Privacy Policy
This Privacy Policy explains what personal data [Adamic Inc.] ("Adamic", "we", "us") collects when you use Adamic, why we collect it, how long we keep it, who we share it with, and the rights you have. "Personal data" means any information that identifies you or could reasonably be linked to you. For data protection laws such as the EU and UK General Data Protection Regulation ("GDPR"), Adamic is the controller (meaning the organization that decides why and how your data is processed) for account data. Where an organization uses Adamic for its meetings, the organization may also be a controller of its meeting content.
1. Data we collect
| Category | What it includes | Where it comes from |
|---|---|---|
| Account data | Name, email address, hashed password (meaning scrambled so it can't be read back), spoken and written language, preferred voice, country | You, at sign-up and in Settings |
| Date of birth | Your date of birth, used to check your age | You, at sign-up |
| Parent or guardian data | A parent's email address and their consent decision, for users under the local age of digital consent | You and your parent |
| Voice data | Your microphone audio during meetings, and text transcribed from it | Your device, during calls |
| Meeting content | Video, recordings (if you consent), transcripts, captions, chat messages, shared documents, whiteboard notes, polls, summaries, action items, room notes | You and other participants |
| Consent records | What you consented to (Terms, voice processing, recording), the policy version, the time, and your device or browser type | Your choices in the app |
| Device and connection data | Browser type, supported audio and video codecs, connection quality, round-trip times, IP address in server logs | Your device |
| Usage data | Rooms you join, when sessions start and end, talk-time share in a meeting, which features you use | The Service |
| Payment data | Billing name, billing address, payment status, subscription and seat count; card details go directly to Stripe and never to us | You, via Stripe |
| Support and requests | Accessibility reports, data requests, underage-account reports and emails you send us | You |
We do not knowingly collect special category data (meaning sensitive data such as health or religion) except where you say it out loud or write it in a meeting, and voice data, which we treat as potentially biometric under our Biometric & Voice Data Policy.
2. How we use your data and our lawful bases
Under the GDPR, we must have a "lawful basis" (meaning a legal reason recognized by the law) for each use of your data.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Create and run your account, sign you in, keep you signed in | Account data | Contract (needed to provide the Service you asked for) |
| Carry meetings over our relay (audio, video, chat) | Meeting content, device data | Contract |
| Transcribe, detect the language of, and translate your speech | Voice data | Your explicit consent, which you can withdraw at any time |
| Record meetings and produce summaries and action items | Meeting content, voice data, transcripts | Consent of each recorded participant, and contract for the organization |
| Check your age and obtain parental consent | Date of birth, parent email | Legal obligation and legitimate interests (protecting children) |
| Bill subscriptions and keep tax records | Payment data | Contract and legal obligation |
| Keep the Service secure, prevent abuse, lock accounts after repeated failed sign-ins | Device, usage and account data | Legitimate interests (keeping users and the Service safe) |
| Measure call quality and fix problems | Device and connection data | Legitimate interests |
| Send meeting summaries and service emails | Account data, summaries | Contract, and the host's legitimate interests for summaries sent to participants |
| Respond to legal requests and enforce our Terms | Any relevant data | Legal obligation and legitimate interests |
Where we rely on legitimate interests, we have balanced our interests against your rights; you can object (see Section 7). We do not use your data for advertising, we do not build advertising profiles, and we do not use your meeting content to train AI models.
3. AI processing
To translate meetings, your audio is sent, utterance by utterance (meaning one short stretch of speech at a time), to an automatic speech-recognition model (OpenAI Whisper). The transcribed text is translated by a large language model (OpenAI GPT-5.5) and, if a listener has translated audio on, turned into speech by OpenAI's text-to-speech models. After a recorded meeting, the transcript, chat and polls are sent to GPT-5.5 to write the summary and extract action items. Typed text such as chat messages, notes and documents is sent to the language model for translation, and very short texts are sent to it to detect their language. These models are accessed through the Emergent platform, which acts as our processor (meaning a company that processes data only on our instructions). OpenAI processes API data under its business terms: it does not use API data to train its models and may keep it for a limited period, typically up to 30 days, solely to monitor for abuse.
If you do not give voice consent, your audio is not sent to any AI model. Other participants still hear your original voice.
Adamic Concierge
Adamic Concierge is a private assistant inside each call. It is not a participant: it never joins the call's audio or video, and it never posts to the shared chat, document or whiteboard. Anything you share from it is posted only when you click "Share to chat", and it then appears as a message from you.
- What it uses. To answer your questions, write recaps and detect action items, Concierge reads the live meeting context: transcript lines of participants who gave voice consent, chat messages, the shared document, polls, action items and the previous meeting's summary. Lines from people who declined voice processing are never transcribed, so they are never in this context. If someone withdraws voice consent, their lines are removed from it immediately.
