Privacy Policy

Meadow is operated by Theo Snoey, a California sole proprietor in the United States. Contact theo@trymeadow.ai for privacy questions or requests. This policy covers Meadow account holders, business users, callers, people requesting appointments, and visitors to our service.

For account, support, security and billing administration, Meadow determines how information is used. When a business uses Meadow to handle its calls, messages or appointments, that business generally determines the purpose of that caller information and Meadow processes it to provide the requested service. Contact the business first about its own handling of your information; you may also contact us for assistance.

Account and business information can include names, email addresses, login and authentication information, staff roles, business details, service descriptions, opening hours, transfer contacts, websites and uploaded documents. Support correspondence may contain information you choose to share.

Call and workflow information can include caller and recipient phone numbers, call identifiers, timestamps, duration, routing and transfer outcomes, call audio, voicemail, transcripts, summaries, messages, follow-up notes, contacts and appointment details. The information processed depends on the features enabled and what people provide during a conversation.

Connected calendars can provide account identity, calendar lists and selected calendar events needed to check availability or manage authorized appointments. Connection credentials and authorization tokens are used to maintain the connection.

Billing records can include the selected plan, payment status, invoice and refund identifiers, amounts, usage and payment-provider links. Stripe/Link collects payment details and billing addresses through its checkout; Meadow's application does not receive full payment-card numbers or security codes from that form.

Technical information can include IP addresses, browser/device information, session and authentication cookies, error and security logs, usage events and service performance information. Optional product analytics can include page interactions and masked session recordings where enabled through workspace telemetry preferences.

We use information to create and authenticate accounts; answer and route calls; generate responses, transcripts and summaries; take messages and follow-ups; manage authorized appointments and integrations; calculate usage and billing; provide support; maintain security and reliability; prevent abuse; and meet legal obligations.

AI responses require sending relevant conversation audio or text and business context to the configured AI provider. Avoid providing unnecessary government identifiers, payment-card details or sensitive personal information in calls, documents or free-text fields. AI-generated records can be inaccurate and should be reviewed before important decisions.

Information is available to authorized users of the business workspace handling the call or workflow. Call transfers, notifications and integrations can send relevant information to recipients selected or authorized by that business.

We use service providers for AI processing, telephone transport and recording, hosting, databases, file storage, email, billing and optional analytics. These include OpenAI for configured AI processing, Twilio for telephone services, Stripe/Link for new customer payments and covered transaction taxes, and Google when you connect Google Calendar. Providers receive the information needed for their roles and have their own applicable terms and privacy practices.

We may disclose information where legally required, to investigate abuse or protect safety and rights, to advisers with confidentiality obligations, or in connection with a business transfer with appropriate safeguards. We do not sell personal information or disclose call content for cross-context behavioral advertising.

Google Calendar access is requested through Google's authorization screen. Meadow uses calendar-list and event permissions for the connected calendar features you request, such as choosing staff calendars, checking availability and writing confirmed appointments. Access is limited by the granted permissions and the calendar selections you configure.

Meadow's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We do not use Google user data to train or improve generalized AI or machine-learning models or for advertising. Relevant scheduling information may be processed by AI only to provide the user-facing calendar feature you request.

You can disconnect the integration in Meadow or revoke access through your Google account. Disconnecting stops further authorized access; appointment records or other information already created may remain subject to normal retention and legal requirements. Contact us for deletion assistance.

Meadow uses an AI assistant and supports recording and transcription. The business using Meadow is responsible for required notices, lawful consent and appropriate configuration. If you do not want to continue a recorded AI conversation, end the call or ask the business for another way to contact it. Contact the business about access to or deletion of its call records.

We do not use call content to build advertising audiences. Provider processing of service data is also governed by the applicable provider arrangements. This policy does not promise that every provider offers zero retention or that every copy of a recording disappears immediately after deletion in Meadow.

Essential cookies and similar browser storage support login, security, language selection and requested functionality. Optional product telemetry is controlled through workspace preferences; browser analytics starts opted out until the applicable session, workspace and preference checks allow it. Authorized workspace users can change the telemetry preference in Settings → Preferences.

Meadow does not currently interpret browser Do Not Track signals as an automatic change to workspace telemetry preferences. We do not use the service's call content for targeted advertising. You can also manage browser storage through your browser settings, although blocking essential storage can prevent login or other functionality.

Content is retained according to the plan's applicable retention settings and service requirements. Current default content-expiry periods are 30 days on Free; on paid plans, 90 days for recordings and transcripts and 365 days for messages and follow-ups. A specifically disclosed or agreed retention setting may differ. Expiry is processed through scheduled cleanup and provider deletion workflows, rather than an instantaneous removal of every copy.

We may keep account, billing, consent, security and other necessary records longer to comply with law, resolve disputes, prevent abuse or maintain business records. Backups and service-provider copies can have separate deletion cycles. Deleting a transcript does not automatically delete its separate recording, and deleting content does not necessarily remove related financial or call-metadata records.

Authorized business users can use available recording/transcript deletion controls. For other access, correction, export, deletion or account-closure requests, contact theo@trymeadow.ai. We verify authority or identity as appropriate and may need the business controlling the caller data to instruct us. We explain applicable exceptions where we cannot fulfill a request.

We use access controls, tenant-scoped permissions, protected recording access and encrypted connection credentials to protect information. No online service or transmission method is completely secure. Protect your account, limit staff access and notify us if you suspect unauthorized use.

Meadow is operated from the United States. Service providers may process information in the United States and other countries where they operate. Those countries may have different privacy laws. We use applicable contractual and other safeguards where required for those transfers.

Depending on applicable law, you may have rights to access, correct, delete or obtain a copy of your information, object to or restrict certain processing, withdraw consent, or use an authorized agent. Submit requests to theo@trymeadow.ai. We assess and respond under the laws that apply; listing a right here does not claim that every privacy law applies to every person or business.

Meadow accounts are for adult business users. The service is not directed to children under 13. If you believe a child has provided information improperly, contact us so we can investigate and take appropriate action.

We will update the date on this policy when it changes and provide additional notice of material changes where required. For questions, contact Theo Snoey, operating Meadow, at theo@trymeadow.ai. Our Terms of Service describe the service and billing agreement.