Pico Meet – Privacy Policy

Last Updated: 14 September, 2026

This Privacy Policy explains how Pico Meet (“Service”), operated by PICO SOFT LIMITED (“Company”, “we”, “our”, or “us”), collects, uses, stores, shares, and protects personal data when you use our mobile applications, websites, and related meeting services.

This policy should be read together with our Terms & Conditions.

1. Data Controller & Contact Details

Data Controller: PICO SOFT LIMITED
Privacy Email: privacy@picosoftltd.com

2. Scope & Applicability

This Privacy Policy applies to users of Pico Meet across Android, iOS, web, and related services, including free, paid, organizational, and guest users where applicable.

3. Categories of Personal Data We May Collect

A. Account Information

• Name, username, email address, phone number, and profile photo where provided
• Password or authentication credentials, stored using secure methods
• Organization, role, or administrative profile information where applicable

B. Meeting & Collaboration Data

• Meeting title, meeting link, meeting ID, host and participant information
• Join and leave times, attendance, device status, and meeting controls
• Chat messages, reactions, shared files, screen-share metadata, and recordings where enabled
• Text transcripts and AI-generated meeting minutes derived from recorded meetings, as described in Section 6

C. Technical & Usage Data

• IP address, device identifiers, operating system, browser or app version
• Network quality indicators, crash reports, diagnostics, logs, and security events
• Feature usage, performance metrics, and service reliability information

D. Payment Data

• Plan details, subscription status, invoices, transaction references, and billing history
• Full payment card or wallet credentials are processed by authorized payment partners where applicable

4. Purpose of Processing

We process personal data to:

• Create and manage user accounts
• Provide secure video meetings, audio calls, chat, screen sharing, and meeting controls
• Record meetings where a host enables recording, and generate transcripts and written meeting minutes from those recordings as described in Section 6
• Deliver notifications, invitations, support, and service communications
• Improve performance, reliability, user experience, and platform security
• Manage subscriptions, billing, fraud prevention, and legal compliance

5. Legal Basis for Processing

Where applicable, we process personal data based on consent, contract performance, legal obligations, legitimate interests such as security and service improvement, and protection of users or the platform.

6. Meeting Recordings, Transcription & AI-Generated Minutes

Recording is off by default and is started only by a meeting host. Before a recording begins, the host is shown an in-app disclosure describing the data collected and the processing set out in this section, and recording starts only if the host agrees to it. While a meeting is being recorded, a recording indicator is displayed to every participant for the full duration of the recording.

What we collect when recording is enabled

When a host starts recording, we collect and store the audio and video of the meeting, including the voices, video images, and any shared screen content of all participants present, together with the meeting identifiers and timing information described in Section 3B.

How recordings are processed

After a recording ends, it is processed automatically as follows:

• Transcription. The audio track is extracted from the recording and converted into a written text transcript using automated speech-recognition (speech-to-text) software.
• AI-generated minutes. That transcript is then processed by an artificial-intelligence language model to generate written meeting minutes, which may include a summary of the discussion, key points, decisions, and action items.
• Delivery. The generated minutes are emailed to the meeting's attendees and are made available to the host inside the application.

Where this processing takes place

Accuracy of automated output

Transcripts and minutes are generated automatically and may contain errors, omissions, mishearings, or misattributed statements. They are provided as a convenience and should not be relied upon as a verbatim, complete, or authoritative record of a meeting.

Retention and responsibilities

Recordings, transcripts, and generated minutes are retained in accordance with Section 8 and may be deleted on request as described in Section 10. Meeting hosts and users remain responsible for complying with the recording consent and notice requirements that apply in their own jurisdiction, including obtaining any additional consent required from participants before recording.

7. Data Storage, Residency & Transfers

User data may be stored in controlled data center or cloud environments selected by PICO SOFT LIMITED. Cross-border transfers, where required, will be handled with appropriate safeguards and in accordance with applicable law.

8. Data Retention

We retain personal data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, maintain security, and support business records. Meeting recordings, transcripts, and AI-generated minutes are retained for as long as the meeting host's account retains them or until deletion is requested. After account deletion, data may remain for a limited retention period before permanent deletion from active systems and backups.

9. Data Sharing & Disclosure

We do not sell personal data. We may share limited data with:

• Infrastructure, hosting, analytics, messaging, and support service providers
• Payment processors for billing and transaction handling
• Organization administrators for accounts managed by an organization
• Legal authorities where disclosure is required by law
• Authorized internal personnel under access control and confidentiality obligations

Where we engage service providers, they are permitted to process personal data only on our instructions, for the purposes described in this policy, and under contractual obligations requiring confidentiality and protections equivalent to those set out here.

We do not share meeting recordings, transcripts, or AI-generated minutes with any third-party artificial-intelligence service or model provider. As described in Section 6, that processing is performed entirely on infrastructure operated by PICO SOFT LIMITED. Generated minutes are distributed by email only to the attendees of the meeting concerned.

10. User Rights

Depending on applicable law, you may request access, correction, deletion, restriction, objection, portability, or withdrawal of consent. This includes the right to request deletion of a meeting recording, its transcript, and any minutes generated from it. Requests may be submitted through the app or by contacting privacy@picosoftltd.com.

11. Children’s Data

Pico Meet is not intended for unlawful use by children. Where a minor uses the Service, a parent, guardian, school, or authorized organization must ensure that proper permission and supervision are in place.

12. Security Measures

We use reasonable safeguards such as encrypted transport, access controls, authentication protections, monitoring, logging, and incident response procedures. Users should also protect their credentials and meeting links.

13. Personal Data Breaches

If a personal data breach occurs, we will assess the risk and take appropriate notification and remediation steps in accordance with applicable law.

14. Cookies & Tracking

We may use essential cookies or similar technologies for authentication, security, preferences, and service operation. Analytics may be used to improve reliability and performance where permitted.

15. Policy Updates

We may update this Privacy Policy periodically. Material changes may be communicated through the Service, website, or other reasonable notice.

16. Contact & Complaints

For privacy-related inquiries or requests, contact:
PICO SOFT LIMITED
Email: privacy@picosoftltd.com