PresentlyMeeting Recording & Data Processing Agreement
Effective date: 30 October 2026
This agreement is between Presently (operated by Contive Technologies Ltd.) ("Presently", "we", "us") and the person, company or organisation using Presently for business and other non-education purposes ("you", "the Customer"). You must accept it before using Presently with a "Business & others" account. When you tick "I have read and agree", you confirm that you accept it for yourself and, where you act for a company or organisation, on its behalf.
1. Why this agreement exists
When you use Presently in a meeting, we process personal data about the people in it: names, email addresses, attendance and, if you use AI notes, their voices and what they say. You decide why and how this data is used. In legal terms, you (or the organisation you act for) are the controller and Presently is the processor (or "service provider", depending on the law). For your own account and billing data, Presently is the controller, as described in our Privacy Policy.
2. Meeting data we process
| Data | Where it is kept | How long |
|---|---|---|
| Meeting recordings (video and audio) | Your Google Drive only, never our servers | Controlled by you in Drive |
| Attendance and participant sheets | Your Google Drive | Controlled by you in Drive |
| Saved teams (member names and emails) | Presently web service | Until you delete them or your account |
| Participant history (names, emails, join and leave times, status) | Presently web service | Until you delete it or your account |
| Meeting audio for AI notes (only if you choose to use AI) | Processed by Presently and AI providers | Deleted immediately after processing |
| Transcripts and AI notes (only if you use AI) | Presently web service | Until you delete them, or 90 days by default |
Participant names, emails and join and leave times come from the Google Meet REST API, your Google Workspace directory, the meeting's Google Calendar invite guests, and lists you add yourself or import from Excel or CSV. Business & others accounts do not request access to Google Classroom.
3. Your responsibilities
Recording meetings and tracking attendance can be regulated by privacy, employment and telecommunications laws. You confirm and agree that:
- Lawful basis. You have a lawful basis for recording, attendance tracking and any AI processing.
- Notice to everyone. You will tell all participants, including external guests, at or before the start of the meeting that it is recorded, that attendance is tracked and, if used, that audio is processed by AI.
- Consent where required. You will obtain consent where the law requires it, including in places that require the consent of all parties to a recording (two-party or all-party consent rules).
- Employees and workplaces. Where you record employees, you will follow employee monitoring laws and your internal policies, and inform or consult works councils or employee representatives where required.
- Where not allowed. You will not record where the law, the meeting's rules or a participant's valid objection prohibits it, and never secretly.
- Minors. Participants are expected to be adults. You will not record or track a minor (a person under 18, or the age of majority where you are) without the consent of a parent or guardian and any other consent the law requires, and you will take extra care with their data. For teaching students, use a Teaching account instead.
- Requests. You will handle requests from participants to see, correct or delete their data. We will help you.
- Review AI output. You will review AI notes before relying on or sharing them, as they may contain errors.
4. Our commitments
We will:
- process meeting data only to provide the Service and only on your documented instructions, unless the law requires otherwise;
- keep meeting content, including transcripts and notes, confidential, and make sure our staff and sub-processors are bound by confidentiality;
- never sell or rent meeting data, or use it for advertising;
- never use meeting audio, transcripts or notes to train AI models, and only use AI providers that do not train on it;
- help you respond to data requests, data protection impact assessments and regulator enquiries, and make available the information reasonably needed to show that we meet this agreement.
5. Google user data
Presently's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google data only to provide the features you use; we do not sell it, use it for advertising or use it to train general AI models.
6. AI processing
AI notes are optional and can be turned off. When used, meeting audio is sent to trusted AI providers for speech-to-text and then to a language model, which creates outputs such as a meeting summary, decisions, action items, minutes, a follow-up email, key points, open questions and risks, and a next agenda. Audio is deleted immediately after processing. We configure providers for zero data retention where available and require that they do not train on the data.
7. Sub-processors
You authorise us to use these sub-processors:
| Sub-processor | Purpose | Location |
|---|---|---|
| Google (Google APIs) | Sign-in, Meet, Calendar, Directory and Drive features | Global |
| Trusted AI providers | Speech-to-text and AI notes (only if AI is used) | United States and other countries |
| Our secure payment provider | Payment processing (account billing data only, no meeting content) | Egypt and other countries |
| Our cloud hosting provider | Server hosting and database | Germany |
We share the names of our current providers on request at support@ai-365.uk.
We will give at least 30 days' notice of any new sub-processor for meeting data. If you reasonably object, you may stop using the affected feature or end this agreement.
8. International transfers
Meeting data may be processed outside your country, including in Germany, the United States and Egypt. Where the law requires, we use safeguards such as Standard Contractual Clauses, the UK International Data Transfer Addendum, or the mechanisms required by the Bahrain, Egyptian, Saudi and UAE data protection laws.
9. Legal frameworks
This agreement is designed to support your compliance with applicable laws, including:
- UK and EU: the UK GDPR, the Data Protection Act 2018 and the EU GDPR, including Article 28 on processors.
- Middle East: the Bahrain Personal Data Protection Law (Law No. 30 of 2018), the Egyptian Personal Data Protection Law (Law No. 151 of 2020), the Saudi Personal Data Protection Law and the UAE Personal Data Protection Law.
You remain responsible for checking which laws apply to your meetings and meeting their requirements.
10. Security
We use encryption in transit (TLS) for all connections and encryption at rest where our providers support it, limit access to authorised staff on a least-privilege basis with strong authentication, and regularly review our security measures. Recordings are stored in your Google Drive, not on our servers.
11. Data breaches
If we become aware of a breach affecting meeting data, we will notify you without undue delay and in any case within 72 hours. We will tell you what happened, what data was affected and what we are doing, and help you inform regulators or affected people where required.
12. Retention, access and deletion
- You can view, edit and delete saved teams, participant history, transcripts and AI notes in the web service at any time.
- If a participant asks us directly, we will pass the request to you and help you respond within the legal time limits.
- If you delete your account, we delete teams, participant history, transcripts and AI notes within 30 days, and from backups within 90 days.
- Recordings and sheets in your Google Drive are under your control.
13. Term, law and contact
This agreement lasts while you use a Business & others account, and our commitments continue for any meeting data we still hold. It forms part of the Presently Terms of Service. If this agreement conflicts with the Terms about meeting data, this agreement wins. It is governed by the laws of the [Kingdom of Bahrain — confirm], without limiting any rights participants have under their local law.
Questions or requests: support@ai-365.uk
14. Acceptance
By ticking "I have read and agree", you confirm that:
- you have read this agreement and have authority to accept it;
- you will inform all participants that meetings are recorded and attendance is tracked, and obtain any consent the law requires;
- you will not record minors without proper consent.