The short version
- We collect what you need us to have: your account and the work you do in VegaStack, or what you send us through this website.
- Meeting audio and transcripts are sent to AI providers only to produce your notes, and only with your permission.
- We don't sell your data, show ads or track you across other companies' apps or websites.
- You can delete your account at any time, in the app or by email. Here's how.
Who we are
VegaStack (“VegaStack”, “we”, “us”) is operated by Vegastack Inc., 131 Continental Dr, Suite 305, Newark, Delaware 19713, United States. This policy explains what we collect when you visit vegastack.com and when you use the VegaStack web app and the VegaStack apps for iPhone, iPad and Android, why, who processes it, and the choices you have.
VegaStack is a workspace for businesses. Your organisation (the “workspace”) invites you and decides how VegaStack is used. For content inside a workspace, your organisation is usually the controller and VegaStack processes it on its behalf.
What we collect
In the VegaStack apps
- Account details: your name, email address, profile photo (if you add one), password (stored hashed), and the workspaces and roles you belong to.
- Meeting recordings and notes: the audio you record, the transcript, speakers, and the summary, decisions, risks and action items generated from it, plus the vocabulary your workspace adds to improve transcription.
- Work content: tasks, comments, mentions, files you attach, Library pages and other content you or your colleagues create.
- App activity: what you open recently (to show “Recently visited”), read marks, searches you run in the app, and notification settings.
- Device information: a push notification token for your device (only if you allow notifications) and basic technical information needed to keep you signed in securely.
On vegastack.com
- When you book a demo: your name, work email, company, industry and the message you write about what you want to automate.
- When you email us: your email address and whatever you choose to include.
- When you visit: technical data your browser sends with every request, such as your IP address, browser type, the page requested and the time. Cloudflare processes it to deliver the site and protect it from attacks, and Cloudflare Turnstile uses signals from your browser to tell people from bots when you submit a form.
We do not collect your location, contacts or advertising identifiers. We do not sell your data, show ads, or track you across other companies' apps or websites.
How we use it
To run the service you or your organisation signed up for: signing you in, recording and processing meetings, producing notes and tasks, sending the notifications and emails you expect (for example an assignment or “notes ready”), keeping the service secure, and providing support.
On the website, to reply to your request, arrange a demo, follow up about VegaStack after we've been in touch (you can ask us to stop at any time), and keep the site and its forms free of spam and abuse.
AI processing
When you record or upload a meeting, the audio and your workspace's transcription vocabulary are sent to AssemblyAI to produce the transcript. The transcript and meeting details (title, customer, project and the names of workspace members) are sent to Anthropic to write the summary, decisions and action items. These providers process the data on our behalf, only to produce your meeting notes.
The app asks for your permission before any meeting is sent for AI processing, and you can change this in Settings › Permissions › AI processing.
You are responsible for telling the people in a meeting that it is being recorded and for getting any consent the law where you are requires.
Legal bases
Where data protection law requires a legal basis, such as the GDPR in the EEA or the UK, we rely on:
- Contract: to provide the service to you and your organisation, or to take steps you ask for before a contract, such as arranging a demo.
- Legitimate interests: to secure the service, reply to business enquiries and follow up with prospective customers. We weigh these against your rights, and you can object at any time.
- Consent: for example before a meeting is sent for AI processing or before we send push notifications. You can withdraw consent at any time.
- Legal obligations: where we must keep or disclose information.
Who processes data for us
- AssemblyAI (transcription) and Anthropic (summaries), as described above.
- Cloudflare: hosting, file and recording storage, website delivery and security, and Turnstile bot protection.
- Amazon Web Services: email delivery, including website form notifications.
- Google Firebase Cloud Messaging and Apple Push Notification service: push notifications; the notification text passes through them.
- Slack: notifying our team in an internal channel when a website demo request arrives.
Each acts on our instructions under a data processing agreement. We may also disclose data when the law requires it, to protect our rights or the safety of others, or as part of a merger or acquisition, in which case this policy continues to apply.
Cookies and local storage
We don't use cookies or similar technologies for analytics, advertising or cross-site tracking. Cloudflare may set strictly necessary cookies to protect the website from bots and abuse.
The website saves your light or dark theme choice in your browser's local storage. In the apps, sign-in tokens are kept in your device's secure storage.
How long we keep it
We keep workspace content for as long as the workspace uses VegaStack. Items moved to Trash are deleted permanently after 30 days. Temporary import and export files are deleted after 7 days. When an account is deleted, we delete or anonymise its personal data within 30 days, except where we must keep something to meet a legal obligation or to prevent fraud or abuse.
Website demo requests and related emails are kept for up to 24 months after our last contact, unless you ask us to delete them sooner. Cloudflare keeps security and delivery logs for short periods under its own retention schedule.
Delete your account
You can ask us to delete your VegaStack account at any time:
- In the app: open Settings, tap Delete account, and confirm. You're signed out on all devices and your workspace admins and VegaStack are notified.
- Without the app: email support@vegastack.com from the address you sign in with and ask us to delete your account.
What happens: within 30 days we delete your account and personal data — your name, email, profile photo, sign-in data, device tokens and personal settings — and anonymise your name on content that belongs to your workspace (for example, tasks you created or comments on shared work), which stays with the workspace as part of its records. Recordings you made and that were not uploaded are deleted from your phone when you confirm. We email you when deletion is complete. Your workspace admin can also remove you from a workspace at any time.
Your rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal data, or to object to or restrict how we use it. Contact support@vegastack.com and we will respond within the time the law requires. If your data is part of an organisation's workspace, we may refer your request to that organisation. You can also complain to your local data protection authority.
Security
Data is encrypted in transit (HTTPS). Sign-in tokens are kept in your device's secure storage. Access to workspace data is limited by your workspace's roles and permissions. Our security page describes our practices in more detail.
Children
VegaStack is for businesses and is not intended for anyone under 18.
International transfers
We and our providers may process data in the United States, India and other countries. Where the law requires, we use appropriate safeguards such as standard contractual clauses.
Changes
We will post any changes here and update the effective date. For significant changes we will tell you in the app or by email.
Contact
Vegastack Inc., 131 Continental Dr, Suite 305, Newark, Delaware 19713, United States · support@vegastack.com · vegastack.com/support