Codexal Meet is operated by Codexal, Amman, Jordan. This policy explains what we collect when you use Codexal Meet, what we do with it, and the choices you have.

1. What we collect

Account details: your name, email address and password (stored as a hash).
Meeting details: title, agenda, scheduled time, who joined and when, and chat messages sent in the room.
Captions and summaries: when live captions are on, the words spoken through your microphone are transcribed in your browser and stored so a summary can be written and emailed to the attendees. Captions are opt-in per person and can be turned off at any time.
Guest details: a guest's name and, if they give it, an email address for the summary.

We do not record audio or video. Media travels peer to peer between browsers and is encrypted in transit. A recording exists only when a participant presses record, and it is saved to that person's own device.

2. How we use it

To run your meetings: create rooms, admit people, show the agenda, keep the participant list honest.
To write and send the AI notes for a meeting to its attendees.
To send you service messages about your account.
To understand usage in aggregate and keep the service reliable.

3. Where it lives

Accounts, meetings, transcripts and summaries are stored on servers in the Middle East. Organisations that need a specific region can have a dedicated instance under an Enterprise agreement. Media is not stored in any region by anyone, because it never reaches a server in readable form.

4. Who sees it

Attendees of a meeting see its agenda, chat and recap. Beyond them, the only parties that touch your data are the sub-processors we depend on to run the service: our hosting provider, the language-model provider that writes the summary from the text of the captions, our email provider, and a relay used only on restrictive networks that handles encrypted packets it cannot read. Each is named with its purpose on the GDPR page.

We do not sell your information, we do not share it with advertisers, and meeting content is never used to train AI models.

5. How long we keep it

Storage limitation is a control, not a promise, so here are the numbers:

Transcripts: 14 days by default, then deleted automatically. Organisations can set a shorter period.
Summaries and chat: kept with the meeting so attendees can read them later, and deleted with the account.
Account data: until you delete the account; removed from live systems immediately and from backups within 30 days.
Technical logs: a rolling 90 days, for security investigation. They carry no meeting content.
Backups: encrypted and rotated out after 30 days.

6. How we protect it

Audio and video are encrypted between browsers with DTLS-SRTP, so a meeting cannot be listened to in transit — including by us. Everything else travels over TLS 1.2 or better and rests on encrypted storage. Passwords are stored as bcrypt hashes. Access to production is limited to the engineers who need it and is reviewed.

The full architecture is set out on the security page, and the standards we build against are listed with their honest status on the standards page.

7. Your choices and your rights

Turn captions off for yourself in any meeting — transcription stops immediately and the room shows the change. Update your name and email in Settings.

You can also ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or hand it to you in a portable format. Write to info@codexal.co from the address on your account and we will answer within 30 days, free of charge. Nothing in Codexal Meet makes an automated decision with legal effect about anyone.

If you are in the EEA or the UK, the detail of how these rights work — lawful bases, sub-processors, international transfers and the Data Processing Agreement — is on the GDPR page. You also have the right to complain to your supervisory authority at any time, and you do not have to come to us first.

8. Children

Codexal Meet is not directed at children. Where a school uses it for classes, the school is the controller of its students' data and we process it on the school's instructions under a Data Processing Agreement.

9. Cookies

We set one cookie: the session cookie that keeps you signed in. It is HttpOnly, Secure and SameSite, and it is deleted when you sign out. There is no advertising network, no analytics vendor and no tracker on this site, which is why you are not being asked to accept anything.

10. Changes to this policy

If we change something that matters, we will say so on this page and tell account holders by email before it takes effect. The date at the top is the date of the current version.

11. Contact

Codexal · Amman, Jordan · info@codexal.co · +962 6 582 4373

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