Last Updated: 30th April 2025

The operator of KenMeet ("we", "us", or "our") is committed to protecting the privacy of individuals who use our KenMeet video conferencing service (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information when you use our Service.

1. Introduction

This Privacy Policy applies to information collected when you use the KenMeet Service, including through our website, applications, and related services. By using the Service, you agree to the collection and use of your information in accordance with this policy.

2. Information We Collect

We collect information in several ways when you use KenMeet:

2.1. Information You Provide Directly:
* Account Information: When you create an account, you provide personal details such as your name, email address, password (hashed), and potentially company name or other profile information.
* Payment Information: If you subscribe to a paid plan, you provide payment details. This information is processed securely by our third-party payment processor, Stripe. We do not store your full payment card details.
* Communications: When you contact us for support or provide feedback, we collect the information you provide in your communication.

2.2. Information Collected When You Use the Service (Meeting Data & Usage Data):
* Meeting Content: Audio and video feeds, chat messages, screen shares, shared files, meeting recordings (if enabled), transcriptions (if enabled), and AI-generated notes/summaries (if enabled). This content is processed to provide the Service, including the requested AI features.
* Meeting Metadata: Information about the meeting itself, such as date, time, duration, meeting ID, participants' names/emails, meeting settings (e.g., if recording, transcription, or notetaker was enabled).
* Usage Data: Information about how you interact with the Service, such as the features you use, the time spent in meetings, participants invited, actions taken (e.g., muting, sharing screen), and technical diagnostics.
* Technical Data: Information about your device and network, including IP address, operating system, browser type, device type, unique device identifiers, connection information (e.g., network type, ISP), and diagnostic data related to WebRTC and SFU performance (e.g., packet loss, jitter, latency).

2.3. Information Collected from Third Parties:
* If you join a meeting hosted by someone else, the host may provide your name and email address to add you to the meeting invitation or participant list.
* We may receive information from third-party service providers (e.g., analytics providers) about your use of the Service.

3. How We Use Your Information

We use the information we collect for various purposes related to providing and improving the Service:

3.1. To Provide and Operate the Service:
* Facilitating video conferencing calls and meetings using WebRTC and our multi-region SFU architecture.
* Connecting participants and managing meeting sessions.
* Displaying participant video, audio, and content shares.
* Providing account access and management.

3.2. To Enable AI Features (Transcription and Notetaker):
* Processing meeting audio, video, chat, and other relevant content solely to generate transcriptions and AI notes/summaries for that specific meeting, as requested by the host or participants.
* Making transcriptions and notes available to meeting participants within the Service.
* Important: We DO NOT use your meeting content (audio, video, chat, transcripts, notes) to train KenMeet's general AI models or other products. Your meeting content is processed only to provide the specific AI features you choose to use within your meetings.

3.3. To Improve and Develop the Service:
* Analyzing usage patterns and technical data (often in an aggregated and anonymized form) to understand how the Service is used and identify areas for improvement.
* Troubleshooting technical issues, monitoring performance, and optimizing our multi-region server infrastructure.
* Developing new features and functionalities.

3.4. To Manage Accounts and Process Payments:
* Handling account registration, login, and management.
* Processing subscription payments via Stripe and managing billing.

3.5. To Communicate with You:
* Sending service-related announcements, updates, and security alerts.
* Responding to your inquiries and providing customer support.
* Sending promotional communications (where permitted by law and your preferences).

3.6. For Security and Compliance:
* Detecting and preventing fraud, abuse, and unauthorized access.
* Enforcing our Terms and Conditions.
* Complying with legal obligations and responding to legal requests.

4. How We Share Your Information

We may share your information in the following circumstances:

4.1. With Meeting Participants: Content and information shared during a meeting (audio, video, chat, screen share, names, profile pictures) are inherently shared with other participants in that meeting. If recording, transcription, or notetaker features are used, the resulting content may also be shared with participants as enabled by the meeting host.
4.2. With Service Providers: We use third-party service providers to help us operate, provide, and improve the Service. These providers perform services such as hosting (including across multiple regions), data storage, payment processing (Stripe), customer support, analytics, and providing AI processing for features like transcription and summarization. These providers are contractually bound to protect your information and use it only for the purposes for which they were engaged.
4.3. Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
4.4. Legal Requirements: We may disclose your information if required to do so by law, in response to a subpoena, court order, or other legal process, or if we believe that disclosure is necessary to protect our rights, prevent fraud, protect your safety or the safety of others.
4.5. With Your Consent: We may share your information with third parties when we have your explicit consent to do so.

5. Role of the Meeting Host

If you are using KenMeet in an organizational setting (e.g., provided by your employer or school), the administrator of that organization's KenMeet account (the "Host" or "Controller") may have control over your account and the information processed through that account. In such cases, this Privacy Policy covers our processing of data as a service provider (a "Processor"), while the Host's own privacy policies will apply to their collection and use of your data. We are not responsible for the privacy or security practices of your Host organization.

6. Data Retention

We retain your information for as long as necessary to provide the Service, maintain your account, comply with our legal obligations, resolve disputes, and enforce our agreements.

• Account information is retained as long as your account is active.

• Meeting content (recordings, transcripts, notes) is retained according to the retention settings chosen by the meeting host or your subscription plan, or until you or the host deletes it.

• Other data, such as usage logs and technical data, are retained for varying periods based on their purpose and necessity.

7. Data Security

We implement technical and organizational measures designed to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption (in transit and at rest where appropriate), access controls, and regular security assessments.

However, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

Our multi-region server architecture is designed to enhance service availability and resilience, but it also means that data may be stored and processed in different geographical locations.

8. International Data Transfers

As we operate a multi-region server infrastructure, your information may be stored and processed in data centers located in different countries. By using the Service, you consent to the transfer of your information to countries outside of your country of residence, which may have different data protection laws than your own.

If you are located in the European Economic Area (EEA) or the UK, and we transfer your personal data to countries outside the EEA/UK that have not been deemed to provide an adequate level of data protection, we will implement appropriate safeguards, such as Standard Contractual Clauses, to protect your data.

9. Your Data Protection Rights

Depending on your location and applicable data protection laws (such as GDPR in Europe or CCPA in California), you may have certain rights regarding your personal information. These may include the right to access, rectify, erase, restrict processing of, or obtain a copy of your personal information, as well as object to certain processing and withdraw consent.

To exercise these rights, please contact us using the contact information provided below. We will respond to your request in accordance with applicable law.

10. Children's Privacy

The KenMeet Service is not intended for individuals under the age of 13. We do not knowingly collect personal information from children under this age. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete such information as soon as possible.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like WebRTC's own tracking) to operate and improve the Service, analyze usage, and provide relevant features.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. The updated policy will be effective when posted on our website. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

info@kenzgroup.org