Neuma is designed to keep company intelligence source-backed and workspace-scoped. This policy describes the personal data, Zoom data, and Google Calendar data we collect, why we collect it, and how deletion works.
This Privacy Policy explains how Neuma collects, uses, stores, and deletes information for the public website and Neuma application. It also explains how Neuma handles data received from Zoom when a workspace connects the Neuma Zoom Marketplace app. It also explains how Neuma handles data received from Google when a user connects Google Calendar.
For privacy, deletion, or support requests, contact support@neumaos.com.
We collect account and workspace information such as names, email addresses, authentication records, workspace membership, support messages, and billing or operational metadata.
When a workspace authorizes Zoom, Neuma may collect Zoom account identifiers, user identifiers, OAuth tokens, granted scopes, sync status, meeting or cloud recording metadata, transcript or caption files such as VTT text, and — when a meeting has no transcript available — the meeting's audio (or, if needed, video) recording file, which Neuma uses to generate a transcript. Neuma may also collect speaker labels, timestamps, host or participant information present in the transcript or metadata, and source download metadata needed to complete the import.
Zoom data is used only to provide Neuma to the workspace that connected the integration. We use it to import source artifacts, generate a transcript from a meeting's audio or video recording when Zoom did not provide one, extract and organize company intelligence, attach evidence back to generated records, display source references, operate sync jobs, troubleshoot failures, protect the service, and respond to authorized support requests.
We do not sell Zoom data, use Zoom data for advertising, or use Zoom data to build unrelated profiles outside the Neuma workspace.
Zoom-sourced artifacts and derived intelligence — including transcripts and any audio or video recording files Neuma retrieves — are stored encrypted at rest in Neuma systems associated with the authorizing workspace. Access is limited to authorized workspace users and Neuma personnel or service providers who need access to operate, secure, or support the service.
OAuth tokens and sync records are used to run authorized imports. Neuma keeps operational logs for security, debugging, abuse prevention, and auditability.
We share information with infrastructure, hosting, database, observability, email, and support providers only as needed to run Neuma. We may disclose information when required by law, to protect the service, or with the workspace's direction.
Connected Zoom content remains workspace data. We do not publish it publicly or provide it to other customers.
We retain workspace data, including Zoom-sourced artifacts and derived intelligence, while the workspace uses Neuma or as otherwise needed to provide the service, meet legal obligations, resolve disputes, maintain security, or preserve audit records.
Operational logs and backups may remain for a limited period after active records are removed, then expire through normal retention cycles.
If a workspace disconnects Neuma from Zoom or deauthorizes the Neuma Zoom app through Zoom, Neuma automatically stops future Zoom collection for that connection, hard-deletes the stored Zoom OAuth tokens for the deauthorized connection, marks the integration revoked, and deletes install-scoped Zoom transcripts, audio and video recording files, source artifacts, sync records, and related derived intelligence from active production systems.
A workspace admin may request deletion of Zoom-sourced data by emailing support@neumaos.com. After a verified deletion request, Neuma deletes applicable Zoom-sourced active records within 30 days, unless retention is required for legal, security, abuse-prevention, or audit reasons. Residual backup copies expire on normal backup schedules.
A signed-in user can connect their own Google Calendar to Neuma. Neuma asks Google for read-only access to calendar events (the scope https://www.googleapis.com/auth/calendar.events.readonly) and for the account's email address, identifier, and name (the openid, email, and profile scopes). Neuma cannot create, change, or delete calendar events. It reads events from the primary calendar only.
Neuma uses calendar events for one purpose: to let a user link their recurring meetings to Contexts in Neuma and to place the Zoom transcripts of those meetings into the Contexts they chose. Neuma reads each event on the primary calendar as Google returns it, including the title, start and end times, time zone, recurrence rules, status, changes to single occurrences, conference link, location, and description, and the organizer, creator, and attendees of the event with their email addresses, names, and response status. Neuma uses the conference link, location, and description to find a Zoom meeting number, and shows the people on a recurring meeting in the list of recurring meetings. A Zoom transcript is matched to a meeting occurrence by that number and by the time of the meeting. Matching follows a fixed rule and does not use a machine-learning model.
Neuma stores the connected Google account's email address, identifier, and name (if Google sends one); the OAuth tokens, which are encrypted before they are stored; every event Google returns for the primary calendar, in full as Google sends it, including one-off events and events in the past, with the description, location, organizer, creator, and attendees, except that Zoom meeting passcodes are removed; for each recurring meeting, its title, its Zoom meeting number if one was found, its recurrence rules, and its times; for each occurrence from 12 months in the past to 30 days ahead, its start and end times, status, and Zoom meeting number; and the matches between occurrences and Zoom transcripts. While the calendar is connected, Neuma refreshes this data every hour. Each refresh updates or deletes occurrences in that window when the event changes or is removed in Google Calendar, and a full refresh deletes stored event details that Google no longer returns. An occurrence that was stored and later passes 12 months into the past is kept.
In the Neuma application, the user who connected the calendar is the only person who can see that connection and the list of recurring meetings read from it, including the stored details of those meetings and the people on them, and only that user can disconnect it. When a recurring meeting is linked to a Context, its title becomes visible to the members of the workspace who can see that Context. Calendar data is scoped to the workspace and is never shown to other customers.
A user disconnects Google Calendar from the Google Calendar card on the Sources page. Neuma then stops the hourly sync, deletes the stored occurrences of that calendar's meetings and their transcript matches, deletes the stored event details (including descriptions, locations, organizers, creators, and attendees), forgets where the last sync stopped, and revokes the connection's token at Google. Neuma keeps a record of each recurring meeting (its title, its Zoom meeting number, and Google's identifier for it), marked as disconnected, so that Contexts keep the meetings already linked to them; the recurrence rules and times of that record are cleared. Transcripts already placed in a Context stay there. Neuma also keeps the connection record, which holds the Google account's email address, identifier, and name and the encrypted tokens, marked as revoked. A user can also remove Neuma's access at any time from their Google Account permissions page, which stops further syncing; data already stored stays until the user disconnects or asks for it to be deleted. To request deletion of the remaining records, see Your choices.
We do not sell Google Calendar data, use it for advertising, or use it to build unrelated profiles. Neuma does not use Google Calendar data to train, develop, or improve generalized artificial intelligence or machine-learning models, and does not send it to AI model providers. Google Calendar data is shared with the infrastructure and hosting providers described under Sharing only as needed to run Neuma.
Neuma's 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.
Workspace admins can choose whether to connect Zoom, disconnect Zoom, request access to workspace data, or request deletion of workspace data. Individual users can contact their workspace admin or Neuma support for privacy requests.
If you believe Zoom data was imported into Neuma without authorization, email us and include the workspace name, meeting or recording information if known, and the request you want us to process.
We may update this Privacy Policy as Neuma changes. Material updates will be reflected on this page with a new effective date.