Privacy Policy

1. Who we are and our role

Sajilli (سجلي) is an AI meeting-notes service by Gadaou.AI at sajilli.gadaou.ai, provided by [legal entity name — to be confirmed], [registered address — to be confirmed] (“Sajilli”, “we”, “us”). This policy covers the Sajilli website and web application.

For account, workspace, usage and billing data, we decide how the data is used. For meeting content, the workspace that records or uploads a meeting decides what is recorded and why, and we process that content on its behalf to provide the Service [roles under the applicable data protection law — to be confirmed by counsel].

2. Data we process

• Account data: your name, email address, password (stored only as a strong one-way hash, never in readable form), language and time zone, whether your email is verified, and when you accepted which version of the Terms of Service and this policy.
• Workspace data: workspace names and settings, members and their roles, and invitations, including the email addresses of people invited.
• Meeting content: audio recordings and uploaded files; meeting details such as title, date, duration and detected languages; transcripts with speaker labels and any names you add; AI notes such as summaries, decisions and action items (including names of people as spoken in the meeting); your edits and their history.
• Usage and billing data: the minutes each meeting used or had returned, your plan and subscription status. Online payments are not enabled at the moment; when they are, payments will be handled by a payment processor and we will not receive or store full card numbers.
• Security and technical data: active sessions with the IP address and browser information they started from; an audit log of security, administrative and data-related actions; counters that limit abuse, stored only as one-way hashes; and, for share links, the time and outcome of each visit with a keyed hash of the IP address instead of the address itself.
• Communications: the account emails we send you (such as verification, password reset, security alerts and invitations) and messages you send to support.

Meetings contain the voices and words of other people. If you record or upload a meeting, you are responsible for informing the participants and having a lawful basis, such as their consent, to do so.

3. How we use data

• to provide the Service: record, store, transcribe and analyse meetings, and let you search, edit, share and export them;
• to run your account and workspace: sign-in, verification, invitations, roles and settings;
• to measure usage and bill subscriptions;
• to keep the Service secure and reliable: preventing abuse, investigating problems and keeping audit records;
• to send account and security emails, and to answer your requests;
• to comply with legal obligations.

We do not sell personal data, we do not show advertising and we do not use your meetings to train artificial intelligence models ourselves. What our AI providers may do with the content they receive is explained in “How AI processes your meetings”. Depending on the law that applies, we rely on the performance of our contract with you, our legitimate interests in running a secure service, compliance with legal obligations and, where required, consent [legal bases — to be confirmed by counsel].

4. How AI processes your meetings

Two AI providers process meeting content for us. Each receives only what its step needs:

• Transcription — OpenAI (speech to text). Sajilli splits the meeting audio into parts and sends them to OpenAI’s speech-to-text service; parts that contain only silence are not sent. To keep the same person under the same speaker label across parts, short audio clips of speakers already heard in the meeting may be sent with later parts. Models that accept a glossary also receive the names and terms from your workspace and meeting vocabulary.
• Meeting notes — Anthropic (Claude Fable 5.2). To prepare the notes, Sajilli sends Anthropic the transcript text with speaker names or labels, the meeting title, its date, time and time zone, its length and detected languages, and the names and terms from your workspace and meeting vocabulary. Audio is never sent to Anthropic.

Anthropic keeps what it receives and returns: it requires data retention for Claude Fable 5.2, and does not offer zero data retention for this model unless it expressly authorizes it. The prompts we send and the responses the model produces are kept by Anthropic for 30 days. Content that Anthropic’s automated trust and safety systems flag may be kept for up to 2 years. Deleting a meeting in Sajilli does not remove Anthropic’s copy; it is deleted on Anthropic’s own schedule. Anthropic’s documentation states that retained data is not used to train its models without express permission, and we have not given that permission [to be confirmed against the commercial terms of the account].

Under OpenAI’s terms for its API, content sent through the API is not used to train OpenAI’s models unless the customer chooses to share it, which we do not, and OpenAI may keep it for a limited period to detect abuse [current OpenAI data terms and retention period — to be confirmed].

The results are stored in Sajilli. For each AI request we also record technical details such as duration, size, token counts and estimated cost, without the content itself, so we can operate and account for the Service.

5. Service providers and other recipients

We share personal data only with providers that help us run Sajilli, under contracts that limit what they may do with it:

• Anthropic (United States) — AI meeting notes from the transcript text, as described above;
• OpenAI (United States) — speech-to-text transcription of meeting audio, as described above;
• Contabo [data centre region — to be confirmed] — the virtual private server that runs the application and its database;
• Cloudflare R2 [storage region — to be confirmed] — private storage of meeting audio and of the encrypted database backups;
• Resend [or the configured SMTP email provider — to be confirmed] — delivery of account, security and invitation emails;
• Sentry, only when error monitoring is configured — technical error reports, configured to exclude user details, request contents, cookies and headers;
• [payment processor — to be confirmed] — subscriptions and payments, only once online payments are enabled.

