Privacy Policy — Meetings (iOS)

Meetings (“the app”) is a business productivity tool that lets you record meetings on your iPhone and route those recordings to your business AI platform for transcription and analysis. This policy explains what data the app collects, where that data goes, and the controls available to you and your organisation.

The app is licensed to organisations under a separate commercial agreement with TechXcel. Most of the data the app handles never reaches TechXcel — it is uploaded directly from your device to a Microsoft Azure storage account inside your business AI platform, governed by your organisation’s information-security policies. This policy describes only the data flows that involve TechXcel as a data processor or controller.

1. Data the app collects

1.1 Audio recordings

When you tap “Record” the app captures audio from your iPhone’s microphone. Recording only starts after you explicitly start it, and you can pause or stop at any time. Recorded audio is stored locally on your device until it has been successfully uploaded to your business AI platform, after which it is retained on-device for the retention window you configure in Settings (default: 7 days) and then deleted.

1.2 Account information

To sign in, the app uses Microsoft 365 (via the Microsoft Authentication Library). The following identity information is read from your work account and held in app memory and in the iOS keychain for the duration of your session:

• Display name
• Email address
• Tenant ID
• Microsoft Graph access token (so the app can read your calendar)
• Business AI platform API access token (so the app can upload recordings to your tenant)

This information is not transmitted to TechXcel. It is exchanged directly between your iPhone, Microsoft Entra (Azure AD), and your business AI platform.

1.3 Calendar

If you grant calendar permission, the app reads your upcoming Microsoft 365 calendar events (title, start time, duration, attendees, organiser) for the next 36 hours so it can show them on the home screen and prompt you to record. Calendar events are read on demand and are not persisted on the device beyond the current session.

1.4 Diagnostic logs

The app writes diagnostic logs to the iOS unified logging system (Console.app). These logs help diagnose problems and never leave your device unless you explicitly export them via Settings → Support and send them to TechXcel.

1.5 No analytics, no tracking

The app does not include any third-party analytics, advertising, or behavioural-tracking SDKs. It does not access the iOS Advertising Identifier. It does not contact any TechXcel server for telemetry. The only outbound network traffic is to:

• Microsoft Entra and Microsoft Graph (for sign-in and calendar)
• Your business AI platform (for recording uploads and tenant configuration)
• A tenant-discovery router operated by TechXcel (func-aos-mobile-router-*.azurewebsites.net), which receives only your Microsoft tenant ID and returns the URL of your business AI platform

2. How the tenant-discovery router uses your data

When you sign in, the app sends your Microsoft tenant ID (a non-personal UUID, e.g. 297794ab-...) to the TechXcel-operated discovery router. The router returns the public URL of your business AI platform so the app knows where to send recordings.

The router does not receive your name, email, recordings, or calendar. The tenant ID itself is a public Microsoft Entra identifier. Requests to the router are logged for operational purposes (HTTP status, timestamp, anonymised IP) and retained for 30 days.

3. How your organisation handles recordings

Once a recording is uploaded to your business AI platform, it is governed by your organisation’s privacy policy and information-security practices, not by this policy. Your organisation controls who can access transcripts, how long they are retained, and which AI services are used to process them. Contact your organisation’s IT administrator for details.

4. Storage on your device

The app stores the following locally on your iPhone:

• Recorded audio files (until uploaded + retention window expires)
• A SwiftData database with recording metadata (title, duration, sync state)
• A small cache of tenant branding (colours, logo URLs) so the home screen renders without a network round-trip on launch
• User preferences (retention window, notification opt-in, theme)
• Microsoft authentication tokens (in the iOS keychain, encrypted at rest)

All of this is automatically removed when you uninstall the app.

5. Your controls

Inside the app:

• Settings → Storage: change the local retention window or delete recordings on demand
• Settings → Notifications: opt out of meeting-start reminders
• Settings → Calendar: revoke calendar permission
• Settings → Microphone: revoke microphone permission
• Settings → Sign out: clear all locally stored tokens and cached tenant data

iOS-level:

• Settings → Meetings → Microphone / Calendars / Notifications: revoke the underlying OS permissions
• Uninstalling the app removes all app data

To request deletion of data held by TechXcel (which is limited to the discovery-router logs described in §2), email privacy@techxcel.au with the tenant ID you used.

6. Children

The app is not directed at children under 16 and is licensed only to organisations for use by their staff.

7. Changes to this policy

We will publish material changes at https://journey.techxcel.au/meetings-privacy and, where appropriate, prompt you inside the app to re-acknowledge.

8. Contact

Privacy queries: privacy@techxcel.au
Postal: Qorelink Pty Ltd, Australia