Your transcript & your privacy
Meeting Coach helps an adviser reflect on communication and meeting craft. The responsibility declaration records your authority to submit the transcript; it is not proof of client consent or a transfer of the operator’s legal duties.
Who runs Meeting Coach
Meeting Coach is operated by Rob Macdonald. Questions about this page or about how your data is handled can be sent to rob@coachingwayofbeing.com.
The app server is hosted by Render in Frankfurt, Germany. The short-lived limiter data and the numerical records described below are held in an Upstash Redis database, also in Frankfurt. OpenAI and Cloudflare handle the data they receive under their own terms.
Before you submit
Pasting, editing and parsing take place in browser memory. Transcript text is not sent while you paste. Remove unnecessary names, account numbers and other identifiers. We do not claim to anonymise the transcript automatically.
When you request a review
The transcript and speaker roles pass through the hosting server to OpenAI for analysis. The server processes them in request-scoped memory. The app does not save transcript text, quotes, explanations or written coaching to a database, files, content logs or analytics. Numerical scores are handled separately as described below. In the synthetic demo, the server returns an illustrative review of the bundled example without contacting OpenAI.
When you generate an example
The example button asks OpenAI to write a fresh fictional couple meeting. It does not send your pasted transcript, local title or speaker selections. The result stays in this page’s memory and replaces the transcript only when a complete example has passed the length and speaker checks. Example timestamps are simulated from the word count, not taken from a recording. Generating an example and reviewing it are separate funded requests.
OpenAI’s handling of API data
The API is configured with store: false. This disables stored response state; it does not mean zero provider retention. API content is not used for training by default unless the customer opts in. OpenAI describes abuse-monitoring retention, caching and account-specific exceptions in its API data controls. Review those terms before submitting sensitive data.
Short-lived operational data
Live public reviews use expiring pseudonymous network limit keys, opaque submission IDs and counters to prevent duplicate requests and limit funded model calls. No transcript hashes or meeting content are stored in that limiter. The hosting provider may retain access logs and network metadata. Cloudflare Turnstile, when enabled, processes verification and browser/network metadata; we do not send it transcript text.
Numerical usage and scoring records
For live AI requests, the operator keeps dates, processing times, request type, model and prompt/rubric versions, outcome, model-call attempts and token counts. Successful reviews also contribute the overall score and the seven numerical category scores. These records contain no names, meeting titles, transcript text, quotes, written coaching, IP addresses or network identifiers. They use a separate random record ID and are available only to the operator through server credentials. Records are retained until the operator deletes them; there is no automatic expiry. The offline synthetic demo is not recorded.
Your session and PDF
The full transcript and review stay in the active page’s memory. We do not save them to browser storage, cookies, URLs or a recoverable meeting history. Download the review before refreshing or leaving. The PDF is created in your browser from the received review; downloading again does not ask the AI for a new review.
Clear and start again releases the app session and download URLs. It does not delete the operator’s numerical usage and scoring records and is not a claim of forensic memory erasure. A PDF you downloaded remains on your device, and Clear cannot delete a request already processed by OpenAI. Cancel attempts to abort the active request, but an accepted provider request may still be processed.