex data and Extension data in new ways only after we announce this in the Service or the Extension and obtain your consent. A change to Section 4.3 of this Privacy Policy that makes a User's position worse applies to that User as set out in Section 2.6 of the Terms.