Privacy

Last updated 30 September 2026

What we hold

To turn a meeting into notes we hold the audio you record or upload, the transcript produced from it, the analysis produced from the transcript, and the Word and PDF documents built from both. Alongside that we hold what is needed to run an account: your name, email address, mobile number, the organization you belong to, and a log of sign-ins, deliveries and downloads.

Why we hold it

Only to provide the service: to transcribe, to analyse, to produce documents, to deliver them to the people you name, and to bill for usage. We do not sell it, and we do not use your recordings or transcripts to train models.

Who else processes it

Audio is sent to the transcription provider configured for your account, and transcripts are sent to the analysis provider configured for your account. Depending on that configuration these may include Deepgram, Microsoft Azure AI Speech, AssemblyAI, Anthropic, OpenAI or Google. Files are stored in Microsoft Azure. Email and SMS are queued through IT Healthcare Consulting's own delivery service. No one else receives your content.

How long

Each organization sets a retention period; when it ends, the recording, transcript, analysis and documents for that meeting are deleted and only a tombstone remains. Deleting a meeting yourself does the same thing immediately. Download links sent by email expire, and can be revoked before they do.

Consent to record

You are responsible for telling the people in the room that the meeting is being recorded, and for having whatever consent the law where you are requires. The product records what you point it at; it cannot know who is present.

Health information

A recording of a clinical conversation, and everything produced from it, is protected health information. It may only be brought here under a business associate agreement with IT Healthcare Consulting, and with the account limited to providers covered by one. Keep patient names and conditions out of meeting titles: a title appears in the emails we send, while the notes themselves stay behind links that expire. See security & compliance.

Your choices

You can delete any meeting and its content at any time, change your organization's retention period, revoke links you have sent, and ask us to close an account and remove what belongs to it. Write to info@ithcc.com.