Privacy Policy

Effective Date: 07/23/2026

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 we collect, how we use it, who we share it with, and the choices you have when you use our products and services, including:

  • Our website at https://www.firemeetings.io/ (the "Website")
  • The Fire Meetings Google MeetTM Add-On, which runs as a side panel and main-stage activity inside Google MeetTM
  • The Fire Meetings Meeting Metrics Dashboard at https://dashboard.firemeetings.io/ (the "Dashboard")
  • Our forthcoming Fire Meetings add-ons for Zoom (planned for release later this year) and Microsoft Teams (planned to follow our Zoom launch, primarily for our enterprise customers)

We refer to all of the above collectively as the "Services."

This policy supersedes our prior Privacy Policy that referenced the deprecated Fire Meetings ChromeTM Extension, which is no longer offered or supported.

1. Who We Are

Fire Meetings is the data controller for the personal information processed through the Services. You can reach us at info@firemeetings.io for general inquiries and at support@firemeetings.io for support, privacy questions, data access or deletion requests, and other privacy-related matters.

2. Information We Collect

We collect only the information we need to operate the Services. The categories below describe what we collect and where it comes from.

2.1 Information you provide directly

  • Account information when an authorized user signs in with Google WorkspaceTM: your email address, your Google WorkspaceTM domain, and your display name as returned by Google.
  • Organization configuration when an admin sets up the Dashboard: company name, billing details (when applicable to a paid plan), and admin assignments.
  • Salary and compensation information when an admin enters per-employee annual salary or hourly rate, optionally with job titles, in order to enable the Dashboard's meeting cost ("$ burn") calculation.
  • Support and feedback content when you contact us by email or via the Dashboard's feedback form.

2.2 Information we collect automatically when you use the Services

  • Meeting metadata for meetings hosted by users in your Google WorkspaceTM domain who have installed the Fire Meetings Add-On or whose admin has enabled the Dashboard. This includes the meeting identifier, start/end times, the meeting code, and the calendar event title (when available).
  • Participant session data sourced from Google WorkspaceTM Events, the Google MeetTM API, and (when the Add-On's side panel is open) in-meeting heartbeats. This includes participant join and leave timestamps, accumulated session duration, and a "currently active" flag while a session is open. Where Google MeetTM returns a synthetic or anonymous identifier instead of a real email address (e.g., for unauthenticated guests), only that identifier is stored.
  • Transcript data when an admin or authorized user manually uploads or pastes a meeting transcript into the Dashboard. Transcripts are not collected automatically; we do not record audio or video, and we do not transcribe meetings ourselves. Optional AI analysis of uploaded or pasted transcripts is described in Section 2.5.
  • Technical and diagnostic data about your interaction with the Services, including your browser type and version, device type, IP address (for security and rate limiting), Service request logs, and error reports. This is used for security, abuse prevention, and product reliability.
  • Cookies and similar technologies described in Section 7 below.

2.3 Information we receive from Google

When you sign in with Google or when an admin enables WorkspaceTM integration, Google provides us with information through APIs you (or your WorkspaceTM admin) have authorized, including the Google Identity ServicesTM ID token, the Google WorkspaceTM Directory API (to identify employees of your organization and their WorkspaceTM admin status), the Google PeopleTM API directory scope (directory.readonly, to read your organization's shared Google WorkspaceTM directory), the Google CalendarTM API (for the calendar event title for a meeting and for the optional 30-day historical baseline at install time), the Google MeetTM API (for participant session data), and Google WorkspaceTM Events delivered via Google CloudTM Pub/SubTM (for real-time join/leave/heartbeat events). The specific OAuth scopes we request, and what each is used for, are listed on our Google WorkspaceTM Marketplace listing.

Directory information. When you or your WorkspaceTM administrator grant the directory.readonly permission, Fire Meetings reads basic profile information from your organization's shared Google WorkspaceTM directory — names, work email addresses, and, where your organization has populated them, job titles. We use this information for one purpose: to recognize and correctly identify meeting participants who belong to your organization — including when Google MeetTM reports an attendee without a resolvable email address — so that meeting time and cost are attributed to the right people and your administrators see an accurate roster in the Dashboard. We read only your organization's shared directory, never your personal contacts, and this access is read-only: we cannot add, change, or delete anything in your directory. Directory information is stored within your organization's own partitioned data environment, is never sold or used for advertising, is not used to train generalized AI models, and is deleted along with the rest of your organization's data upon deletion or account termination.

We do not receive your Google account password.

2.4 Information we do not collect

  • We do not record audio or video from your meetings.
  • We do not transcribe your meetings ourselves.
  • We do not access the contents of your Google DriveTM, GmailTM, or other Google services beyond the scopes required for the meeting analytics features described above.
  • We do not collect children's data; the Services are not directed at, and we do not knowingly collect data from, individuals under 16. See Section 11.

Optional AI-assisted transcript analysis is available when an authorized user chooses to upload or paste a transcript in the Dashboard. How that processing works is described in Section 2.5.

