SiteMinutes · Legal
AI & Recording Policy
Version 1.0Effective 25 September 2026Draft
Contents
Draft — to be reviewed by a qualified legal practitioner before publication.
Version 1.0 · Effective 25 September 2026
SiteMinutes turns a recorded meeting into draft minutes. This policy explains how that works, what we do and do not do with your data, and what you must do as the person recording. It forms part of the Terms of Service.
1. How the AI is used
| Step | What happens | Provider |
|---|---|---|
| 1. Record | The app records the meeting on your device, in parts of about 5 minutes. Nothing is uploaded while you record. | — (your device) |
| 2. Create minutes | Only when you tap Create minutes, a temporary copy of the audio is uploaded to our storage in Frankfurt. | Supabase |
| 3. Transcribe | Each audio part is sent to OpenAI's speech-to-text model (whisper-1), with attendee names and construction terms as spelling hints. | OpenAI |
| 4. Draft | The transcript, together with the meeting's agenda, attendance, actions, contract instructions, snag notes, photo captions, project details and the previous meeting's open actions, is sent to Anthropic's Claude model, which writes draft minutes in a fixed structure. | Anthropic |
| 5. Clean up | The temporary audio copy is deleted as soon as the minutes are saved; a daily job removes any copy older than 7 days. | Supabase |
| 6. Review | You review the draft. You can edit it, or ask the review chat ("change 3.2 action by to Regardt"), which sends the current minutes, the transcript and your instruction to Claude and returns an updated draft. | Anthropic |
| 7. Finish | You mark the minutes Final and decide whether and to whom to send them. | — |
The help assistant (the round ? button) sends your question, the conversation so far and basic information about your plan (company name, role, plan and trial status — never e-mail addresses) to Claude to answer questions about using SiteMinutes.
2. What we promise about your data and AI
- No training. We do not use your recordings, transcripts or minutes to train AI models, and our providers' business API terms say they do not use API data for training by default. We have not opted in to any data sharing with them.
- Minimum data, shortest time. The AI providers receive only what is needed for the task. According to their published terms (September 2026), OpenAI's transcription endpoint keeps no copy of the audio, and Anthropic deletes API inputs and outputs within 30 days (up to 2 years only if flagged for a usage-policy violation).
- No selling, no advertising. Your meeting content is never sold or used for advertising.
- Your content stays yours. You own the transcripts and minutes.
- No automated decisions about people. The AI summarises what was said. It does not make decisions about individuals.
- We tell you before changing providers. Any new AI provider will be listed in advance in the Data Processing Addendum.
3. Transcripts and minutes are drafts — a person must review them
Transcripts and minutes produced by SiteMinutes are machine-generated drafts. A person must read, correct and approve them before they are finished, relied on or sent. SiteMinutes does not guarantee their accuracy and is not liable for loss caused by relying on or distributing them.
AI can make mistakes. Transcripts and minutes may contain errors, omissions and mistranslations: speech-to-text can mishear words, names, numbers and Afrikaans or other languages; the drafting model can attribute statements to the wrong person, get names, amounts or dates wrong, leave points out, or — despite instructions not to — state something that was not said.
For that reason:
- Every transcript and every set of minutes produced by SiteMinutes is a draft until a person has reviewed it.
- Before minutes are finished, relied on or distributed, a competent person must read the whole document, check it against their own knowledge of the meeting and against the recording or transcript where there is doubt — especially names, dates, amounts, contract instructions, responsibilities and deadlines — and correct it.
- Choosing Finish confirms that a person has read the minutes, corrected them and takes responsibility for their content. The app asks you to confirm this.
- You are the author and publisher of the final minutes. You decide what they say and to whom they are sent. SiteMinutes is not the author, publisher or distributor of your minutes.
- No warranty, no liability. SiteMinutes gives no warranty that transcripts or minutes are accurate or complete, and is not liable for any loss arising from reliance on or distribution of them; you indemnify SiteMinutes against third-party claims arising from minutes you finished or distributed. The full terms are in section 2 of the Terms of Service.
- SiteMinutes' minutes include a standard note that they are accepted as a true record unless written notice of errors or omissions is received within 7 days of distribution. That note is for the parties to the meeting; it does not replace your review.
- SiteMinutes does not give legal, contractual or professional advice.
Minutes are always written in English, whatever language the meeting was held in. Check translated statements with particular care.
4. Recording consent — your responsibility
Recording a meeting captures the voices and words of everyone present. The customer (and the person recording on its behalf) is responsible for recording lawfully.
Always:
- Tell everyone at the start that the meeting is being recorded, why (to prepare minutes), and who will have access. The app shows the reminder "Tell everyone the meeting is being recorded" before every recording.
- Stop or pause if someone objects and you do not have another lawful basis to continue, and record the objection in the minutes.
- Tell people joining late, and people joining by phone or video.
- Avoid recording sensitive personal matters that are not needed for the minutes.
Know the law where you record. Recording rules differ between countries:
- South Africa. Under the Regulation of Interception of Communications and Provision of Communication-Related Information Act 70 of 2002 (RICA), a person who is a party to a communication may generally record it. But recording is also processing of personal information under POPIA, so the customer needs a lawful ground (for example a legitimate interest in accurate minutes, or consent) and must notify participants (section 18).
- Namibia. The Constitution protects privacy (Article 13), and a Data Protection Bill is pending. Treat notice and, where practical, consent as the standard.
- All-party-consent jurisdictions. Several jurisdictions require the consent of every participant, including a number of US states (for example California, Florida, Illinois, Maryland, Massachusetts, Pennsylvania and Washington) and some European countries (for example Germany, where recording privately spoken words without consent can be a criminal offence). If any participant is in such a place, including by phone or video, obtain everyone's consent before recording.
- European Union and United Kingdom. Recording is processing under the GDPR; you need a lawful basis and must inform participants.
- Canada and Australia. In Canada a participant may generally record a conversation, but privacy law still requires notice for business use. In Australia the rules differ by state and territory, and some require the consent of all parties.
This section is general information, not legal advice. If you are unsure, ask your own legal adviser.
5. Meeting participants' rights
People who were recorded or named in minutes can ask the customer that ran the meeting to see, correct or delete their information. We help customers respond (see the Privacy Policy and the Data Retention & Deletion Policy).