Privacy Policy
Effective date: 17 June 2026
1. Who we are
InterMIND ("the Service") — the meeting platform with real-time speech translation available at intermind.com and through the InterMIND mobile apps — is operated by:
Golden Fish Computer Systems & Communication Equipment Software Design L.L.C ("Golden Fish LLC", "we", "us"), City Avenue Building, Office 405-070, Port Saeed, Dubai, United Arab Emirates.
For personal data processed through the Service, Golden Fish LLC acts as the data controller, except where your organization uses InterMIND under its own agreement with us — in that case your organization is the controller and we process data on its behalf (see our Data Processing Addendum).
Publisher and Intellectual Property Owner: MindMeeting OÜ (Estonia), Juhkentali 8, Tallinn 10132, Estonia. Service Operator and Contracting Entity: Golden Fish Computer Systems & Communication Equipment Software Design L.L.C (United Arab Emirates). The InterMIND mobile apps are published by MindMeeting OÜ on behalf of, and under license from, Golden Fish LLC, which operates the Service and is responsible for personal data processed through it.
Registration numbers, licence details and links to the official government registries of both companies are on our Company page.
Privacy contact: privacy@intermind.com
EU/EEA representative (Article 27 GDPR): MindMeeting OÜ, Juhkentali 8, Tallinn 10132, Estonia, acts as our representative in the European Union under Article 27 GDPR. EU/EEA users and supervisory authorities may contact our representative on data-protection matters at privacy@intermind.com (subject line "EU representative").
This policy covers intermind.com and the InterMIND apps only. The corporate site mind.com is operated separately and has its own policy.
2. What we collect and why
| What | Details | Why (purpose) | Legal basis |
|---|---|---|---|
| Account data | Email, display name, profile photo, language preferences | Creating and operating your account | Contract |
| Meeting audio/video | Live streams during a call — transient, never stored (see §3) | Running the call: transmission, speech recognition, real-time translation | Contract |
| Transcriptions | Recognized and translated speech with speaker names | Live captions/translation; available to participants after the meeting until deleted | Contract |
| Recordings & files | Meeting recordings you start, chat attachments, documents | Making your content available to you and participants | Contract |
| AI meeting summary | Your meeting transcript is sent once, at meeting end to generate a digest | Post-meeting summary in the meeting chat | Legitimate interest (disclosed here) |
| Document translation | Contents of documents you submit for translation | Translating the document at your request | Contract |
| Team status pages | On the plans that include them (not on Basic): the content of each meeting recap (sent once per recap version to the AI brain your organization selected, §3), the facts derived from it — requests, promises, tasks, decisions, questions, problems, risks, money — each with a verbatim quote from the recap, the names of people as they were spoken in the meeting (who asked, who promised, who is assigned, which client or supplier), the mapping of an assignee name to a member account, and the goals the administrator writes; messages in team channels (not in ad-hoc meetings by link) read once against the open tasks and promises of that channel and the channels sharing a tag with it — a message that says an item is done closes it with a verbatim span of the message, shown on the page with a link to the message; a channel the pages read receives a one-time notice from Mia | Showing the organization the state of its own work — open tasks, problems, requests and money at stake — to its members and through connected AI assistants. Pages evaluate work, not people: nothing rates, ranks or scores an individual. Members see only facts from sessions they hosted or attended and rows assigned to them; administrators see the organization's pages. Facts live as long as the recap they came from (§6) | Legitimate interest of your organization as controller in tracking its own work — we process on its behalf under the DPA; the organization chooses a plan that includes the pages under the Terms of Service (§5, «Team status pages») |
| Chat messages | Message text and edit history; ad-hoc meeting chats are purged when the call ends | Messaging | Contract |
| Billing data | Name, email, billing address, subscription and usage records. Card numbers never touch our systems — payments are handled by Stripe or, for buyers in selected countries, by Paddle, which sells the subscription as merchant of record. On plans billed per active member, each renewal counts the members active in the previous 28 days; activity is an action recorded by our servers — joining a meeting, sending a chat message, asking Mia — and a tool call made as you through a connected AI assistant counts as activity for per-active-member billing (see "Assistant activity") | Charging for paid plans; tax/accounting obligations | Contract; legal obligation |
| Assistant activity | When you connect an AI assistant (Claude, ChatGPT, Copilot, Gemini or another MCP client) to your account: your account ID, the time of your last successful tool call, the tool's name and the assistant it came from, and the workspace it concerned — never the question you asked or the answer you received | Counting you as an active member of your workspace for billing, and showing your workspace administrator when you were last active | Contract |
