Privacy notice

meetingRudder · last updated 23 October 2026

Who we are

meetingRudder is provided by Forge Labs Limited, a New Zealand company (company number 9371413, NZBN 9429031844079), registered office c/- Kendons Scott Macdonald Limited, Level 3, 6 Show Place, Addington, Christchurch 8024. For anything about your personal information, email info@forgelabs.nz. We handle personal information under the New Zealand Privacy Act 2020.

What we collect

• Your account: your name, email address and profile picture from your sign-in (Google or an email code, through Clerk), the organisation you belong to and your role in it.
• Meetings you run or join: the audio captured while a meeting is live (from a browser tab, an attendee's own microphone or the recorder app), its transcript, and the notes, decisions, actions and summaries produced from it; the meeting's agenda and attendees.
• Calendar and Drive, if you connect Google: your upcoming events and their attachments, and the notes you ask us to publish to your Drive. You can disconnect at any time.
• Early-access requests: if you ask for access on meetingrudder.com, the name, email, company, role and note you give us, and whether we may contact you.
• Operational records: an audit log of security-relevant actions (sign-ins, meetings started and ended, exports, deletions) and usage totals per organisation (minutes of meetings and transcription).

Recording and consent

Whoever starts capturing audio confirms that everyone in the meeting has been told it is being recorded, and we keep a record of that confirmation. You are responsible for complying with the recording and consent laws that apply to your meetings.

How we use it

To run the service you asked for: transcribe meetings, keep them on track, and produce notes and actions for your organisation. Early-access details are used only to reply to you about access. We do not sell personal information and we do not use your meetings to train AI models. Our providers process your data only to provide their part of the service (see subprocessors).

Who can see it

Meetings belong to your organisation and are visible to its members according to their role. Forge Labs staff can access an organisation's data only to support or operate the service; every such access is recorded in that organisation's audit log.

Where it is processed

The application and its database run on Fly.io in Sydney, Australia. Meeting recordings are kept in Tigris object storage, which stores and caches data in several regions worldwide (including the United States, Europe and Asia). Speech-to-text, the language models and sign-in are provided by companies in the United States. The full list, with what each one receives, is on the subprocessors page.

How long we keep it

• Meetings are kept until you delete them. Deleting a meeting removes its record, transcript, actions and recording at once; the encrypted daily backups of our servers hold copies for up to 5 days after that.
• Accounts, audit and usage records are kept while your organisation uses meetingRudder, and deleted when it leaves and asks us to.
• Early-access requests are kept until the pilot ends, or until you ask us to delete them, whichever comes first.

Your choices

• Export any meeting as a zip from its page.
• Delete any meeting you ran, or that you administer.
• Ask us at info@forgelabs.nz for a copy of the personal information we hold about you, or to correct or delete it. You may also complain to the New Zealand Privacy Commissioner (privacy.org.nz).