Neurameet Limited customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: [email protected]

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

Names and contact details
Payment details (including card or bank information for transfers and direct debits)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Audio recordings (eg calls)
Records of meetings and decisions
Account access information
Website user information

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Website and app user journey information

Children's Data

Neurameet is designed for use by school staff and not by children directly. However, meeting recordings, transcripts and minutes may include personal information about children (for example, names, attendance, behaviour, or safeguarding concerns).

In these cases, the school remains the data controller and Neurameet acts as a data processor on their behalf. We only process this information to provide the service (e.g. generating transcripts, minutes, summaries and reports) and do not use it for any other purpose such as training, profiling, or marketing.

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Where we get personal information from

Directly from you

How long we keep information

We keep different types of personal information for different lengths of time. Our general retention periods are:

Meeting recordings (audio/video): kept for up to 30 days, then deleted automatically unless the school asks us to delete them sooner.
Transcripts and minutes: kept for up to 2 years by default, or until the school requests deletion. Schools may choose shorter or longer periods to align with their own governance policies.
AI-generated outputs (summaries, reports, insights): kept in line with the underlying transcript or minutes — they are not stored separately for longer.
User accounts (staff): kept while the account is active. When an account is closed, associated data is deleted within 30 days.
Billing and subscription data: kept for 6 years to comply with UK financial record-keeping requirements.
Support tickets and emails: kept for up to 2 years, unless the school requests earlier deletion.

Schools can contact us at any time to request deletion of their data.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Speechmatics Ltd — speech recognition technology provider (Machine Learning / AI, SaaS, headquartered in Cambridge, UK).

This data processor does the following activities for us: Speechmatics processes audio recordings from meetings in order to generate accurate text transcripts. These transcripts are then used by Neurameet to create meeting minutes and other outputs.

OpenAI, L.L.C. — artificial intelligence services provider (Machine Learning / AI, SaaS, headquartered in San Francisco, USA).

This data processor does the following activities for us: OpenAI processes meeting transcripts (in text form) to generate meeting minutes, summaries, and reports. This allows Neurameet to provide the AI assistant functionality, enabling users to query and analyse their meeting content.

Data Storage and International Transfers

Data Storage Location

Neurameet only uses UK data centres for data storage. Your data is stored in the UK at all times.

Our commitments:

All data stored in UK data centres only
Third-party services (like speech processing) may temporarily process data outside the UK, but data is automatically deleted and not stored long-term
If our storage location ever needs to change, we will consult with you first and get your permission
You'll get at least 90 days notice of any proposed changes

Your stored data remains under UK law and UK data protection regulations.

Temporary Processing Outside the UK

Where necessary for specific processing tasks, our data processors may temporarily process personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Importantly, this data is not stored outside the UK and is automatically deleted after processing.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: OpenAI, L.L.C.
Category of recipient: Artificial intelligence services provider (AI model API, SaaS)
Country data is temporarily processed in: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Data retention: Data is automatically deleted immediately after processing and is not stored long-term

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: October 01, 2025

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