What Agency Minder collects, who can see it, and how long it is kept.

Effective 02OCT2026 · Last updated 02OCT2026

1. The short version

• The Agency Minder notetaker joins a meeting only when the meeting’s host invites it and admits it. It appears in the participant list under an agencyminder.com name, and it does not speak.
• We keep the meeting transcript, the meeting’s length, and each participant’s share of talk time. We do not keep audio or video.
• A third-party artificial-intelligence model reads each transcript so that our scoring method can be applied to it. Scores are produced by software, can be wrong, and are not intended to be the sole basis for any decision about a person.
• Only the customer’s Admins see results. Admins see everything in their account, including individual ratings and who gave them. A meeting participant who is not an Admin never sees ratings in the product — not their own, and not anyone else’s.
• We never sell customer or participant information, never use it for advertising, and never use it to train artificial-intelligence models.
• A rating cannot be edited once it is submitted — not by the person who gave it, not by an Admin, and not by us. When a subscription ends, all of that account’s meeting data is destroyed 30 days later.

2. Who is who

Agency Minder, LLC (“the Company,” “we,” “us”) is a Texas limited liability company. It offers the Agency Minder service (the “Service”) described in this policy.

The Company also offers a separate product, Class Project App, under its own privacy policy. The two products keep their product data on separate platforms, and that data is never combined. They share only the Company’s back-office functions for payment processing and accounting.

• Customer — the organization that subscribes to the Service.
• Admin — the person who created the Customer’s account and owns its subscription.
• Delegated Admin — a person the Admin authorizes. A Delegated Admin has the same access as the Admin, for the whole account or for the contracts the Admin assigns, and the Admin can revoke that access at any time. In this policy, “Admins” means both.
• Participant — anyone who attends a meeting the notetaker has been admitted to, or who is asked to give a rating. Participants include the Customer’s own people and the people at its agencies and vendors. A Participant does not need an Agency Minder account.

For meeting transcripts, ratings, and results, the Customer is the data controller: it decides which meetings are covered, who is involved, and how results are used. We are the data processor, handling that information only to run the Service on the Customer’s behalf. For account, billing, and marketing-site information, we are the controller.

Enterprise and Enterprise+: Where a Customer has signed a data processing agreement with us, that signed agreement governs wherever its terms differ from this policy.

3. How the notetaker works

• An Admin sets up a contract and its meetings in the Service.
• The meeting’s host invites the notetaker and must admit it to the meeting. It cannot join uninvited, and the host can remove it at any time.
• The notetaker is visible in the participant list for the whole meeting. It listens; it does not speak, post, or share its screen.
• Our notetaker provider, MeetGeek, processes the meeting audio to produce a written transcript. We receive the transcript, the meeting’s length, and each participant’s share of talk time.
• An artificial-intelligence model provided by Anthropic reads the transcript, and our proprietary scoring method is applied to produce the AI scores.
• After the meeting, Participants are asked to rate the meeting and may be asked to rate individual Participants. These human ratings are kept separate from the AI scores and shown beside them.
• Results appear on the Admin summary pages, and nowhere else.

The Customer is responsible for telling every Participant that a meeting will be transcribed and scored, and for obtaining any consent the law requires. If you are in a meeting and do not want to be transcribed, tell the host; the host can remove the notetaker.

4. What we collect

From Admins

• Name, work email address, company, title, and sign-in credentials.
• The contracts, projects, agencies, and meetings you set up, and the Participant names and email addresses you enter.
• Payment records: confirmation of payment, the subscription purchased, the billing contact, and the amount. Payments are processed by Stripe; we never receive or store your card number. Invoices and accounting records are kept in our accounting system.
• Support messages you send us, and the basic technical records needed to operate and secure the Service, such as error logs.

From meetings

• The transcript: the words spoken, labeled by speaker.
• The meeting’s title, date, and length, and each Participant’s share of talk time.
• Participant display names, and email addresses where an Admin or the meeting invitation supplies them.

We do not keep audio or video recordings, and we do not create or store voiceprints. MeetGeek deletes the meeting recording once the transcript has been produced.

A transcript contains whatever was said in the meeting. We do not ask for, and the Service is not designed for, sensitive personal information such as health information, government identification numbers, or financial account details. Customers agree not to use the Service for meetings where that kind of information is expected to be discussed.