| Usage analytics | Product events, session replays, error traces. In the browser — only after you consent via the cookie banner (analytics is off by default). In the InterMIND apps for iPhone, Android, Windows and macOS — which screens and features you open, on by default, switched off at any time in Settings; never the content of a meeting or chat | Improving the product, fixing errors | Consent (browser analytics); legitimate interest (app usage statistics, error monitoring) |
| Account records | The fact and time of account events recorded on our servers — registration, subscription and payment changes, API use — keyed to your account ID; no cookies and no browsing data | Counting registrations and paid conversions, measuring product use | Legitimate interest |
| Service diagnostics | Technical facts about a failure, recorded on our own servers: that incoming audio stopped arriving during a call, the number of media reconnections, a failed request of a new account — numbers and identifiers only, never the content of a conversation; not sent to the analytics provider and not dependent on the cookie choice | Detecting and fixing failures that stop people from hearing each other or from using the Service | Legitimate interest |
| Transactional email | Your email address, one-time sign-in codes, notifications | Sign-in and service notifications | Contract |
| Product emails | Your email address, account age, whether you have held a meeting, and delivery status (delivered/bounced) | A few short emails after sign-up and a monthly product update; every one carries a one-click unsubscribe, and you can turn them off under Settings → Advanced → Privacy | Legitimate interest |
| Sales inquiries | Name, email, company, message from contact/partner forms | Responding to your inquiry | Legitimate interest |
| Guest exit requests | When a guest who joined a meeting by link asks the host to add them after the call: the name the guest used in the meeting, the email address they enter, their language and the meeting it concerns, stored with that meeting for its host. A guest who instead keeps the meeting by creating an account is recorded as a reader of that one session's recap | Letting the host add the guest, and giving a guest who created an account that session's recap in their language | Contract |
We do not sell personal data, and we do not use your meeting content to train AI models.
Google user data
InterMIND receives data from Google APIs only when you connect a Google feature yourself, and only for that feature:
- Sign in with Google — your email address, name and profile photo, to create and operate your account.
- Google Calendar — events you own: InterMIND reads them to show your meetings and creates or cancels only the events it made itself.
- Google Drive — only the files you pick in the Google file picker, linked in a meeting or chat. InterMIND shares the link, not the file: the content stays in Google Drive and is not summarized by AI.
- Google Workspace directory — a read-only list of your organization's users, when an administrator imports them.
- InterMIND add-on for Google Workspace Studio — reads no Google data at all; its only permission is to connect to intermind.com with the API key you paste.
The use of raw or derived user data received from Google Workspace APIs adheres to the Google API Services User Data Policy and the Google Workspace API User Data and Developer Policy, including the Limited Use requirements. We do not use, transfer or sell Google user data — raw, aggregated or derived — to create, train or improve foundational or generalized AI or machine-learning models. We do not transfer Google user data to third parties except as needed to provide the feature you connected, to comply with law, or as part of a merger or acquisition with equivalent protection, and no human reads it except with your permission, for security purposes, or to comply with law.
YouTube API Services
InterMIND uses YouTube API Services for one purpose: publishing our own product videos to our own YouTube channel and keeping their titles, descriptions, captions and playlists up to date. This runs under our own Google account, from an internal tool that is not distributed to users. It reads no data about you or any other viewer, and no data obtained through YouTube API Services is stored, shared with third parties or used for advertising. Product videos embedded on intermind.com are played by YouTube's own player in privacy-enhanced mode (youtube-nocookie.com); what YouTube collects while you watch is described in the Google Privacy Policy, and by watching them you also agree to the YouTube Terms of Service. Any Google account that has granted our tool access to a YouTube channel can revoke it at any time on the Google security settings page.
3. How meetings are processed
- Audio and video streams are not stored. They pass through our media infrastructure (hosted in Germany and France) for transmission, speech recognition, and translation, and exist only for the duration of the call. Only what is listed above — transcriptions, recordings you explicitly start, chat — is persisted.
- AI features — meeting recaps, document summaries, the writing assistant and Ask AI — run on the AI gateway your organization selects: Azure OpenAI in the EU Data Zone (Microsoft) by default, Google Vertex AI on its EU multi-region endpoint or Amazon Bedrock in Frankfurt (AWS) by choice, each in our own tenant under the provider's data processing terms, with no training on your content; or an endpoint your organization runs itself. An organization can switch AI features off; transcription and translation keep working.
- Recording is visible to participants. You are responsible for complying with the laws that apply to you when recording or transcribing a conversation (some jurisdictions require the consent of all participants).
