Privacy Policy

TrackHeros is operated by Developer Eagle, 30 N Gould St, STE R, Sheridan, WY 82801, USA. Developer Eagle is the controller of the personal data described here. You can reach us at admin@trackheros.com for any question about this policy, or to ask for a copy or deletion of your data.

We collect three kinds of data, and nothing else.

Account data. Your name, email address and profile picture as provided by Google or Microsoft when you connect an account, plus the tokens that let us act on your behalf for the permissions you granted.

Meeting data. Calendar events from the accounts you connect (title, description, time, attendees, and the meeting link), and — for meetings you choose to have covered — the audio recording, the transcript, participant names as reported by the meeting platform, and everything we generate from those: summaries, decisions, action items and minutes.

Service data. Usage records needed to run and bill the service (meeting minutes processed, storage used), the plan you are on and the subscription and transaction records Paddle sends us — never your card details — plus technical logs containing IP address, browser user agent and timestamps.

• To join your meetings, record and transcribe them, and produce your summaries, action items and minutes.
• To answer the questions you ask about your own meeting history.
• To keep each client's data in its own workspace and out of every other one.
• To operate, secure, debug and bill the service.
• To email you about your account, and — if you asked to be on the early-access list — about getting access.

We do not profile you for advertising, and we run no advertising trackers. The one third-party script on this website is Google Analytics, and it loads only after you accept it — see Cookies and analytics below.

Transcription, summarisation and the answers you get when you ask about your meetings are produced by large language models. We reach those models through OpenRouter, which passes each request on to the company that runs the model. Every request we send requires a provider that keeps no copy of the content and refuses any use of it for training; a provider that cannot meet both is never used. The models are run by Google Cloud’s Vertex AI (Gemini models, and Anthropic’s Claude models), by Amazon Bedrock (Claude models, when Vertex AI cannot serve them) and, for transcribing the recording of meetings held in a language other than English or in more than one, by DeepInfra, Together AI or Groq. The search index over your meetings is computed on Vertex AI directly.

We never use your data to train AI models, our own or anyone else’s. We do not permit our providers to do so either.

AI output can be wrong. Summaries, action items and minutes are a starting point, not a record of fact — check anything you intend to rely on.

Every piece of meeting data belongs to exactly one client workspace. Queries are scoped to a single workspace before they run, and the assistant that answers questions about a client can only read that client’s data. This is how the product is built rather than a preference you set.

TrackHeros’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We request Google Calendar access to read the events on the accounts you connect, so we know which meetings exist and where they are held. We request basic profile and email so we can identify the account. We do not use Google user data for advertising, we do not sell it, and we do not use it to train generalised AI models. You can disconnect an account at any time from your TrackHeros settings, or revoke access directly at myaccount.google.com/permissions.

Where you connect a Microsoft account, we request calendar read access and basic profile information through Microsoft Graph for the same purposes, and treat that data under the same rules set out in this policy. You can revoke access from your Microsoft account’s app permissions at any time.

When a TrackHeros bot joins a meeting it appears in the participant list under its own name, so everyone present can see it is there.

You decide which meetings are covered, and you are responsible for having whatever consent the law where you and your participants are requires before recording. If a participant objects, remove the bot or delete the recording.

We do not sell your data to anyone, and we do not share it with other TrackHeros users. We use a small number of processors to run the service:

• OpenRouter — passes our requests for transcription, summarisation and the assistant on to the model providers below, and only to ones that retain none of the content and do not use it for training.
• Google Cloud (Vertex AI) — runs the Gemini and Claude models for transcription, summarisation and the assistant, and the search index over your meetings, under enterprise terms that exclude training on your content.
• Amazon Web Services (Amazon Bedrock) — runs Claude models when Vertex AI cannot serve them, with no retention of your content and no training on it.
• DeepInfra, Together AI and Groq — transcription of the recording for meetings held in a language other than English, or in more than one, under terms that exclude training on your content and keep no copy of the audio after it is transcribed.
• Our hosting provider — the servers that run the application, its database and its object storage.
• Paddle — our reseller and Merchant of Record for paid plans. Paddle sells the plan to you, takes the payment, issues the invoice and handles refunds, and processes your billing details under its own privacy notice. Card details go to Paddle directly and we never see them.
• An email delivery provider — to send you account and notification email.
• Google Analytics — visit statistics for this website only, and only if you accept it in the banner. It never sees anything from the application.

We will also disclose data where we are legally required to, and we will tell you unless we are prohibited from doing so.

TrackHeros runs on servers operated by our hosting provider, and AI processing runs on Google Cloud infrastructure. Either may process your data outside the country you are in. Where data moves between countries we rely on the transfer terms in our agreements with those providers. Write to admin@trackheros.com if you need to know the current regions for a client of yours.

Recordings, transcripts and generated notes are kept for as long as you keep the client workspace they belong to. Technical logs are kept for a short operational period and then rotate away.

You can delete a client workspace or your whole account. Deleting removes the database records, the stored recordings and transcripts in our object storage, and the copy held by the meeting-bot service that captured them. Our database backups may still contain a copy until they expire, and every backup is deleted within 30 days of the deletion. We do not restore deleted content into a live account, and we do not use it for anything.

Traffic between your browser and TrackHeros is served over TLS. Access to production systems is limited to the people who operate them. Isolation between client workspaces is enforced in the application on every query, with database-level policies behind it as a second layer.

We hold no security certifications and do not claim any. If you need a formal assurance for a client of yours, write to us and we will tell you exactly what we do and do not have.

Depending on where you live, you may have the right to access, correct, export, restrict or delete your personal data, and to object to how we process it. You can do most of this in the product; for anything else, write to admin@trackheros.com and we will answer within 30 days.

If a participant in one of your meetings wants their data removed, contact us and we will work with you as the account owner to do it.

TrackHeros is a tool for professional work and is not directed at anyone under 16. We do not knowingly collect data from children.

This website uses Google Analytics to count visits and see which pages are read — and only if you allow it in the banner shown on your first visit. Until you do, nothing from Google is loaded and no analytics cookie is set. If you decline, or never answer, the site works exactly the same.

If you allow it, Google Analytics sets its own cookies (named _ga and _ga_…) for up to two years, so that a return visit is counted as one visitor rather than a new one. We use it to see which pages people read and where they arrived from. We do not use it for advertising, and we do not link it to an account. You can change your mind at any time from “Cookie settings” in the footer, which removes those cookies and stops the script on your next page.

Separately, and whether or not you accept analytics, our web server keeps a short-lived log of the pages it serves. Your address is shortened before it is written — the last part of it is replaced with a zero — so the log shows roughly which network a visit came from but not who made it. We use it to count visits and see which pages are read, and it rotates away after two weeks. Nothing is stored on your device to do this, which is why it does not ask you first.

We set no advertising cookies and load no other trackers. The application itself stores what it needs to keep you signed in.

If we change this policy in a way that materially affects you, we will email the address on your account before the change takes effect. The date at the top of this page always reflects the current version. See also our Terms of Service.