Privacy Policy

Effective Date: May 1st, 2026

Welcome to Fire Meetings. Your privacy is important to us, and we are committed to protecting the information you share with us.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have when using:

We refer to these collectively as the “Services.”

We may update this Privacy Policy when we launch support for additional meeting platforms, including Zoom or Teams.

Privacy at a Glance

  • We do not record audio or video from meetings.

  • We do not automatically generate transcripts.

  • We do not sell personal information or use it for advertising.

  • We do not use customer data to train generalized AI models.

  • Compensation information is visible only to authorized administrators.

  • Fire Meetings only accesses Google Workspace data necessary to provide meeting analytics and productivity features.

1. Who We Are

Fire Meetings acts as a data controller for information collected for our own business purposes, such as account administration, billing, support, website operation, and security.

For most customer-controlled meeting, employee, and organization data processed through the Dashboard and Add-On, Fire Meetings acts as a data processor or service provider on behalf of your organization.

You can contact us at:

General inquiries: info@firemeetings.io
Support and privacy requests: support@firemeetings.io

2. Information We Collect

We collect only the information reasonably necessary to provide, secure, maintain, and improve the Services.

2.1 Information You Provide Directly

Account information when signing in with Google Workspace, including your email address, Workspace domain, and display name.

Organization configuration data provided by admins, including company name, admin assignments, and billing details when applicable.

Compensation information, such as salary or hourly rate, when entered by authorized administrators to enable meeting cost calculations. Admins may also optionally enter employee job titles.

Support requests, feedback, or communications you send to us.

Compensation information is visible only to authorized administrators and is used solely for meeting cost calculations.

Organizations are responsible for ensuring they have the appropriate authority and legal basis to provide employee compensation or organizational data to Fire Meetings.

2.2 Information We Collect Automatically

When the Services are enabled, we may collect:

Meeting metadata, including meeting identifiers, meeting codes, start/end times, and calendar event titles when available.

Participant session data, including join and leave timestamps, session duration, and active session indicators.

Anonymous or synthetic participant identifiers returned by Google for unauthenticated guests.

Transcript data when an admin or authorized user manually uploads, pastes, or stores transcripts in the Dashboard. Users are responsible for ensuring they have the right to upload or store any transcript content they provide.

Technical and diagnostic information such as browser type, device type, IP address, request logs, and error reports used for security and reliability purposes.

Cookies and similar technologies described in Section 7.

We do not record audio or video from meetings, and we do not automatically generate transcripts ourselves.

2.3 Information We Receive from Google

When you sign in with Google or enable Workspace integration, Google may provide information through authorized APIs, including:

  • Google Identity Services for authentication

  • Google Workspace Directory API to identify organization users and admin status

  • Google Calendar API for meeting titles and optional historical meeting baselines

  • Google Meet API for participant session data

  • Google Workspace Events and Google Cloud Pub/Sub for real-time meeting events

The OAuth scopes we request are listed on our Google Workspace Marketplace listing.

We use Google API data only to provide, secure, and improve user-facing Fire Meetings features.

We never receive your Google account password.

2.4 Information We Do Not Collect

We do not:

  • Record audio or video from meetings

  • Automatically transcribe meetings

  • Access Google Drive, Gmail, or unrelated Google services beyond the permissions necessary to provide our features

  • Sell personal information

  • Use customer data for advertising

  • Use meeting data, participant data, compensation data, or transcripts to train generalized AI or machine-learning models

If we introduce optional AI-assisted features in the future, such as transcript summarization or meeting-efficiency recommendations, we will explain how those features work and provide appropriate controls before enabling them.

3. How We Use Information

We use information to:

  • Provide and operate the Services

  • Authenticate users and organizations

  • Calculate and display meeting costs and analytics

  • Generate meeting metrics, trends, and reports

  • Provide customer support

  • Improve reliability, usability, and performance

  • Detect fraud, abuse, security incidents, or policy violations

  • Comply with legal obligations

Compensation information is used solely to calculate meeting cost metrics and is not used for advertising, employee evaluation, or generalized AI training.

We may use aggregated and de-identified information to analyze usage trends, improve the Services, and develop new features. Aggregated data does not identify individual users or organizations.

