Meeting data & privacy

When capture starts

Detecting a browser meeting only displays the assistant panel. Capture starts when you select “Start recording” and Chrome grants tab audio access, using your selected source. You can pause or end recording. Inform participants before recording and follow your organization's requirements.

By default, capture uses the current meeting tab's audio. With “Captions first”, the extension reads visible platform captions only from supported caption areas, not chat or participant lists. Tab audio must still be authorized as a fallback when starting. Audio is not uploaded while captions are available; disabling captions or losing caption recognition switches capture to audio and records the gap. Some speech may be missed during the switch. To record your own speech, separately authorize and enable “Include my microphone”. AI interpretation is optional and plays only on your device; it is not sent to other participants as a microphone track. Use headphones to prevent playback from entering your microphone.

Data we process

Your DTCUP account's internal ID, name and email are used for sign-in and record access. Meeting titles, platforms and URLs with query parameters removed organize records. Live audio processing produces source text, translations and timestamps. Caption mode submits finalized caption text, the speaker name displayed by the platform and relative timing; it does not verify that the displayed name identifies a real person. Records and JSON exports retain the actual capture source. AI summaries, source references, your notes, capture gaps and usage records are stored on the server. Your saved glossary is available only to your account in its workspace. Each meeting saves a snapshot of its starting glossary for live processing and summary regeneration.

The DTCUP Meet application database does not store raw audio files. Audio is briefly buffered during capture, transmission and processing. When interpretation is enabled, translated text is used to synthesize AI speech.

How sign-in is retained

The extension saves a time-limited sign-in session in your current Chrome profile so connection can recover after an extension reload or browser restart. Only trusted extension pages and its background worker can access it. It is not synced to other devices or profiles. Saving the session does not extend its server expiry. New connections in version 0.3.16 or later are valid for 3 months (90 days). Older versions and previously issued sessions keep their original 24-hour expiry. After updating, reconnect once to use a 90-day session. Disconnecting clears the local session and attempts to revoke it on the server. Expired or revoked sessions cannot access meeting records. A temporary network outage does not delete a valid session.

Where data is sent

The extension connects to meet.dtcup.com using HTTPS/WSS. DTCUP Meet currently runs on AWS infrastructure in the US Virginia region. Audio mode sends audio to OpenAI for transcription. Caption mode sends caption text for language checks and translation, without sending fallback audio. Transcripts are used for OpenAI translation and summaries; enabling interpretation uses translated text for speech synthesis. Source glossary terms are sent as transcription hints. Relevant terms that appear in transcripts and their preferred translations are used in translation and summary processing.

OpenAI's own service data policies apply separately. “DTCUP Meet does not store raw audio” is not a promise of zero retention by third parties. OpenAI keys are stored only on the server and are not distributed in the extension package.

Saving and deleting records

Meetings are not automatically deleted by default. Workspace administrators can choose retention of 7, 30, 90, 180 or 365 days after a meeting ends. Enabling a policy requires previewing its impact and confirming permanent deletion. It applies to all workspace members but does not give administrators access to other members' meeting text or titles. Each day counts as 24 hours. Cleanup checks approximately once per minute, with up to 100 meetings per batch. Only ended meetings without pending or running AI tasks are removed. Task processing and queued batches may delay deletion.

Export Markdown, TXT, SRT or JSON from meeting details, or delete the meeting yourself. Manual deletion and expiry cleanup remove its server transcript, translations, all summary versions, notes, highlights, tasks and glossary snapshot. Cleanup cannot be undone; disabling the policy does not restore deleted records. You can remove glossary entries in settings and save them. Earlier meetings keep their starting glossary snapshot until the corresponding meeting is deleted.

After a refresh or periodic check confirms a record is gone, the workspace clears its displayed details and related note drafts in that browser. Offline or disconnected pages cannot learn of deletion immediately. Deletion does not recall downloaded or shared copies; manage those copies separately.

Workspace usage records without meeting text, and the times, periods and counts of policy changes and cleanup, are retained for limits and operational checks. Account information and sign-in authorization are managed separately from meeting records. You can sign out or disconnect the extension. For account data support, contact us through theDTCUP website.

Access and control

Workspace owners and administrators can view member names, emails and roles and manage membership and shared limits. Adding members requires the exact email of an account that has already signed in to Meet with DTCUP. It does not send an email or expose private meetings. Ordinary members cannot view administrative lists or aggregate workspace usage. Changes to membership, access and budgets record the actor, target account's internal ID, time and changed values. This audit does not contain meeting text.

Removing a member stops their capture and subsequent AI requests in this workspace and cancels summary tasks that have not started. Already sent processing may still complete or incur costs. Earlier meetings remain in the workspace under its retention policy. Rejoining restores the member's access to their own records. Limits use usage in the last 24 hours and recorded cost estimates plus reserves to control new processing, not a hard cap on the provider's bill.

Workspace APIs allow signed-in users to access their own meeting records. Other workspace members do not automatically gain access. Authorized personnel may access relevant content only with explicit user consent for support, to investigate security or abuse, to meet applicable legal requirements, or to use non-identifying aggregate data for internal operations. Routine operations are not grounds to read users' meeting text. The extension stores a server-issued sign-in credential valid for up to 90 days in local storage restricted to trusted extension contexts, restoring valid connections after reload. It does not use Chrome sync. Expiry, server revocation or disconnect requires reconnection. DTCUP passwords and OpenAI keys are not stored by the extension. During recording, browser session storage contains the full current meeting URL, which may include join query parameters, its title, workspace, meeting and tab IDs and other active state for capture and room isolation. Active state is removed when recording ends. Panel dismissal state is also stored for the browser session, scoped to the tab and meeting route.

When recording ends offline, the extension temporarily persists the meeting ID, owning account ID, tab ID, stop time and normalized meeting route locally. This route includes the host, path and the stable Teams route fragment used to locate a meeting, excluding URL and route query parameters. Completion syncs after the network and original account reconnect, then the pending record is removed. The queue contains no audio or transcript text.

Platform captions awaiting confirmed saving are briefly queued in extension memory and retried on reconnection. Closing the browser loses segments that have not been saved.

Meeting content may contain recognition or AI errors. Check important facts, owners and deadlines. AI summaries do not replace participant confirmation or an original audio recording.

Cloud processing and Limited Use

DTCUP Meet currently uses Amazon Web Services (AWS) cloud infrastructure for its backend and meeting records. Selected meeting audio or text is sent to the OpenAI API as needed for transcription, translation, summaries and personal AI interpretation. Provider processing and retention follow its applicable API policies. This service does not claim provider zero logging or zero retention.

DTCUP Meet's use of user data follows the Chrome Web Store User Data Policy, including Limited Use requirements. Relevant data is used only to provide, maintain and protect the meeting assistant features described here. We do not sell meeting data, use it for personalized, retargeting or interest-based advertising, or use it to assess creditworthiness or offer loans. Data is shared only where policy permits it, such as where needed for these features, applicable law, security or abuse prevention. Data transfers related to a merger, acquisition or asset transfer require prior explicit user consent.