2.5 Optional AI Transcript Analysis

Fire Meetings does not record meetings or generate transcripts automatically. Transcript analysis runs only when an admin or other authorized user of your organization manually uploads or pastes a meeting transcript in the Dashboard.

When that happens:

  • The transcript content you provide is processed by Google's Gemini 3.5 Flash-LiteTM model through Google CloudTM Vertex AITM, running in a secure, isolated Google CloudTM environment, to produce user-facing outputs such as a meeting summary and action items.
  • Your meeting transcript will be processed by AI in a secure, isolated container in strict accordance with data privacy. It is never shared externally or used for model training.
  • We do not use meeting transcripts, AI-generated summaries, action items, participant data, or compensation data to train generalized AI or machine-learning models, including Google's models, for Fire Meetings' or any third party's benefit.
  • Compensation / salary information and unrelated Google WorkspaceTM content (such as DriveTM or GmailTM) are not sent to the AI model as part of transcript analysis.

Storage and access:

  • Uploaded transcript files are stored in dedicated Google Cloud StorageTM buckets that are separate from our primary application databases: a raw-transcript bucket for the file you upload, and a processed-transcript bucket for AI pipeline outputs.
  • Transcript text, AI-generated summaries, and related results are also stored in your organization's partitioned FirestoreTM records so authorized users can view them in the Dashboard.
  • These buckets and records are org-scoped, access-controlled, encrypted in transit and at rest using Google Cloud PlatformTM protections, and are not publicly accessible. Dashboard access to processed transcript files is provided through short-lived authenticated links rather than permanent public URLs.
  • Transcripts and AI-generated outputs remain stored only because your organization chose to upload or keep them. They are retained under the rules in Section 6. Deletion of transcript content may be requested through your organization's admin or by contacting support@firemeetings.io, as described in Section 8.

Users are responsible for ensuring they have the right to upload or store any transcript content they provide.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To operate and provide the Services, including authenticating you, identifying your organization, presenting in-meeting time and cost counters in the Add-On, and computing meeting metrics, trends, and reports in the Dashboard.
  • To enable the meeting cost calculation. Salary and hourly-rate inputs are used solely to convert participant time into a per-meeting and per-organization cost figure shown to authorized users in your organization. We do not use this information for any other purpose.
  • To provide optional AI-assisted transcript analysis (such as summaries and action items) when an authorized user uploads or pastes a transcript, using Google Gemini 3.5 Flash-LiteTM via Vertex AITM as described in Section 2.5.
  • To improve the Services, including diagnosing issues, monitoring system health, building product improvements, and analyzing aggregated usage trends. Where this analysis uses data from your organization, it is performed in aggregate and is not used to single you out.
  • To communicate with you about the Services, including Service updates, security notices, billing notices for paid plans, and responses to your support or privacy requests.
  • To protect the Services and our users, including detecting and preventing fraud, abuse, security incidents, and policy violations.
  • To comply with legal obligations that apply to us.

We do not use information collected through the Services for advertising, and we do not sell your personal information. We do not use your meeting data, participant data, compensation data, or transcripts—including AI-generated summaries and action items—to train generalized AI or machine-learning models. Optional AI transcript analysis is described in Section 2.5.

Google API Services User Data Policy

Fire Meetings' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4. Legal Bases for Processing (EEA, UK, and Similar Jurisdictions)

If you are in the European Economic Area, the United Kingdom, or another jurisdiction with similar requirements, we rely on the following legal bases to process your personal information:

  • Performance of a contract – to provide the Services to you and your organization.
  • Legitimate interests – to operate, secure, and improve the Services, where those interests are not overridden by your rights and freedoms.
  • Consent – where we ask for it (for example, for optional features that go beyond the core Services).
  • Compliance with legal obligations – where applicable.

For most B2B deployments, your organization is the data controller for employee data and Fire Meetings is its data processor. We are happy to enter into a Data Processing Agreement with paying customers on request.

5. Sharing Your Information

We share information only as described below:

  • With your organization. Information about meetings hosted by users in your WorkspaceTM domain – including participant time, costs, and aggregated trends – is visible to authorized administrators of your organization in the Dashboard. Each user can also see their own meeting history and metrics in the Dashboard.
  • With service providers (sub-processors) that help us operate the Services under contract and confidentiality. Our primary sub-processors today are: Google Cloud PlatformTM (Cloud RunTM for application hosting, FirestoreTM for data storage, Cloud StorageTM for transcript raw and processed files, Cloud Pub/SubTM for event delivery, Cloud LoggingTM for diagnostics, Google Identity ServicesTM for sign-in, Google WorkspaceTM APIs as described in Section 2.3, and Vertex AITM / Google Gemini 3.5 Flash-LiteTM for optional AI transcript analysis as described in Section 2.5). When we add new sub-processors that affect customer data, we will update this Policy.
  • For legal reasons – when we believe in good faith that disclosure is necessary to comply with law, valid legal process, or government request, or to protect the rights, property, or safety of Fire Meetings, our users, or the public.
  • Business transfers – if Fire Meetings is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will notify you and your organization before your information becomes subject to a different privacy policy.

