Privacy Policy

1. Information We Collect

Account information.
When you create an account, we collect your name, your email address, and, if you sign up with a password, a cryptographic hash of that password (never the password itself). If you sign in with Google or Microsoft, we receive basic profile information from that provider (such as your name and email address) and the credentials needed to authenticate you. We also receive your subscription status from our payment processor, Stripe.

Meeting audio.
Audio capture begins only when you explicitly start a session in the desktop application. During an active session, the application captures meeting audio on your device, which may include your microphone and the audio of other meeting participants, and streams it for real-time analysis to generate facilitation guidance and scoring. Audio is processed live and never stored. The working transcript used for analysis is deleted from our systems when your session ends, and in all cases within 24 hours. It is used only to generate your facilitation guidance, your score, and your post-meeting summary email. Our AI analysis provider and email delivery provider retain limited data for bounded periods as described in Sections 4 and 5.

Consent certification records.
Before each session begins, you certify that meeting participants have been or will be informed that MooseTraxx is active. To maintain a verifiable record of this certification, we store: your account email address, a session identifier, the version of the consent text you agreed to, and the date and time of your certification. These records contain no information about other meeting participants and no meeting content. They are retained for six years after your account is closed, then permanently deleted (see Section 5).

Usage records.
We record the duration of each session and the hours consumed against your subscription. This is required to operate the hours-based subscription model and to display your remaining balance. Usage records contain no meeting content.

Anonymized analytics.
We collect anonymized, aggregate data about meeting effectiveness and facilitation performance to improve the Service. This data cannot be traced to any individual user, company, or meeting.

Technical data.
We collect standard technical data (application version, operating system, IP address) for security and service operation. The desktop application does not monitor your screen, files, or activity outside of an active session you have started.

Non-subscriber meeting participants.
When a subscriber starts a MooseTraxx session, audio from all meeting participants is processed transiently as described above. If you are not a MooseTraxx subscriber: your voice is never stored; we do not collect your name, email, or any identifying information; we do not create voice profiles or biometric data; and no permanent record of your participation exists. Subscribers are required to inform participants when the Service is active. Before every session, the subscriber certifies that participants have been or will be informed, verbally or by posting a notification message that the application provides. For a plain-language explanation of what MooseTraxx does during a meeting, visit moosetraxx.com/meeting-notice.

2. What We Do NOT Collect

MooseTraxx does not collect, store, or have access to:

• Meeting recordings or audio files
• Permanent transcripts
• Participant names or email addresses. Participant names are not collected as account or profile data. Summaries are designed to use role-based attribution rather than names, but names spoken during a meeting may still appear in your summary.
• Permanent records of who said what or how much any individual spoke; speaking patterns are never linked to any named person
• Your meeting transcript after your session ends
• Your screen contents, files, keystrokes, clicks, or activity in other applications
• Payment card information (handled entirely by our payment processor)

3. How We Use Your Information

We use your information to: provide the Service (facilitation guidance, scoring, and summary emails); manage your account, subscription, and hours balance; maintain consent certification records to comply with legal obligations; improve the Service using anonymized analytics; provide customer support; detect and prevent fraud; and comply with legal obligations.

We do not use your information to: train AI models; deliver targeted advertising; sell or rent your data; build profiles beyond delivering the Service; or monitor individual participant performance.

4. Third-Party Service Providers

We share data with the following categories of providers, solely for the purposes described:

• Transcription provider — converts meeting audio to text in real time. Audio and transcripts are processed transiently and are not stored by the provider. Contractually prohibited from storing your meeting content by default and from using your data for model training.
• AI analysis provider — generates facilitation guidance, scoring, and your post-meeting summary. The provider may retain processing inputs and outputs for up to 30 days solely for abuse and safety monitoring, after which they are deleted. The provider does not use your data for model training.
• Email delivery provider — sends transactional emails (verification, password reset, post-meeting summaries). Delivered email content, including your post-meeting summary, is retained by the provider for up to 30 days as part of its standard delivery operations, then deleted.
• Diagnostics provider — collects error reports that help us find and fix problems. Error reports are engineered to exclude meeting content and are retained by the provider for approximately 90 days.
• Payment processor (Stripe) — processes payments, refunds, and sales tax calculation on our behalf. Your payment card details are provided directly to Stripe through its secure checkout; we never receive them.
• Infrastructure provider — MooseTraxx operates exclusively on SOC 2 Type II certified infrastructure and services.

A list of our current subprocessors is available upon request at privacy@moosetraxx.com. We do not share your information with any other third parties, and we do not sell, rent, or trade your personal information.

5. Data Retention

Upon account deletion, personal data is deleted within 30 days, with one exception: consent certification records are retained for six years after account closure to comply with legal obligations, then permanently deleted. Anonymized data is retained.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit (TLS), encryption at rest, access controls on production systems, cryptographic password hashing, and short-lived authentication tokens. Your login credentials are stored in your operating system's secure credential storage (Windows Credential Manager or macOS Keychain). MooseTraxx operates exclusively on SOC 2 Type II certified infrastructure and services. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Desktop Application and System Permissions

The MooseTraxx desktop application requests only the operating system permissions necessary to capture meeting audio and your microphone during sessions you explicitly start. The application does not capture audio, monitor activity, or access your data outside of an active session. The application does not write meeting content to your device's storage. Instructions for granting and revoking these permissions are available in our help documentation.

8. Your Rights and Choices

You may: request a copy of your personal data (provided within 30 days in a machine-readable format); update your account information through settings; request deletion of your account and personal data; and withdraw consent by discontinuing use and requesting account deletion.

One exception applies to deletion: consent certification records are retained for six years after account closure to comply with legal obligations, as described in Section 5, and are then permanently deleted.

To exercise any of these rights, contact privacy@moosetraxx.com.

9. California Residents (CCPA/CPRA)

If you are a California resident, you have the right to: know what personal information we collect and how it is used; request deletion of your personal information (subject to the legal-obligation exception described in Section 5); request correction of inaccurate information; and not be discriminated against for exercising these rights. MooseTraxx does not sell your personal information and does not share it for targeted advertising. To exercise your rights, contact privacy@moosetraxx.com.

10. United States Only

The Service is offered and available only to users located in the United States. The Service is not directed at, and accounts may not be created by, individuals located outside the United States, including the European Economic Area, the United Kingdom, and Switzerland. If we learn that we have collected personal information from a user outside the United States, we will delete it.

11. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children. If we learn we have, we will delete it promptly. Please contact us with concerns.

12. Cookies and Tracking

Our website may use privacy-focused analytics that measure site usage in aggregate — for example, page views and referral sources. This data is not used to identify individual visitors and is never shared with advertisers. Our code sets no tracking cookies; when you sign in on the website, your session is held in your browser's session storage and is cleared when you close the tab. The website is served through Cloudflare, which may set strictly necessary security cookies (such as bot protection) and processes standard request data, including IP addresses, to deliver and protect the site. Our pages load fonts from Google Fonts; retrieving them sends standard request information (such as your IP address and browser type) to Google. We do not use advertising cookies, tracking pixels, or ad networks. The desktop application does not use cookies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top. If we make changes that materially affect your rights, we will provide additional notice through the Service or by email. Continued use after changes are posted constitutes acceptance.

14. Contact Us

Privacy requests: privacy@moosetraxx.com
Account, billing, and cancellation: account@moosetraxx.com
General support: hello@moosetraxx.com