- Processing. Your question and this context are sent to OpenAI's GPT-5.5 model through the Emergent platform. If you press "Listen", the answer is turned into speech by OpenAI's text-to-speech model, and that audio plays only on your own device. It is never sent into the call.
- Privacy between participants. Questions, answers and recaps are private to the person who asked. Hosts receive private suggestions, for example that someone hasn't spoken in a while or that a raised hand is waiting. These are shown only to the host.
- Retention. Your Concierge conversations and the live context are kept in server memory only for the duration of the meeting and are discarded when it ends. Action items that Concierge detects are saved with the meeting, like other action items, and the item's owner or the host can edit or dismiss them.
Calendar, notifications and support
- Calendar. When you schedule a meeting, we store its title, time, duration, repeat pattern, room, your time zone and working hours, and the invitees' names, email addresses, preferred languages and RSVP answers. Invitations, updates and reminders are emailed through Resend. Each invitee gets a private RSVP link and an .ics calendar file link. Your personal calendar feed URL is a secret link: anyone who has it can see your Adamic meetings, so keep it private. Meetings are kept until the organizer cancels them or deletes their account.
- Notifications. We store in-app notifications, such as invitations, reminders and the personal list of your own action items after a meeting, until you delete your account. That personal list goes only to you.
- Onboarding and support. We store which setup steps you completed. When you ask Concierge a product question, your question is sent to OpenAI's GPT-5.5 through Emergent together with our help articles. It is not stored. If you use "Contact support", we keep your message and email address for 3 years after the request is closed.
- After meetings. Concierge can search the transcripts of a room's past recorded meetings to answer questions and point to moments in the recording. Only people who agreed to be recorded appear in those transcripts.
Pre-session preparation and translation quality
Before a meeting Adamic prepares a session plan: the exact language paths needed, a session glossary of names and terms with locked translations, and per-participant settings (spoken/written language, interpreter voice, the names and terms from your earlier meetings, and — if you allow it — your speaking profile). Every live segment gets a confidence score; when it is low, you see the original text instead of a guess. We keep anonymised quality logs (language pair, scores, reasons, latency, term renderings, language-switch events) to improve the next meeting. You can turn learning from your meeting history off in Settings → Privacy (Use my meeting history to improve translation); doing so deletes your speaking profile and learned terms. See the Biometric & Voice Data Policy §4a.
4. Storage and retention
We keep data only as long as we need it for the purposes above.
| Data | How long we keep it |
|---|---|
| Live speech audio sent for transcription | Held in server memory only for the few seconds needed to transcribe it, never written to disk, then discarded |
| Raw recording chunks (encoded audio and video captured during a recorded meeting) | Deleted as soon as the final recording has been produced; if processing fails, kept for at most 7 days so the host can retry, then deleted |
| Recordings, meeting transcripts and summaries | 12 months after the meeting in Business rooms; 90 days in Consumer rooms; earlier if deleted by the host or after an approved deletion request |
| Action items and room notes (Business) | Until the room or organization is deleted, or the account is deleted |
| Chat messages, shared documents and whiteboards | While the room exists; authored items are anonymized when you delete your account |
| Account data | Until you delete your account |
| Consent records | For the life of your account plus 3 years, so that we can show consent was given |
| Payment and invoice records | 7 years, to meet tax and accounting obligations |
| Call-quality and latency logs (timings per utterance, including its transcribed text; not kept for minor accounts) | 90 days |
| Accounts awaiting parental consent that are never approved | Deleted after 30 days |
| Security logs and failed sign-in counters | Up to 30 days |
| Accessibility reports, data requests and underage-account reports | 3 years after the request is closed |
| Age-gate refusals (people under 13) | We store no personal data, only an anonymous count |
An automated cleanup job runs every day to enforce these periods. Deleted recordings are removed from access immediately, and their stored files are overwritten so the content is erased; if that step fails, the daily job retries it until it succeeds, and in any case within 30 days.
Data is stored in a MongoDB database and an object-storage service operated for us on secure cloud infrastructure. Recording files are never stored inside the database.
5. International transfers
Adamic is run from the United States, and our service providers may process data in the United States and other countries. When we transfer personal data out of the EU/EEA, we rely on the European Commission's Standard Contractual Clauses (meaning model contract terms approved by the Commission that require the recipient to protect the data) and, where applicable, the EU-US Data Privacy Framework. For transfers out of the UK, we use the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the Standard Contractual Clauses. Where needed, we add supplementary measures such as encryption in transit. You can ask for a copy of the relevant safeguards at privacy@adamic.io.