We do not sell, rent, or trade personal information to third parties, and we do not share it for cross-context behavioral advertising.

6. Data Retention

We keep personal information for only as long as we need it to provide the Services and for the purposes described in this Policy:

  • Meeting and participant data is kept for as long as your organization remains a Fire Meetings customer, plus a reasonable wind-down period after termination so admins can export their data. Older meeting documents may be automatically removed by our retention policy.
  • Account and configuration data is kept while you have an active account.
  • Transcripts and AI-generated outputs (such as summaries and action items) remain stored only if users choose to upload or keep them in the Dashboard. Raw uploaded files and processed AI outputs are stored in separate Google Cloud StorageTM buckets, and related results are stored in your organization's Dashboard records. Deletion of transcript content may be requested through your organization's admin or by contacting support@firemeetings.io.
  • Diagnostic logs are retained for a limited period (typically up to 90 days) for security and reliability.

When we no longer need information, we delete or de-identify it. Admins can also request deletion at any time as described in Section 8.

7. Cookies and Similar Technologies

We use a small number of cookies and similar browser storage mechanisms, all strictly necessary for the Services to function:

  • A signed, HttpOnly session cookie on the Dashboard (expiring approximately every three weeks) to keep you signed in.
  • Browser local storage and session storage on the Dashboard and Add-On for in-page state (such as your light/dark theme preference, in-meeting display state, and a one-time anti-replay value used during sign-in).
  • Standard request and security logs maintained by our hosting provider.

We do not use third-party advertising or cross-site tracking cookies on the Dashboard or in the Add-On.

8. Your Rights and Choices

Depending on where you live, you may have the right to:

  • Access the personal information we hold about you;
  • Correct inaccurate information;
  • Delete your information ("right to erasure");
  • Receive a portable copy of your information;
  • Object to or restrict certain processing;
  • Withdraw consent where we rely on it;
  • Lodge a complaint with your local data protection authority.

If you live in California or another U.S. state with a comprehensive privacy law, you may also have the right to know what personal information we collect, the right to delete it, the right to correct it, and the right to opt out of "sale" or "sharing" of personal information. Fire Meetings does not sell or share personal information for cross-context behavioral advertising.

You can exercise these rights at any time by emailing support@firemeetings.io from the email address associated with your account. We will verify your identity and respond within the timeframe required by the applicable law (typically 30 days). If you are an employee or contractor of one of our customers, please contact your organization's WorkspaceTM admin first; under most laws they are the controller of your employment-related data. Requests to delete stored transcript content may likewise be made through your organization's admin or by contacting support@firemeetings.io.

WorkspaceTM admins can also remove their organization's data by uninstalling the Fire Meetings Add-On from the Google WorkspaceTM Marketplace and contacting us to request deletion of stored organization data.

9. Data Security

We implement administrative, technical, and physical safeguards designed to protect the information we hold from unauthorized access, alteration, disclosure, or destruction. These include:

  • Transport-layer encryption (HTTPS/TLS) for all traffic to and from the Services;
  • Encryption at rest for stored data through Google Cloud PlatformTM's managed services;
  • OpenID Connect identity verification with anti-replay (nonce) binding for Dashboard sign-in;
  • HMAC-signed, HttpOnly session cookies;
  • OIDC-verified push delivery for Pub/SubTM events from Google WorkspaceTM;
  • Domain-Wide Delegation impersonation scoped to least-privilege WorkspaceTM API operations;
  • A Content Security Policy on the Dashboard to mitigate cross-site scripting;
  • Continuous logging, monitoring, and access controls on our production environment;
  • Org-scoped access controls and short-lived authenticated access for transcript files stored in dedicated Google Cloud StorageTM buckets, as described in Section 2.5.

No security measure is perfect. If we ever experience a security incident affecting your personal information, we will notify you and applicable regulators as required by law.

10. International Data Transfers

Fire Meetings is operated from the United States, and the Services are hosted on Google Cloud PlatformTM infrastructure in the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States and any other country in which our service providers operate. Where required, we rely on appropriate transfer mechanisms (such as the European Commission's Standard Contractual Clauses) to safeguard international transfers.

11. Children's Privacy

The Services are intended for business use by adults. We do not knowingly collect personal information from children under 16 (or the equivalent minimum age in your jurisdiction). If you believe a child has provided us with personal information, please contact support@firemeetings.io and we will take steps to delete it.

12. Third-Party Services and Links

The Services interoperate with third-party platforms – including Google WorkspaceTM today, and (in the future) Zoom and Microsoft Teams. Those platforms have their own privacy policies that govern how they handle your information; we encourage you to review them. The Website may also contain links to third-party sites or services that we do not control or operate. We are not responsible for the privacy practices of third parties.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Services, our practices, or applicable law. When we make material changes, we will update the "Effective Date" at the top of this Policy and, where appropriate, notify you by email or through the Services. We encourage you to review this Policy periodically.

14. Contact Us

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

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

By using the Services, you acknowledge that you have read and understood this Privacy Policy.