This Privacy Policy describes how IceCubes ("IceCubes," "we," "us," or "our") collects, uses, discloses, and otherwise processes information in connection with our meeting transcript application, browser extension, websites, and related services (collectively, the "Service").
By accessing or using the Service, you acknowledge that you have read and understand this Privacy Policy. If you do not agree, do not use the Service.
This Policy applies to:
Depending on how the Service is used:
If you use IceCubes through a Workspace administered by an organization, that organization's policies may also apply.
We collect information in three ways: (a) information you provide; (b) information from third-party services you connect; and (c) information collected automatically.
We use information for the following purposes:
To provide AI-powered features (e.g., summaries, action items, chat about meetings), we may send Meeting Content (or relevant excerpts) to third-party AI service providers (e.g., OpenAI) for processing. We use these outputs to provide features you request (e.g., summaries, extraction of action items, searchable insights).
We may create and organize a database of contacts and organizations based on calendar attendees you have met with, to support search, recall, and relationship/context features within the Service.
For clarity, IceCubes does not collect:
Where applicable, we rely on:
You may withdraw consent at any time by disconnecting integrations or disabling features, without affecting processing already performed.
We share information only as described below.
We use trusted vendors to provide infrastructure and processing functions such as hosting, authentication, storage, analytics, and AI processing. Examples include:
These providers process information under contractual obligations designed to protect it and to use it only to provide services to us.
We may disclose information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to:
If IceCubes is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction subject to appropriate confidentiality and security protections.
We implement appropriate technical and organizational measures designed to protect information, including:
Encryption in Transit
TLS 1.3
Encryption at Rest
AES-256
Infrastructure Security
Google Cloud infrastructure
Access Controls
Need-to-know basis
No method of transmission or storage is completely secure. You are responsible for maintaining the confidentiality of your credentials and controlling access to your devices.
We retain information for as long as needed to provide the Service and for legitimate business and legal purposes.
| Data Type | Retention Period |
|---|---|
| Meeting Data | Until you delete it or delete your account |
| Deleted Meetings | Moved to trash, permanently deleted after 30 days |
| Account Data | Until you request account deletion |
| Backups | May persist up to 30 days for disaster recovery |
We may retain certain information longer if required by law or to resolve disputes, enforce agreements, or protect legal rights.
You can access your data through the Service and export data via Settings → Export Data.
You can edit transcripts (where supported), notes, and other content within the Service.
You can delete meetings (moved to trash for 30 days) or delete your account via Settings → Delete Account.
You can disconnect Google Calendar via Settings. Disconnecting stops future access; previously imported/matched information may remain unless deleted.
Subject to applicable law, you may request: access, rectification, erasure, restriction, data portability, and objection, and you may lodge a complaint with your supervisory authority. Contact privacy@icecubes.app.
California residents may have the right to know, delete, correct, and (in some cases) opt-out of "sale"/"sharing" as defined by law. We do not sell personal information and do not share personal information for cross-context behavioral advertising. To exercise rights, contact privacy@icecubes.app.
Verification and Authorized Agents (California): We may verify your request (e.g., by confirming access to the account email). Authorized agents may submit requests with proof of authorization. We will not discriminate for exercising rights.
IceCubes' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically:
The Service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information, contact privacy@icecubes.app, and we will take appropriate steps to delete it.
Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers and providers may be located. Where required, we implement recognized transfer mechanisms (e.g., standard contractual clauses) and appropriate safeguards.
The Service may link to or integrate with third-party services (e.g., Google, Zoom, Microsoft). Their privacy practices are governed by their own policies, not ours.
We may update this Policy from time to time. We will post the updated Policy and update the "Last Updated" date. If changes are material, we will provide additional notice where required. Continued use after the effective date of an updated Policy indicates acceptance.
For questions, privacy requests, or concerns:
Website
icecubes.appFor onboarding / in-product display
IceCubes helps you capture and organize meeting transcripts and notes.
What we collect
What we don't collect
How we use it
Your choices
This Notice supplements the Privacy Policy for California residents.
Depending on your use, we may collect:
We do not collect meeting audio/video recordings, do not capture screen content outside captions, and do not collect private in-meeting chat messages.
As described in Section 8 (generally until deletion; trash 30 days; backups up to 30 days).
IceCubes does not require sensitive personal information. Meeting content may include sensitive information depending on what is said during meetings; we process such content only to provide the features you request and not to infer characteristics about you for advertising.
Email privacy@icecubes.app. We may verify requests and honor authorized-agent requests with appropriate proof.
Even though IceCubes does not sell personal information and does not share personal information for cross-context behavioral advertising, some laws and platforms expect a dedicated statement/link.
IceCubes does not sell personal information and does not share personal information for cross-context behavioral advertising. If you have questions or would like to submit a privacy request, contact privacy@icecubes.app.
Enterprise-friendly summary. A formal DPA may be provided upon request.
To the extent IceCubes processes Meeting Content (transcripts, notes, workspace content) on behalf of a customer organization, IceCubes acts as a processor/service provider and the customer is the controller/business.
IceCubes will process Meeting Content only:
IceCubes restricts access to Meeting Content to authorized personnel and contractors subject to confidentiality obligations.
IceCubes maintains technical and organizational security measures, including:
IceCubes may use subprocessors (e.g., hosting, authentication, AI processing providers) to deliver the Service. IceCubes will impose contractual obligations on subprocessors designed to protect Meeting Content. Common subprocessors may include Google Firebase, Fly.io, and AI processing providers such as OpenAI (when AI features are used).
Where IceCubes is a processor/service provider and to the extent legally required and technically feasible, IceCubes will assist customers in responding to requests to access, delete, or export Meeting Content, including via self-service tools (export and deletion features) and support channels.
If IceCubes becomes aware of a security incident affecting Meeting Content, IceCubes will notify the customer without undue delay and provide information reasonably necessary for the customer to meet its legal obligations, consistent with law enforcement needs and the information available at the time.
IceCubes retains and deletes Meeting Content as described in Section 8 and consistent with customer instructions as implemented through Service controls (e.g., deletion of meetings/account). Backups may persist up to 30 days for disaster recovery.
Where applicable and required for cross-border transfers, IceCubes will rely on recognized mechanisms (e.g., Standard Contractual Clauses) and implement appropriate safeguards.
For enterprise diligence, IceCubes may make available reasonable security documentation (e.g., summaries of controls, vendor attestations where available) subject to confidentiality. If a formal audit right is required, it is typically handled via a negotiated DPA.