4. Who we share data with (subprocessors)
We use a small set of infrastructure and service providers. The full, versioned list — including each provider's purpose, processing region, and safeguards — is published at /legal/subprocessors. Headlines, verified against our infrastructure:
- Application hosting, database, realtime servers, object storage, analytics, and error monitoring all run in the EU (Frankfurt, Paris, EU multi-region storage).
- Meeting media, speech recognition, and translation run on infrastructure in Germany and France.
- AI features (§3) run in EU regions of Microsoft, Google or Amazon Web Services, in our own tenant.
- Stripe (payments), Google/Microsoft (optional OAuth sign-in), and the corporate entities of some EU-hosted providers are US-based — covered by Standard Contractual Clauses and/or the EU–US Data Privacy Framework.
- Paddle (payments as merchant of record in selected countries) is UK-based — covered by the UK adequacy decision.
5. International transfers
Processing happens in the EU by default (see §4). Where a provider's corporate entity is outside the EU/EEA, transfers are covered by Standard Contractual Clauses or an adequacy mechanism.
The United Arab Emirates, where Golden Fish LLC is established, has comprehensive data-protection legislation but is not the subject of an EU adequacy decision. Where personal data is accessed from, or transferred to, a country outside the EEA — including access by us for the administration of the Service — we rely on appropriate safeguards under Chapter V GDPR (Standard Contractual Clauses and, where applicable, the EU–US Data Privacy Framework) together with supplementary technical measures such as encryption in transit and at rest and EU-pinned storage and processing. A copy of the relevant safeguards is available on request at privacy@intermind.com.
6. Data retention
We retain your content — meeting recordings, transcripts, translations, and chat messages — for as long as your account or team workspace remains active, so that it stays available to you. You control retention: you can delete individual recordings, channels, or messages at any time, and deleting your account permanently erases all associated content (across our database and storage) together with the cancellation of any active subscription. We do not impose an automatic expiry on your content; you decide how long it is kept.
Some data is held only transiently for operational reasons: account-data exports are available for 7 days before deletion, anonymous guest sessions are purged within 24 hours, and one-time email verification codes are swept on expiry. A guest's request to be added to a meeting is deleted with that meeting; a guest's reader record of a session's recap is deleted with that session or meeting, or with the account.
Facts derived for team status pages live as long as the recap they came from: deleting a session's artifacts deletes its facts, deleting the workspace or the account deletes all of them. Turning team status pages off pauses extraction and hides the stored facts; it does not delete them.
7. Your rights
Depending on your jurisdiction (including under the GDPR), you have the right to access, rectify, erase, and export your data, to object to or restrict certain processing, and to withdraw consent at any time.
Two of these are self-service, effective immediately:
- Erasure — delete your account in Settings; this permanently removes your data from our database and storage and cancels any active subscription.
- Portability — export your full account data as a ZIP archive from Settings (download link valid for 7 days).
For anything else, contact privacy@intermind.com. If you are in the EU/EEA, you can also lodge a complaint with your local supervisory authority. If you are in the United Arab Emirates, you have equivalent rights under the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021), which you may exercise through the same contact.
8. Cookies and analytics
In the browser we use a consent management platform (Usercentrics) to ask for your consent before any non-essential cookies or analytics run. Analytics (PostHog, EU cloud) and session replay are off by default and start only if you opt in. You can change your choice at any time via the cookie settings link in the footer. Essential cookies (session, security) do not require consent.
In the InterMIND apps for iPhone, Android, Windows and macOS there are no cookies. Usage statistics — which screens and features you open, and in the desktop app a replay of your own screens in the app, never the content of a meeting or chat — are on by default and can be switched off at any time in Settings; we rely on our legitimate interest in improving the product for this. Account events recorded on our servers (such as a registration or a payment) are not cookie-based and do not depend on either choice — see "Account records" in the table above.
9. Security
TLS for all traffic (HTTPS/WSS, no plaintext fallback); encryption at rest for the database and object storage; no passwords stored (one-time email codes or OAuth only); HTTP-only session cookies; server-side role enforcement; speech text scrubbed from client-side logs; isolated per-environment databases.
10. Children
The Service is not directed at children. You must be at least 16 years old to use the Service. If you are under the age of majority in your country (18 in the United Arab Emirates), you may use the Service only with the consent and under the supervision of a parent or legal guardian. We do not knowingly collect personal data from children below the applicable age; if you believe a child has provided us with personal data, contact privacy@intermind.com and we will delete it.
11. Changes to this policy
We will post any changes on this page and update the effective date. For material changes we will notify you in the product or by email.
12. Contact
Golden Fish Computer Systems & Communication Equipment Software Design L.L.C — City Avenue Building, Office 405-070, Port Saeed, Dubai, United Arab Emirates. Email: privacy@intermind.com