Ratings and results

• Each human rating, who gave it, whom or what it concerns, and when it was submitted.
• The AI scores and summaries generated from each transcript.

On our marketing website

On agencyminder.com we use HubSpot for our forms, our website chat assistant, and customer communications, and the LinkedIn Insight Tag to measure our LinkedIn advertising. These record which marketing pages you view and whether you submit a form or start a chat, along with the standard technical information your browser sends, such as IP address, browser and device type, and referring page. They use cookies or similar identifiers to do this. The chat assistant is automated, and what you type into it is saved to our customer relationship records so we can respond. If you are already in those records — for example, as a current or former customer — HubSpot may connect your visits to our marketing pages with your contact record. These tools never load inside the Service, and they never receive transcripts, ratings, results, or anything else entered in the Service.

If you write to us

Contact-form messages, chat messages, demo requests, and emails are collected so we can respond. Retention for these is in Section 8.

5. How the information is used, and the limits on its use

We use the information solely to:

• Run the notetaker and obtain the transcript of a meeting it was admitted to
• Apply our scoring method to the transcript and collect human ratings
• Present results to the Customer’s Admins
• Send rating requests and service notifications
• Operate, secure, support, and troubleshoot the Service
• Process payment and manage subscriptions
• Validate our scoring method and produce de-identified benchmarks, as described below

The limits, stated without qualification

• We do not sell customer or participant information, and we never will. We do not rent, license, trade, or otherwise transfer it for value to anyone.
• We do not disclose a Customer’s transcripts, ratings, or results to anyone outside that Customer, except to the service providers listed in Section 7 — who act only on our instructions and may not use the information for their own purposes — or where we are compelled by law, in which case we will notify the affected Customer unless legally prohibited from doing so.
• We do not use transcripts, ratings, or results for advertising, and we display no advertising in the Service.
• We do not show one Customer’s information to another Customer.
• Individual ratings are used only within the projects and meetings in which they were given. We do not build profiles of Participants that follow them from one Customer to another.

Artificial intelligence

The AI model reads a transcript for one purpose: to apply our scoring method to that meeting. We never use transcripts, ratings, or results to train artificial-intelligence or machine-learning models, and we do not permit any service provider to do so.

When we change the AI model that powers the Service, we may re-process transcripts we already hold, within their retention period, to confirm that the replacement produces results consistent with the model it replaces. That is validation of the Service, not training.

AI scores and summaries are generated by software. They can contain errors, and a transcript can mis-hear or mis-attribute what was said. Scores are a measurement to inform the Customer’s judgment. They are not intended to be the sole basis for an employment decision or any other decision about an individual.

De-identified benchmarks

We create benchmark data from scores and meeting characteristics, such as meeting type and length. Benchmark data contains no personal names, no company or agency names, and no transcript text. We publish benchmarks only in aggregate, never in a form that identifies a Customer, an agency, or a person, and we keep benchmark data indefinitely.

If we are ever acquired or merged, these commitments travel with the data: any successor is bound by this policy with respect to information collected under it, and we will notify account holders before any transfer takes effect.

6. Who can see what

• The Admin: everything in the Customer’s account — contracts, projects, meetings, transcripts, human ratings, AI scores, and individual ratings, including who gave each one. The Admin can open new contracts, archive and reopen projects, and authorize or remove Delegated Admins.
• Delegated Admins: the same, for the whole account or for the contracts the Admin has assigned to them.
• Participants who are not Admins: their own rating form while it is open. Never results, never transcripts, never their own ratings, and never anyone else’s. If you give a rating, the Customer’s Admins can see that it came from you.
• Other Customers: nothing. Each Customer’s data is kept separate from every other Customer’s.
• Us: Company personnel and contractors, bound by confidentiality, access transcripts and results only as needed to run the scoring process and to operate, secure, and support the Service.

7. Service providers

A small number of vendors help run the Service. Each processes information only on our instructions and only to provide its service to us, and none may use customer or participant information for its own purposes.