Within the Service, data is visible to the people you work with according to workspace roles and meeting privacy, and to anyone you give a share link. We disclose data to authorities only when the law requires it, and data may pass to a successor if our business is transferred, under this policy.

6. International transfers

Some providers process data outside your country, for example Anthropic and OpenAI in the United States, and our hosting and storage providers in the regions named above. Where the law requires it, we protect these transfers with appropriate safeguards [transfer mechanisms — to be confirmed by counsel].

7. How long we keep data

• Meeting audio: 365 days by default, then deleted automatically; workspace owners can choose a different period. Raw recording pieces are deleted once the recording has been safely assembled and transcribed, and in any case 72 hours after it was assembled (or after assembling it finally failed); unfinished uploads and recordings are abandoned after 24 hours and cleaned up.
• Transcripts, notes and meeting details: until you delete the meeting or the workspace.
• Empty draft meetings (created, but never given a recording, an upload or any content): removed automatically after 14 days without changes.
• Deleted meetings: restorable by support for 30 days (or the period your workspace sets), then audio and content are permanently removed.
• Deleted workspaces: permanently removed 30 days after deletion.
• Copies held by our AI providers: Anthropic keeps notes requests and responses for 30 days, or up to 2 years if its automated trust and safety systems flag them; OpenAI as described in “How AI processes your meetings”. These copies are not removed when you delete a meeting in Sajilli.
• Sessions: until you sign out, after 14 days without activity, or after 30 days at most.
• Accounts whose email address is never verified: deleted 30 days after signup.
• Share link visits (time, outcome and a keyed hash of the IP address): 90 days.
• Usage and billing records and the audit log: kept for accounting, security and legal purposes. They refer to people and workspaces only by internal identifiers, which no longer point to identifying details once an account or workspace is deleted.
• Backups: encrypted and kept for up to 35 days, so deleted data disappears from them within that time.

8. Deleting data

• You can delete any meeting you are allowed to edit. It is removed from the workspace immediately and purged after the period above. Copies already held by our AI providers expire on their own schedule (see above).
• Workspace owners can delete the workspace; its subscription is cancelled and its content is purged after the period above.
• You can delete your account from Settings. Your email address, name, password and preferences are erased immediately and your sessions end. Workspaces where you are the only member are deleted with your account. In shared workspaces you must first transfer ownership if you are the owner; your private meetings there are deleted with your account and purged after the period above, meetings you shared with the workspace remain workspace data, and the share links and invitations you created are revoked.
• When you leave a workspace or are removed or suspended, the share links and open invitations you created there are revoked. Your private meetings stay private: no other member, including owners, can open or export them, they follow the workspace’s retention, and you get them back if you rejoin with the same account.
• Recordings kept in your browser while uploading are removed from your device once the upload is confirmed.

9. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain processing, to withdraw consent, and to complain to a data protection authority.

You can update your profile and export your personal data from Settings. Workspace owners can download an archive with the meetings shared with the workspace and their own private meetings; other members’ private meetings and deleted meetings are never included. For meeting content in a workspace you belong to, please contact that workspace’s owner first, because the workspace decides about its meetings. For anything else, contact us using the details below.

10. Cookies and browser storage

Sajilli uses only cookies that are needed for the Service to work. There are no analytics, advertising or tracking cookies.

• Session cookie: keeps you signed in; it cannot be read by page scripts and ends when you sign out, after 14 days without activity or after 30 days at most.
• Security cookie: protects forms against cross-site request forgery.
• Language cookie: remembers the language you chose, for 365 days.
• Share link cookie: remembers that you unlocked a password-protected share link, until the link expires or its password changes.

While you record, your browser keeps the recording locally (in its storage for websites) until our servers confirm it was uploaded, so nothing is lost if the connection drops; it is then removed. When you open an invitation link, its code is kept in that browser tab until you accept.

11. How we protect data

We use encrypted connections, private storage that is only reachable through short-lived signed links, strong one-way hashing for passwords, strict separation between workspaces, limits on sign-in attempts, encrypted backups held separately from the application, and audit logs of sensitive actions. Access to systems is limited to people who need it. No system is perfectly secure; we will notify affected people and authorities about personal data breaches as the law requires.

12. Children

Sajilli is a service for professionals and is not directed to children. People under [minimum age — to be confirmed] may not create an account.

13. Changes to this policy

We may update this policy when the Service, our providers or the law change. The version date at the top identifies the current version, and we will tell you about material changes in advance by email or in the app.

14. Contact

Questions or requests about privacy: [privacy contact email — to be confirmed], [postal address — to be confirmed]. [Data protection officer or local representative, if required — to be confirmed].