Privacy Policy

Last updated: November 5, 2025

We take privacy seriously. This privacy policy explains how Alia ApS ("we", "us" or "our") collects, uses and protects your personal information when you use the MinuteMate solution.

1. Information We Collect

1.1 Audio Recordings

When you use MinuteMate to record meetings, we temporarily process your audio recordings to generate meeting minutes. These recordings:

  • Are transmitted securely to our servers in the EU (Microsoft Azure, Sweden)
  • Are processed using AI technology in the EU (Microsoft Azure, Sweden)
  • Are automatically deleted immediately after processing is complete
  • Are never stored permanently on our servers

Audio recordings, transcriptions and texts are used solely to create your meeting minutes and are deleted as soon as your minutes are delivered via email. They are not used to train AI models or for any other purposes.

1.2 Account Information

When you first enter your email address in the MinuteMate app, a free account is automatically created for you. We collect and store:

  • Email Address: Used to deliver meeting minutes, for account identification and is automatically created when you first use the service
  • Service Subscription Information: Your current service subscription (free or paid) and available transcription minutes
  • Usage Data: Transcription minutes consumed for billing and quota management

To upgrade from the free plan or manage your account settings, visit our website at account.alia.dk. The mobile app does not process payments and does not store payment information.

1.3 Technical Information

We may collect basic technical information necessary for app functionality, including:

  • Device type and operating system version
  • App version information
  • Error logs and crash reports (if relevant)

2. How We Use Your Information

We use your information solely for the following purposes:

  • Account Management: Creating and managing your user account and authentication
  • Service Delivery: Providing access to MinuteMate features based on your service subscription
  • Meeting Minutes Generation: Processing your audio recordings to create detailed meeting minutes
  • Results Delivery: Sending the generated meeting minutes to your specified email address
  • Usage Tracking: Monitoring transcription minutes consumed for billing and quota management
  • Legal Compliance: Fulfilling legal obligations under EU and Danish law

3. Data Storage and Retention

We have different retention policies for different types of data:

3.1 Zero-Retention for Content

MinuteMate is designed with a zero-retention policy for your meeting content:

  • Audio Recordings: Deleted immediately after transcription and processing
  • Transcriptions and Text: Deleted immediately after meeting minutes are generated and sent via email
  • Meeting Minutes: Not stored on our servers after delivery to your email

We do not retain copies of your meeting content, recordings or generated minutes after delivery.

3.2 Account Data Retention

Account-related information is retained as follows:

  • Account Information: Retained while your account is active and for 60 days after account deletion (for legal and billing purposes)
  • Usage Data for Paid Accounts: Retained for the current billing period and up to 1 year for accounting and tax purposes
  • Service Subscription Information: Retained while your account is active

You can request account deletion at any time via account.alia.dk or by contacting support@alia.dk.

4. Data Processing Location

All data processing takes place exclusively within the European Union:

  • Server location: Microsoft Azure data centers in Sweden
  • No data transfer outside the EU
  • Full GDPR compliance

5. Data Security

We implement industry-standard security measures to protect your data:

  • Encrypted transmission of all data (TLS/SSL)
  • Secure cloud infrastructure (Microsoft Azure)
  • Access control and authentication
  • Immediate deletion of sensitive content after processing

6. Your Rights Under GDPR

As an EU-based service, we respect your rights under the General Data Protection Regulation (GDPR):

  • Right to Access: Request information about data we hold about you
  • Right to Rectification: Request correction of inaccurate data
  • Right to Erasure: Request deletion of your personal data
  • Right to Restriction: Request restriction of data processing
  • Right to Data Portability: Request transfer of your data
  • Right to Object: Object to certain types of processing
  • Right to Withdraw Consent: Withdraw consent at any time

To exercise any of these rights, please contact us at info@alia.dk.

7. Third-Party Services

MinuteMate uses the following third-party service:

  • Microsoft Azure (Sweden): Cloud hosting, data processing and AI services

Our use of Third-Party Services will always be GDPR-compliant and exclusively process data within the EU.

8. Payment Information and External Account Management

We do not collect or process payment information through the mobile app:

  • No In-App Purchases: The mobile app does not process payments and does not contain links to payment providers
  • External Account Management: All service subscription management, billing and payment processing takes place exclusively on our website at account.alia.dk
  • Payment Processors: When you manage your account on our website, payment information is processed by GDPR-compliant third-party payment processors. We never store complete credit card information
  • View Only in App: The mobile app only displays your current account status and available transcription minutes. It does not handle payment data

9. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will inform you of any significant changes by:

  • Updating the "Last updated" date at the top of this policy
  • Providing notice through the app or via email

Your continued use of MinuteMate after changes constitutes acceptance of the updated policy.

10. International Data Transfers

We do not transfer your data outside the European Economic Area (EEA). All processing takes place within EU data centers (Microsoft, Sweden).

11. Contact Information

If you have questions or concerns about this privacy policy or our data practices, please contact us:

Alia ApS
Storegade 66
4780 Stege
Denmark
CVR: 29630062

Email: info@alia.dk

12. Data Protection Officer

For data protection inquiries, you can contact our data protection officer at info@alia.dk.

13. Supervisory Authority

If you believe we have not adequately addressed your concerns, you have the right to lodge a complaint with the Danish Data Protection Agency:

Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
Denmark
Website: www.datatilsynet.dk