What we collect, what we don’t, and where it lives.

Who this policy applies to

This Privacy Policy covers personal information that Northern Catalyst Technologies collects when you visit meetingnotespro.ca, sign up for a Meeting Notes Pro trial or subscription, or use the Meeting Notes Pro application.

It does not cover:

• The clients of advisors who use Meeting Notes Pro. Meeting Notes Pro is designed so that no client information leaves the advisor’s device. Northern Catalyst Technologies never receives, stores, or processes the personal information of an advisor’s clients. The architectural reasons for this are explained on the How It Works and For Canadian Compliance pages.
• Northern Catalyst’s main website at northerncatalyst.ca, which has its own privacy policy.

If you are an advisor using Meeting Notes Pro and a client asks you about how their information is handled, the architectural answer is that you handle it on your own device. Northern Catalyst Technologies has no involvement.

The operating entity

Meeting Notes Pro is a product of Northern Catalyst Technologies, an Alberta corporation with primary operations conducted from New Zealand. References to “we,” “us,” and “our” in this policy refer to Northern Catalyst Technologies.

What we collect

We collect three categories of personal information from advisors who sign up for Meeting Notes Pro.

At signup, through Stripe Checkout

• Your name
• Your email address
• Your billing address and country
• Your payment method, which is collected and stored by Stripe (not by us). We receive a Stripe customer ID and a tokenised payment reference, never your card number.

If you choose to provide it, we also record your firm name. We do not require it. We do not collect your CIRO registration details, employer details, or professional credentials.

During use of Meeting Notes Pro

• Your account email, used to authenticate you in the application
• Your subscription status (active, trialing, cancelled, past due), synced from Stripe via webhook

We do not collect telemetry from the Meeting Notes Pro application itself beyond what is needed to verify your subscription is current. Your transcripts, drafts, finalised documentation, and Style Analyzer learning data live on your device. We do not see them and do not have a mechanism to access them.

When you visit meetingnotespro.ca

• Anonymised analytics about how the site is used (page views, scroll depth, button clicks, approximate location at the country and region level), collected through Google Analytics 4. No advertising cookies are set. No identifying information is associated with these analytics.
• Standard browser cookies needed for the site to function (session state, preference recall). These are first-party cookies and are not used for advertising or cross-site tracking.

The site itself is hosted on Cloudflare. We have not configured Cloudflare to log or retain visitor information beyond what is required to deliver the page.

What we do with your information

We use your information for these purposes only.

• To provide Meeting Notes Pro to you (authenticating you, syncing your subscription status, sending receipts and trial-related emails)
• To respond to your support requests
• To improve the site and product based on aggregated, anonymised analytics
• To meet our legal and tax obligations as a Canadian business

We do not use your information to:

• Send marketing emails (other than transactional emails directly related to your account)
• Build advertising profiles
• Sell to data brokers or any third party
• Train AI models
• Contact you about other Northern Catalyst products without your separate, specific opt-in

The Compliance & AI Dispatch newsletter

The Compliance & AI Dispatch newsletter is published by Northern Catalyst (the parent business), not by Meeting Notes Pro. Newsletter signup happens at northerncatalyst.ca, not at meetingnotespro.ca. Signing up for a Meeting Notes Pro trial does not enrol you in the newsletter, and we will not add you to it without your separate, explicit signup.

If you have separately subscribed to Compliance & AI Dispatch through northerncatalyst.ca, your email address is held with Beehiiv (our newsletter service provider) for the sole purpose of delivering that newsletter to you. Your email is not used by Beehiiv for any other purpose, and you can unsubscribe at any time using the link at the bottom of any newsletter email.

Where your information lives

Your account information is stored on infrastructure operated by:

• Stripe for payment, subscription management, and billing records. Stripe operates from the United States with global data centres. Stripe’s privacy practices are described in their privacy policy.
• Cloudflare for hosting meetingnotespro.ca itself. Cloudflare’s privacy practices are described in their privacy policy.
• Google Analytics 4 for site analytics. Google’s privacy practices for Analytics are described in their privacy policy.

For the Compliance & AI Dispatch newsletter, if you have subscribed:

• Beehiiv for newsletter list management and delivery. Beehiiv operates from the United States. Beehiiv’s privacy practices are described in their privacy policy.

We do not store your information anywhere else. We do not maintain a customer database outside the systems above. We do not back up your information to additional storage systems.

Cross-border data flow

Some of the providers above operate from the United States. By using meetingnotespro.ca and signing up for Meeting Notes Pro, you understand that your account information may be processed in the United States by these providers under their own contractual and security obligations.

The Meeting Notes Pro application itself uses AWS Bedrock in the Montreal region for AI processing of de-identified meeting transcripts. AWS may route the underlying Claude Opus model inference through US AWS regions as part of how it provisions capacity. The transmitted data contains no client-identifying information by the time it reaches any region. The cross-region inference architecture is explained in detail on the How It Works page.

Your rights under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

• Know what personal information we hold about you
• Ask us to correct any inaccuracy in that information
• Withdraw your consent for ongoing collection or use (which may mean we can no longer provide the product to you, in which case your subscription will end)
• Receive a copy of the information we hold about you in a portable form
• Make a complaint to the Office of the Privacy Commissioner of Canada if you believe we have not handled your information appropriately

To exercise any of these rights, email us at sandy@meetingnotespro.ca. We will respond within 30 days.

Your additional rights under Quebec Law 25

If you are a Quebec resident, the Act respecting the protection of personal information in the private sector (Law 25) provides additional rights, including stricter consent requirements and rights regarding automated decision-making. To exercise any rights under Quebec Law 25, email sandy@meetingnotespro.ca.

We have designated a person responsible for the protection of personal information at Northern Catalyst Technologies. Contact information is available on request via the support email address.

How long we keep your information

• Active accounts: for as long as you remain a Meeting Notes Pro subscriber, plus the period required by tax and accounting obligations after cancellation (typically seven years for Canadian tax records).
• Cancelled accounts: account email and subscription history are retained for the period required by tax and accounting obligations. Other personal information is deleted within 90 days of cancellation, except where required for legal or accounting reasons.
• Site analytics: retained for 14 months in Google Analytics 4 default configuration, then automatically deleted.

Children

Meeting Notes Pro is a professional product used by financial advisors. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you become aware that a child has provided personal information to us, please contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “last updated” date at the top of the policy and, for active subscribers, send a notice by email at least 30 days before the changes take effect. Continued use of Meeting Notes Pro after a change means you accept the updated policy.

Contact

For any privacy question, request, or complaint, email sandy@meetingnotespro.ca. Replies within one business day.

If you are not satisfied with our response, you may contact:

• Office of the Privacy Commissioner of Canada: priv.gc.ca
• Commission d’accès à l’information du Québec (for Quebec residents): cai.gouv.qc.ca

Questions? Email sandy@meetingnotespro.ca. Replies within one business day.