SketchCap Privacy Policy

Effective date: the launch date

This Privacy Policy explains how Quill Marketing, LLC, doing business as SketchCap ("SketchCap," "we," "us"), collects, uses and shares personal information through sketchcap.com, the SketchCap app and the SketchCap meeting bot (the "Service").

The short version

• We turn meeting transcripts into illustrated recaps. To do that we process what was said in the meeting and who said it.
• We never use your meetings to train AI models, ours or anyone else's, and we require the same of our providers.
• We never sell personal information or share it for targeted advertising.
• We don't scan faces or voices. Speakers are named from the meeting platform's display names. Character pictures describe hair, glasses and clothing, never facial geometry, and the image is deleted right after.
• Transcripts are kept for one year by default, and your account owner can shorten that or delete anything at any time.
• If you were in a meeting someone else recapped, you can ask us to delete what we hold about you (see Section 9).

1. Who this policy covers

• Customers: people who sign up for SketchCap, and members of their teams.
• Meeting participants: people who were in a meeting a customer recorded with the SketchCap Notetaker or whose words appear in a transcript a customer uploaded. Most participants never sign up for SketchCap.
• Visitors to sketchcap.com, including people who open a shared recap link.

For meetings and transcripts, the customer decides what to record and upload and why. In privacy-law terms the customer is the "controller" or "business," and SketchCap processes that information on the customer's behalf as a "processor" or "service provider." If you were a participant, the customer who recorded or uploaded the meeting is usually the right first contact, and we will also help you directly (Section 9).

2. What we collect

From customers, directly - Account details: name, email address, company, role, password or sign-in through our authentication provider. - Billing details: handled by our payment processor, Stripe. We see the card brand, last four digits and billing address, not the full card number. - Settings and preferences, brand kits and logos you upload.

Meeting content (processed for the customer) - Transcripts you upload, including speaker names and timestamps. - Recordings you upload (audio or video), used only to make a transcript with each speaker separated within that one recording, then deleted. Speakers are not identified by voice and no voiceprint is created or kept. - Name suggestions: to help the customer name the speakers, we look for names people say to each other in the transcript, and, for a video upload, read the name labels shown on the video tiles. For the labels, only thin strips along the bottom edge of the tiles are read, never faces. Suggestions are shown to the customer to confirm. - When the meeting bot is used: the meeting's audio and video recording, the transcript made from it, participants' display names, join and leave times, and meeting chat messages that are directed at the bot (such as "stop"). - Recaps generated from the transcript, and any edits. - People Memory: for people who appear in a customer's meetings, the name, role, how they like to be addressed, a light personal detail the customer chooses to add, and the settings for their cartoon character (such as hair style and color, glasses, hat and clothing colors). People Memory never stores character judgments, and never stores photos. - Character pictures: if turned on for a meeting, a screenshot the customer uploads, or one still image per participant with their camera on captured by the bot. The face is blurred or cropped out before any AI model sees the image. We use it only to produce a text description of visible style for the character, then delete it. We do not create face templates, faceprints, voiceprints or any other biometric identifier. - Held-back items: sensitive remarks the Service leaves out of a recap, shown only to the person who generated it.

Automatically - Device and usage information: IP address, browser type, pages viewed, features used, errors, and timestamps. - Cookies: only those needed for sign-in, security and remembering your settings, plus privacy-friendly analytics that do not track you across sites. We do not use advertising cookies. - When someone opens a shared recap link, we log the visit (time, IP address, browser) so the owner can see link use and so we can stop abuse.

3. How we use it

• To provide the Service: transcribe meetings, write recaps, draw characters, remember people for the customer, show, share and export recaps.
• To run the account: sign-in, billing, support, and service messages (such as renewal reminders and security notices).
• To keep the Service safe: preventing fraud, abuse and security incidents, and enforcing our Terms.
• To improve the Service using aggregated or de-identified usage data (such as how long meetings run, how often features are used, and error rates). This never includes the content of meetings.
• To comply with law.

We do not use meeting content, recaps, People Memory or character pictures to train or improve any AI model; sell or rent personal information; share it for cross-context behavioral advertising; or make decisions about people that have legal or similarly significant effects.