• MeetGeek — the meeting notetaker and transcription
• Anthropic — the AI model that reads transcripts
• Amazon Web Services (United States regions) — hosting, database, and storage for the Service, and hosting for our marketing website
• SendGrid — delivery of rating requests and service emails
• Stripe — payment processing (Stripe receives payment details directly; we do not)
• Intuit QuickBooks — invoicing and accounting records; billing contact details only
• HubSpot — customer relationship records, customer communications, and the marketing-site forms, chat assistant, and visit tracking described in Section 4
• Google — the Company’s email, including messages sent to admin@agencyminder.com

LinkedIn receives the marketing-site information described in Section 4 and may use it to show our ads to people who have visited our site. Unlike the providers above, LinkedIn handles that information under its own privacy policy, and it receives nothing from inside the Service. You can block these tools with your browser’s privacy settings or a content blocker, or change your advertising preferences in your LinkedIn account.

Enterprise and Enterprise+: Where your data processing agreement requires advance notice of provider changes, that commitment is binding and lives in the agreement.

8. How long we keep it

• Transcripts, talk-time figures, ratings, and results: for as long as the Customer’s subscription is active, unless the project is archived.
• Archived projects: deleted three years after the later of the date the project was archived or the date its last meeting was added. Reopening a project and adding a meeting restarts that clock.
• After a subscription ends: all of the account’s transcripts, talk-time figures, ratings, and results are permanently destroyed 30 days after the subscription ends, including any archived projects.
• Audio and video: not kept by us.
• Account and billing records: while the account is active, and afterward only as long as tax and accounting obligations require.
• Business contact records: the names, work email addresses, companies, and history of our communications held in our customer relationship system, including contact-form and chat messages. These are kept after a subscription ends so that we can stay in touch. We review them periodically and remove records we no longer need, and we will delete yours when you ask.
• De-identified benchmark data: kept indefinitely, as described in Section 5.

The Admin may ask us in writing to delete a whole project or the whole account sooner, and we will do so within 30 days. Deletions are carried out by us, not in the product. We do not delete or change selected ratings within a project unless the law requires it.

9. Your choices and rights

Admins

• Correction: write to admin@agencyminder.com to correct a name, account title, or email address.
• Deletion: ask us in writing to delete a project or your account, as described in Section 8. You may separately ask us to delete your business contact record.
• Marketing email: every marketing message has an unsubscribe link. Service messages about your account are not marketing and continue while the account is open.

Participants

The Service does not show Participants their ratings. Depending on where you live, you may nevertheless have a legal right to ask for access to personal information about you, or to ask that it be corrected. Because the Customer controls that information, send your request to the organization that brought Agency Minder into your meeting. If you write to us at admin@agencyminder.com instead, we will pass your request to that Customer, tell you that we have done so, and help the Customer respond.

Transcripts and ratings are fixed records of what was said and submitted, and they cannot be edited. Where the law entitles you to have a disagreement with a record noted, we will help the Customer do that.

Canada

The person responsible for the protection of personal information at the Company is Manny Bartolini, reachable at admin@agencyminder.com. Information is processed in the United States, where it is subject to United States law. You may complain to the Office of the Privacy Commissioner of Canada or to your provincial privacy regulator, including Quebec’s Commission d’accès à l’information.

United States

Depending on your state, you may have additional rights under its privacy laws. We honor those rights and do not discriminate against anyone for exercising them.

10. Security

We protect information with measures appropriate to its sensitivity: encryption in transit and at rest, access controls that separate each Customer’s data from every other Customer’s, role-based restrictions that keep results on the Admin pages, and no advertising or analytics tools inside the Service.

No system is perfectly secure. If we confirm a breach affecting a Customer’s information, we will notify that Customer within 72 hours of confirming it and give the Customer what it needs to meet its own notification obligations.

11. Children

The Service is a business tool. It is not intended for anyone under 18, and we do not knowingly collect information from children. If you believe we have, write to admin@agencyminder.com and we will delete it.

12. Where data is processed

The Service and its providers process data in the United States. The Service is offered to organizations in the United States and Canada, in English. If you take part in a meeting from elsewhere, your information will be transferred to and processed in the United States.

13. Changes to this policy

If we change this policy in a way that materially affects how customer or participant information is handled, we will notify account holders by email at least 30 days before the change takes effect. The “last updated” date above always reflects the current version, and the revision history below records what changed.

Revision history

• 02OCT2026 — Replaced the January 1, 2020 policy in full to describe the Service as it operates today: the meeting notetaker, transcripts, AI scoring, who can see results, service providers, and retention.
• January 1, 2020 — First publication.

14. Contact

Agency Minder, LLC — 2018 Three Forks, San Antonio, TX 78258 — admin@agencyminder.com