Privacy Policy

Roundtable is operated by Russell & Sons Limited, a company registered in England and Wales (company number 16408330), with its registered office at 58 Hornsey Lane, London, England, N6 5LU.

This Privacy Policy explains how we collect, use, store and protect personal information when providing the Roundtable service.

For privacy enquiries, please contact russellb.s@gmail.com.

1. Information we collect

Roundtable is a service for recording, transcribing and summarising meetings and group discussions.

Depending on how the service is used, we may collect and process:

• Audio recordings: conversations captured by devices participating in a meeting or event.
• Meeting content: transcripts, speaker labels, AI-generated summaries, discussion points, decisions and action items.
• Meeting information: dates, times, durations, topics, table identifiers and related information.
• Participant information: names and other information provided by participants or meeting organisers.
• Account information: names, email addresses, organisations and authentication information.
• Technical information: IP addresses, device and browser information, session information and operational logs.

Participants may be recorded through devices used by others at the same meeting or discussion table, even if they do not personally join Roundtable.

2. How we use information

We process personal information to:

• Record and transcribe meetings and discussions.
• Distinguish between speakers and organise meeting content.
• Generate meeting summaries, action items and combined event findings.
• Provide technical support and maintain the security and operation of Roundtable.
• Administer accounts, respond to enquiries and manage customer relationships.
• Comply with applicable legal obligations.

Our role in processing information

For meeting recordings, transcripts and related content, Russell & Sons Limited generally acts as a data processor on behalf of the organisation responsible for the meeting or event. The organiser determines the purposes of recording and how the resulting information is used and shared.

Russell & Sons Limited acts as a data controller for information collected for its own account administration, service security, customer communications and business operations.

Where we act as a controller, we process personal information on applicable lawful bases, including contractual necessity, legitimate interests and compliance with legal obligations. Where we act as a processor, we process meeting information on behalf of the relevant organiser in accordance with its instructions and applicable data protection law.

3. Data storage and service providers

Roundtable uses Linode (Akamai) infrastructure in Sydney, Australia to operate its application. Meeting recordings and associated information are stored in private application storage.

We use specialist technology providers to process recordings and generate summaries:

• Deepgram: processes audio recordings to produce transcripts and distinguish between speakers.
• Anthropic: processes transcripts and meeting information to generate AI-powered summaries and insights.
• Recall.ai: processes remote meetings where Roundtable's video conferencing functionality is used.

Some information may be processed outside Australia, including in the United States.

Speaker identification

Roundtable may distinguish speakers within a meeting using labels such as "Speaker 1" and "Speaker 2". These labels do not, by themselves, identify individuals by name.

Where named attribution is enabled, participants may provide their names to associate them with contributions to the discussion.

Roundtable does not maintain a database of enrolled voice identities or compare speakers across different meetings.

Use of meeting information

We process meeting information for the purpose of delivering, maintaining and supporting the Roundtable service.

We do not sell meeting recordings, transcripts or summaries.

4. Data security

We maintain technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration or loss.

These include:

• Encrypted connections between users and the Roundtable application.
• User authentication and access controls.
• Private storage of meeting recordings and processing files.
• Restrictions on access to meeting information based on user permissions.

Access to meeting information is limited to authorised users and service personnel who require it to operate or support the service.

No internet-based service can guarantee absolute security.

5. Confidentiality and sharing

Meeting transcripts, summaries and related outputs are made available to the relevant account holder or event organiser.

Roundtable does not automatically distribute completed meeting outputs to all participants.

Where appropriate, event outputs may use speaker labels rather than participant names. However, identifying information mentioned during a discussion may still appear in transcripts or summaries.

Event organisers are responsible for determining how meeting outputs are subsequently distributed and for reviewing them before wider publication.

Recording notices and consent

Meeting and event organisers are responsible for informing participants before recording begins that discussions will be recorded, transcribed and summarised using AI.

Organisers are also responsible for obtaining any consent or other lawful authority required for recording and processing participants' information, and for informing participants about how the resulting information will be used and shared.

6. Data retention and deletion

We retain personal information only for as long as necessary to provide the service, administer customer relationships and meet applicable legal obligations.

Our retention periods are as follows:

• Audio recordings: deleted within 30 days after the relevant meeting has been processed.
• Transcripts and summaries: retained until deleted at the customer's request, and deleted within 90 days after the customer relationship ends.
• Account information: retained while the account is active and for up to 12 months after account closure, unless a longer period is legally required.
• Accounting and financial records: retained for six years, or longer where required by applicable law.
• Security and error logs: retained for up to 90 days, unless a longer period is necessary to investigate an incident or comply with legal obligations.
• Enquiries: retained for up to 12 months after the enquiry has been resolved, unless a longer period is required for an ongoing customer relationship or legal obligation.

Customers may request the deletion of their meeting information by contacting russellb.s@gmail.com.

Deletion requests will be handled in accordance with applicable legal obligations. Information may remain temporarily in backup systems or with service providers in accordance with their applicable retention and deletion arrangements.

7. Individual privacy rights

Depending on applicable law, individuals may have the right to:

• Request access to their personal information.
• Request correction of inaccurate information.
• Request deletion of personal information.
• Object to or request restrictions on certain processing.
• Request a copy of their information in a portable format.
• Withdraw consent where processing relies on consent.

For meeting content processed on behalf of an organisation, participants should ordinarily direct requests to the meeting or event organiser.

If we receive a request concerning information processed on an organiser's behalf, we will refer the request to the organiser and provide reasonable assistance in responding.

For information controlled by Russell & Sons Limited, requests can be sent to russellb.s@gmail.com.

Individuals may also have the right to lodge a complaint with the UK Information Commissioner's Office at www.ico.org.uk or another relevant data protection authority.

8. Cookies and analytics

Roundtable uses essential cookies to enable account authentication, maintain user sessions and protect the security of the service.

We also use Google Analytics to understand how visitors use our website and application, including which pages are visited and how visitors interact with the service. This information helps us monitor performance and improve Roundtable.

You can manage or disable cookies through your browser settings. Where required by applicable law, we provide additional choices regarding analytics cookies.

9. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology providers, data processing practices or legal obligations.

The latest version will be published on our website.

For questions about this Privacy Policy or how we handle personal information, please contact:

Russell & Sons Limited
Company number: 16408330
Registered office: 58 Hornsey Lane, London, England, N6 5LU
Email: russellb.s@gmail.com