6. Deleting your data
You can delete your account at any time from Settings → Privacy center → Delete my account, or by emailing privacy@adamic.io. When you delete your account:
- your profile, date of birth, preferences, consent settings and sessions are deleted immediately;
- chat messages, notes and documents you wrote are anonymized (your name is replaced with "Deleted user") so other participants' conversations remain readable;
- the transcript lines you spoke are deleted;
- if you are the only admin of a paid organization, the subscription is cancelled (you will be warned first);
- consent records and payment records are kept for the periods in Section 4 and then deleted.
To remove a specific recording you appear in without deleting your account, open the room thread and choose Request deletion on the recording. The room's host is notified and can approve. If the host does not respond within 30 days, the request is approved automatically and the recording is deleted.
7. Your rights
Depending on where you live, you have the right to:
- Access your data and get a copy of it. Use Settings → Privacy center → Download my data, which gives you a ZIP file containing your profile, messages, notes, action items, consent history and the transcript lines you spoke.
- Correct inaccurate data, in Settings or by contacting us.
- Delete your data (Section 6).
- Portability, meaning receiving your data in a machine-readable format (the export above is JSON).
- Object to processing based on legitimate interests.
- Restrict processing, meaning asking us to pause using your data while a concern is resolved.
- Withdraw consent at any time, for example by turning off voice processing in Settings or choosing "Stop recording me" in a meeting. This does not affect processing that happened before you withdrew.
- Complain to a supervisory authority, such as your local data protection authority in the EU or the Information Commissioner's Office (ICO) in the UK.
California residents (CCPA/CPRA). You have the right to know what personal information we collect, use and disclose; to delete it; to correct it; to opt out of its "sale" or "sharing" for cross-context behavioural advertising (we do neither); to limit the use of sensitive personal information (we use voice data and other sensitive data only to provide the Service you request); and not to be discriminated against for exercising these rights. You may use an authorized agent. We will verify requests by confirming control of your account email.
We answer requests within one month (GDPR) or 45 days (CCPA), and may extend this where the law allows. Submit requests in the Privacy center, through the data request form on this page, or by email.
8. Voice and biometric data
Your voice is processed to detect which language you are speaking, to transcribe and translate it, and to attribute what is said to the right speaker. Speaker attribution in Adamic is based on which signed-in account's microphone the audio came from; we do not create voiceprints. Because some laws treat voice data as biometric information, we ask for your explicit written consent before processing your voice, and we never sell it. Details are in our Biometric & Voice Data Policy.
9. Cookies and similar technologies
We use only essential cookies and local storage, meaning those needed for the Service to work. We do not use advertising, analytics or tracking cookies.
| Name | Type | Purpose | Lifetime |
|---|---|---|---|
| access_token | HTTP-only cookie | Keeps you signed in | 60 minutes |
| refresh_token | HTTP-only cookie | Renews your sign-in without a password | 7 days |
| adamic-a11y | Local storage | Remembers your accessibility settings (contrast, text size, reduced motion) on this device | Until you clear it |
| adamic-cookie-notice | Local storage | Remembers that you have seen the cookie notice | Until you clear it |
Payment pages are hosted by Stripe, which sets its own cookies to prevent fraud; see Stripe's privacy policy.
10. Who we share data with
We share personal data only with:
- Other participants in your meetings, who see and hear what you share, and with the hosts of rooms you join;
- Service providers acting as processors under contracts that limit their use of the data: OpenAI via the Emergent platform (speech recognition, translation, text-to-speech, summaries), Stripe (payments), Resend (sending emails such as summaries and parental consent requests), and our cloud hosting, MongoDB database and object-storage providers;
- Recipients a host chooses, such as external guests who receive a read-only meeting summary link (recordings are not shared externally unless the host allows it, and never for minors' recordings by default);
- Authorities or other parties when the law requires it, to protect someone's safety, or in connection with a merger or acquisition, in which case we will tell you.
We do not sell your personal data, and we do not share it for cross-context behavioural advertising.
11. Security
Connections to Adamic are encrypted with TLS. Passwords are hashed with bcrypt. Access to production systems is limited to staff who need it. Recordings are available only to room members through authorized requests. No system is perfectly secure, but we work to protect your data and will notify you and the authorities of a data breach where the law requires.
12. Children
Adamic is not for children under 13. Users between 13 and the local age of digital consent need a parent's approval in GDPR countries. See our Children's Privacy Policy.
13. Changes to this policy
We will post updates here with a new "Last Updated" date and, for significant changes, notify you in the app or by email.
14. Contact and Data Protection Officer
Privacy questions and requests: privacy@adamic.io. Our Data Protection Officer can be reached at dpo@adamic.io. EU representative: [EU representative]. Postal address: [Adamic Inc.], [registered address, Delaware, USA].