Fire Meetings’ use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

4. Legal Bases for Processing

If you are located in the European Economic Area, United Kingdom, or similar jurisdictions, we process personal information under the following legal bases:

  • Performance of a contract

  • Legitimate interests

  • Consent where required

  • Compliance with legal obligations

For most business deployments, your organization acts as the data controller for employee-related data, and Fire Meetings acts as a processor or service provider.

We can provide a Data Processing Agreement (DPA) to paying customers upon request.

5. Sharing Information

We share information only as described below.

With Your Organization

Authorized administrators may view meeting analytics, participant metrics, organization trends, and meeting cost information within the Dashboard.

Regular users may view their own meeting history and metrics.

Individual compensation information is visible only to authorized administrators.

With Service Providers

We use trusted service providers and sub-processors that help us operate the Services under confidentiality and security obligations.

Our current primary service providers and sub-processors include:

  • Google Cloud Platform services for hosting, storage, diagnostics, and event delivery

  • Google Identity Services for authentication

  • Google Workspace APIs described above

We may update this list as our Services evolve.

For Legal Reasons

We may disclose information if required to comply with applicable law, legal process, or government requests, or to protect the rights, safety, and security of Fire Meetings, our users, or the public.

Business Transfers

If Fire Meetings is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.

We will provide notice before information becomes subject to a materially different privacy policy.

We do not sell, rent, or trade personal information.

6. Data Retention

We retain information only as long as reasonably necessary to provide the Services and fulfill the purposes described in this Privacy Policy.

Meeting and participant data is generally retained while your organization remains a customer and for up to 90 days after termination unless a longer period is legally required.

Account and organization configuration data is retained while accounts remain active.

Compensation information is retained while meeting cost features are enabled unless deleted earlier by authorized admins.

Transcripts remain stored only if users choose to keep them in the Dashboard.

Diagnostic logs are typically retained for up to 90 days.

When information is no longer needed, we delete or de-identify it.

7. Cookies and Similar Technologies

We use a limited number of cookies and browser storage technologies necessary for authentication, security, and Service functionality.

These may include:

  • Secure session cookies

  • Local or session storage for user preferences and interface state

  • Security and request logs maintained by our hosting providers

We do not use advertising or cross-site tracking cookies.

8. Your Rights and Choices

Depending on your location, you may have rights to:

  • Access your information

  • Correct inaccurate information

  • Delete information

  • Restrict or object to certain processing

  • Receive a portable copy of your information

  • Withdraw consent where applicable

  • File complaints with your local data protection authority

If you are a California resident or subject to similar U.S. state privacy laws, you may also have rights related to disclosure, deletion, correction, and opt-out requests.

Fire Meetings does not sell personal information or share it for cross-context behavioral advertising.

Requests can be submitted to support@firemeetings.io. We may verify your identity before processing requests.

If you are using Fire Meetings through your employer or organization, please contact your Workspace administrator first, as your organization is typically the controller of your employment-related data.

9. Data Security

We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction.

These safeguards include:

  • HTTPS/TLS encryption

  • Encryption at rest through Google Cloud Platform services

  • Access controls and authentication protections

  • Logging and monitoring

  • Least-privilege security practices

  • Security-focused application and infrastructure configurations

No security measure is perfect, but we continuously work to protect the information entrusted to us.

If we experience a security incident affecting personal information, we will provide notifications as required by law.

10. International Data Transfers

Fire Meetings operates from the United States and uses Google Cloud Platform infrastructure located in the United States.

If you access the Services from outside the United States, your information may be transferred to and processed in the United States or other jurisdictions where our service providers operate.

Where required, we rely on appropriate legal safeguards such as Standard Contractual Clauses.

11. Children’s Privacy

The Services are intended for business use and are not directed to children under 16.

We do not knowingly collect personal information from children under 16.

If you believe a child has provided us with information, please contact support@firemeetings.io.

12. Third-Party Services and Links

The Services integrate with third-party platforms such as Google Workspace, which have their own privacy policies and practices.

Your use of Google Workspace is also governed by Google’s applicable terms and privacy policies.

The Website may also contain links to third-party websites or services we do not control.

We are not responsible for third-party privacy practices.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When material changes are made, we will update the Effective Date and may provide additional notice through the Services or by email where appropriate.

14. Contact Us

If you have questions or requests regarding this Privacy Policy or our data practices, please contact us:

General inquiries: info@firemeetings.io
Privacy and support: support@firemeetings.io