4. How AI is used

Recaps are written by Anthropic's Claude models through Anthropic's commercial API, and the bot's recording and transcription are provided by Recall.ai. Character descriptions from pictures are made by an AI vision model Anthropic Claude that returns only style settings. These providers process data only to provide their service to us, and we require that they not train on it. Anthropic's commercial terms prohibit training on customer content. Anthropic deletes API inputs and outputs within 30 days, except that content flagged by its safety systems may be kept up to 2 years for trust and safety review. We set the bot provider to delete recordings within 72 hours after we receive the transcript; we keep our own copy under Section 6.

5. Who we share it with

• Service providers that help run SketchCap, under contracts requiring confidentiality, security and use only on our instructions. Current list, with what each does and where data is processed, at sketchcap.com/subprocessors:
• Anthropic (AI recap writing and character descriptions), United States, with US-only processing turned on
• Recall.ai, operated by Hyperdoc Inc. (meeting bot recording and transcription), United States
• AssemblyAI (transcribing uploaded recordings), United States
• Render (application hosting and database), United States
• Cloudflare R2 (file storage), United States
• Clerk (sign-in), United States
• Stripe (payments), United States
• our transactional email provider, United States
• People the customer chooses: team members on the account, and anyone the customer sends a share link or PDF to.
• Legal and safety: when required by law or valid legal process, or to protect the rights, safety or property of SketchCap, our users or others. Where the law allows, we will tell the customer before disclosing their content.
• Business transfers: if SketchCap or its assets move to another company (including a new company formed to run SketchCap), personal information may move with it under this policy.

6. How long we keep it

When a customer deletes their account, we delete their content from live systems promptly and from backups within 30 days.

7. Security

We encrypt data in transit and at rest, limit staff access to what is needed to support you, log access to customer content, and require our providers to meet similar standards. No system is perfectly secure. If a breach affects your personal information, we will notify you and the customer as the law requires.

8. Recording, consent and the meeting bot

The SketchCap Notetaker always joins under a name that says it is recording, posts a chat notice when it joins, uses the meeting platform's recording indicator where available, and stops and deletes what it captured from that meeting if any participant types "stop" or the host removes it. Customers are responsible for getting any consent the law requires from participants. See Section 4 of our Terms.

9. Your choices and rights

Customers can view, correct, export and delete their content and account in the app at any time.

Meeting participants can: - type "stop" in the meeting chat to end the bot's recording and delete what it captured; - ask the customer who recorded the meeting to delete it; - email privacy@sketchcap.com to ask what we hold about them, or to have their People Memory entry and character settings deleted. We will verify the request, delete those items ourselves within 30 days and tell the customer, and pass any request about a transcript or recap to the customer that controls it.

State privacy rights. Depending on where you live (including California, Texas, Colorado, Connecticut, Virginia and other states with comprehensive privacy laws), you may have the right to know, access, correct, delete and port your personal information, to opt out of sale, targeted advertising and profiling (we do none of these), and not to be discriminated against for using these rights. To use them, email privacy@sketchcap.com or use the request form at sketchcap.com/privacy-request. You may use an authorized agent. If we deny a request, you may appeal by replying to our decision; if we deny the appeal, you may contact your state attorney general.

California notice at collection. In the last 12 months we have collected identifiers, commercial information (billing), internet activity, audio and visual information (meeting recordings and character pictures), professional information, and inferences limited to how a person is described in a recap. We collect them for the purposes in Section 3 and keep them for the periods in Section 6. We do not sell or share personal information as those terms are defined in California law, and we do not use sensitive personal information to infer characteristics.

Biometric information. We do not collect biometric identifiers or biometric information, such as face geometry or voiceprints. Our character feature produces only a description of visible style from an image that is then deleted.

10. Children

The Service is for adults using it for business. We do not knowingly collect personal information from children under 13. If a child's information appears in a meeting recorded with the Service, contact privacy@sketchcap.com and we will help delete it.

11. Where data is processed

SketchCap is offered in the United States and stores and processes data in the United States.

12. Changes

We will post changes here and update the effective date. For material changes we will notify customers by email or in the app at least 30 days before they take effect.

13. Contact

SketchCap, Quill Marketing, LLC, 8226 Douglas Ave, Ste 655, Dallas, TX 75225 privacy@sketchcap.com