Oakmeeting.ai Privacy Policy

Introduction

Welcome to Oakmeeting.ai! We are committed to protecting your privacy and ensuring that your personal data is handled with care. This Privacy Policy explains how we collect, use, and safeguard your information when you use our transcription services.

This Privacy Policy is issued by CreateCol Limited ("we", "us"), the company behind Oak and the data user of your personal data under the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong (the "PDPO").

Information We Collect

• Personal Information: We may collect personal information that you provide directly to us, such as your name, email address.
• Meeting Content: We collect and process the audio and text data from your meetings, including transcriptions, notes, and any other content you generate during your use of our service.
• Usage Data: We collect information about how you use our service, including interaction data, system logs, and analytics.

How We Use Your Information

• For Communication: We may use your contact information to communicate with you about updates, support, and other service-related matters.
• To Analyze Usage: We analyze usage patterns to improve our service performance and user experience.
• Marketing (with your consent): To send you news about Oak products, services and offers, in accordance with the "Direct Marketing" section below and your choices.
• Advertising measurement and audiences: To measure our advertising campaigns and, through cookies and similar technologies, to show Oak ads to people who have visited our website (see "Cookies, Pixels and Advertising Technologies" below).
• We never use the content of your meetings — recordings, transcripts, meeting notes, or your Ask AI queries — for any marketing or advertising purpose.

Direct Marketing

We would like to use some of your personal data to tell you about Oak products, services and offers. We will not do so unless you have given us your consent, or have indicated that you do not object. This section is our notification to you under Part VIA of the PDPO.

• Kinds of personal data we intend to use: your name; contact details (including email address and phone number); company name; account and subscription plan details; and service usage records (such as feature usage and login activity). For the avoidance of doubt, the content of your meetings — recordings, transcripts, meeting notes and Ask AI queries — is never used for marketing.
• Classes of marketing subjects: Oak products and services; new features and product updates; subscription plans, offers and promotions; events, webinars and training; and customer surveys.
• Channels: email; in-app messages.
• Opting out — anytime, free of charge: you may at any time require us to stop using your personal data for direct marketing, without charge, by using the unsubscribe link in any marketing email, through your account settings, or by emailing info@oakmeeting.ai. We will stop within a reasonable time.
• No provision to third parties: we do not provide your personal data to any other person for use in their own direct marketing. If this ever changes, we will first seek your written consent.
• Not a condition of service: you can decline or opt out of marketing communications and still use every Oak service.

Data Sharing and Disclosure

• Service Providers: We may share your information with third-party service providers who assist us in operating our service (e.g., cloud storage, payment processors).
• Legal Requirements: We may disclose your information if required by law or to comply with legal processes.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

Data Security

We implement appropriate technical and organizational measures to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no system is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain your information only as long as necessary to provide our services, comply with legal obligations, or resolve disputes. You may request deletion of your data as outlined below.

Your Choices

• Account Management: You can access and update your personal information through your account settings.
• Opt-Out: You may opt out of receiving promotional communications by following the unsubscribe instructions in emails.
• Data Deletion: You can request the deletion of your data by contacting our support team.

Under the PDPO, you also have the right to request access to, and correction of, your personal data. Send a data access or correction request to info@oakmeeting.ai.

Cookies, Pixels and Advertising Technologies

We use cookies and similar technologies on our website:

• Google Analytics (GA4) — website analytics, to understand how our site is used;
• Meta Pixel — advertising measurement and audience building, so that we can show Oak ads on Facebook and Instagram to people who have visited our website (retargeting);
• LinkedIn Insight Tag — advertising measurement and audience building on LinkedIn.

These technologies may collect device identifiers, pages viewed, approximate location, and interactions with our ads. The platforms named above may link this data to their own user accounts, as described in their privacy policies.

Your controls: you can manage or block cookies in your browser settings, and opt out of personalised ads through each platform's own ad settings (Google Ads Settings, Meta ad preferences, LinkedIn ads settings). Blocking these technologies does not affect your use of Oak.

Children's Privacy

Our services are not intended for use by children under the age of 13. We do not knowingly collect personal information from children.

Google API Data Disclosure

Oakmeeting.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Service User Data Policy, including the Limited Use requirements.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on our website.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: