Privacy Policy
Plancy Meetings - meeting recording and minutes service
ООО «Архитектурный Портал» (Architectural Portal LLC) | Version of October 26, 2026 | Effective upon publication at plancy.ru/privacy
1. Overview
1.1. This Privacy Policy (the "Policy") describes what personal data ООО «Архитектурный Портал» (Architectural Portal LLC), OGRN 1237700594779, INN 9709098730 (the "Operator", "we") processes when you use the Plancy Meetings service (the "Service"), how the data is used, shared, retained and deleted, and how data subjects can exercise their rights.
1.2. The Service means the software product and its associated online resources (the plancy.ru and ai.plancy.ru websites). The software part of the Service joins online meetings (including those hosted on Zoom, Google Meet, Microsoft Teams, Yandex Telemost, Kontur.Talk and Jitsi) as a bot participant, records the meeting audio, and produces a transcript and minutes (a summary).
1.3. We process personal data in accordance with Russian Federal Law No. 152-FZ of 27 July 2006 "On Personal Data". Where the Service integrates with Zoom and Google, we also comply with the Zoom App Marketplace requirements and the Google API Services User Data Policy, including the Limited Use requirements, as set out in Sections 5, 8 and 9 below.
1.4. This Policy supplements and discloses the data practices of the Service. It does not replace the terms of use and privacy policies of Zoom and Google, which apply to your relationship with those platforms directly. The company name stated in this Policy matches the company name of the app developer in the Zoom App Marketplace and the Google Workspace Marketplace.
1.5. Related documents: Terms of Use - plancy.ru/en/legal/terms; Support page - plancy.ru/en/about; documentation on installing and removing the app - plancy.ru/en/zoom-guide.
1.6. The Service is intended for use by organizations and is not directed to natural persons, including persons under 18; the Operator does not knowingly collect personal data of minors.
2. Definitions
2.1. Personal data means any information relating to an identified or identifiable natural person.
2.2. User means an employee or representative of a Customer who uses the Service and has authorized the Zoom or Google integration.
2.3. Customer means an organization (legal entity or sole proprietor) using the Service under an agreement with the Operator.
2.4. Meeting participant means a natural person participating in a meeting recorded by the Service.
2.5. Platform Data means personal data obtained by the Operator through the Zoom API and the Google API (Google Workspace) as a result of authorizing the integration.
3. Operator and roles
3.1. The Operator is ООО «Архитектурный Портал» in respect of data of visitors to the site https://ai.plancy.ru, persons contacting support, and account data.
3.2. In respect of meeting participant data, the controller is the Customer, which determines the purposes of processing. The Operator processes such data on the Customer's instructions under Part 3 of Article 6 of the Personal Data Law.
3.3. In respect of Platform Data received via Zoom and Google, the Operator acts as the app developer: it accesses data only within the granted permissions and processes it solely for the purposes disclosed in this Policy.
4. What data we process
4.1. We process the following categories of data:
a) account and profile data: name, email address, phone number, organization name, job title, user identifier;
b) meeting participant data: name, email address, participant identifier, role (host or participant), join time;
c) meeting content: audio recording of the voice, transcript text, meeting title and topic, speaker labels, information voiced by participants;
d) calendar and meeting data: meeting title, date, time and identifier, join link, and invitee list to the extent available through the API;
e) technical and usage data: IP address, browser and operating system type, cookies, activity logs;
f) support data: the content of support requests.
4.2. Video is not recorded. Voice is processed as ordinary personal data and is not biometric data: no voiceprints (voice models) are created and no identification of a person by voice is performed.
4.3. We do not collect data that is not necessary for the operation of the Service (data minimization).
4.4. We do not process special categories of personal data (Article 10 of the Personal Data Law) - concerning health, political, religious or other beliefs - as a purpose. However, a meeting recording may contain such information voiced by participants. In that case the data is processed solely for the purposes set out in Section 6; the obligation to ensure a lawful basis and to inform participants rests with the Customer (Section 7). At the Customer's request, the Operator assists in deleting such information.
5. Zoom and Google permissions (scopes)
5.1. To join meetings, the Service requests your authorization and access to a limited set of permissions (scopes). The current list of scopes is displayed on the authorization screen of the relevant platform.
5.2. Zoom:
| Zoom scope | Data it provides access to | Why it is used |
|---|---|---|
| user:read:user | Profile name, email address, Zoom user identifier | Identifying the host and the account |
| meeting:read:meeting, meeting:read:list_meetings | Meeting details: topic, date, time, identifier, join link | Determining the meetings the bot joins |
| meeting:read:list_past_participants | Names and email addresses of participants of a completed meeting | Building the participant list and mapping speech to names |
| cloud_recording:read:list_recording_files, cloud_recording:read:meeting_transcript | Zoom cloud recording files and transcript, where used | Obtaining meeting materials to produce minutes |
| cloud_recording:delete:meeting_recording | Ability to delete a recording stored in Zoom cloud | Deleting the Zoom copy of the recording after processing |
5.3. Google (Google Workspace, Google Meet, Google Calendar):
| Google scope | Data it provides access to | Why it is used |
|---|---|---|
| openid, email, profile | Basic profile: name, email address, user identifier | User identification and authorization |
| calendar.events.readonly | Calendar event data: title, time, attendees, conference link | Determining Google Meet meetings the bot joins |
| calendar.readonly | Calendar list and event details (read only) | Supporting the calendar integration |
| meetings.space.readonly | Google Meet space details: identifier and settings | Joining the bot to a Google Meet meeting |
5.4. We request only the permissions needed for the stated functionality. Permissions unrelated to the purpose of the Service (for example, access to email) are not requested.
5.5. Scope names are given per the platform documentation and may be updated as the app configuration changes; the current list is always available on the authorization screen.
5.6. You may revoke the granted permissions at any time (Section 12).
6. Purposes of processing
6.1. We process data solely for the following purposes:
a) authenticating the user and connecting the Zoom and Google integrations;
b) recording meetings and producing transcripts and minutes;
c) giving users access to meeting materials and search across them;
d) handling requests, providing support and service notifications;
e) complying with our legal obligations;
f) improving the Service based on aggregated, de-identified data.
7. Legal bases
7.1. The legal bases for processing are:
a) performance of a contract to which the data subject is a party or beneficiary (Article 6(1)(5) of the Personal Data Law);
b) processing instructions issued by the Customer (Article 6(3) of the Personal Data Law);
c) consent of the data subject (Article 6(1)(1), Article 9 of the Personal Data Law);
d) compliance with legal obligations imposed on the Operator;
e) our legitimate interests (Article 7(1)(6) of the Personal Data Law).
7.2. Obtaining the consents of meeting participants is ensured by the Customer as the controller in respect of participant data (Section 3.2). Consent is given in a separate document and may not be included in the text of a contract or offer (Article 9(1) of the Personal Data Law).
7.3. Notifying participants that a meeting is being recorded is mandatory and does not replace consent where consent is required. The bot participant appears in the meeting participant list and is marked as a recording device; a notice about recording and minutes is played at the start of the meeting; where technically possible, a recording indicator is shown in the meeting interface.
7.4. A participant may withdraw consent to recording at any time. If consent is withdrawn before the meeting starts, no recording is made; if it is withdrawn during the meeting, further recording stops and the participant's personal data is deleted together with the recording within the periods set out in Section 11.
8. How we use data. Prohibitions
8.1. Data is used solely to provide and improve the functionality of the Service and for the purposes in Section 6.
8.2. We do not sell personal data and do not transfer it to advertising platforms, data brokers or information resellers.
8.3. We do not use data obtained through Zoom and Google for advertising, including retargeting or personalized advertising.
8.4. Data obtained through Google services is used in accordance with the Google API Services User Data Policy, including the Limited Use requirements. Such data is not used to create, train or improve machine learning or artificial intelligence models beyond the personalized model of a specific user; no human reads such data except as expressly permitted by Google's policy.
8.5. Limited Use statement: "The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements".
8.6. Data obtained through the Zoom API is used only for the purposes disclosed in this Policy and is not transferred to third parties other than the processors listed in Section 9.
8.7. Meeting recordings are not used to identify a person by voice; no biometric data is created.
9. Sharing with third parties. Processors
9.1. To operate the Service, we engage processors and transfer to them only the minimum necessary amount of data:
- Timeweb Cloud (Russian Federation) - hosting and data storage;
- AssemblyAI, Inc. (United States) - transcription of the meeting audio;
- DeepSeek (People's Republic of China) - processing of transcript text to produce the summary;
- Unisender Go, amoCRM (Russian Federation) - messaging and communications;
- PostHog (foreign jurisdiction) - aggregated product analytics;
- video conferencing platforms - to the extent necessary to join the bot.
9.2. Data processing agreements are concluded with each processor (Article 6(3) of the Personal Data Law).
9.3. We do not transfer data to third parties for purposes unrelated to the Service, except as required by the legislation of the Russian Federation.
10. Cross-border transfer and localization
10.1. Databases containing personal data of Russian citizens are hosted on servers located in the Russian Federation (Timeweb Cloud, St. Petersburg), in accordance with Article 18(5) of the Personal Data Law.
10.2. The Service involves cross-border transfer of data (Article 12 of the Personal Data Law).
10.3. If cross-border transfer is prohibited or restricted, the relevant features of the Service may be suspended or moved to processors located in the Russian Federation or in states from the adequate-protection list.
11. Retention and deletion
11.1. Meeting records, including the audio recording, transcript and minutes, are retained for 6 (six) months from the meeting date and then automatically deleted.
11.2. Backups containing records are retained for no more than 6 (six) months from the meeting date and are deleted within no more than 30 (thirty) calendar days after the primary copy is deleted.
11.3. Meeting participant data (name, email address, role, join time) is retained for 6 (six) months from the meeting date together with the recording.
11.4. Account data is processed for the term of the agreement and afterwards for the periods required by law for the relevant documents.
11.5. Calendar and meeting data is retained for 6 (six) months from the meeting date or until the Customer disables the integration.
11.6. Technical data and activity logs are retained for no more than 12 (twelve) months.
11.7. Cookies and web analytics data are retained for the periods set out in the Cookie Policy, but no more than 12 (twelve) months.
11.8. Support request data is retained for no more than 1 (one) year from the date of the last request.
11.9. Platform Data is processed to the extent necessary for the functionality of the Service. Access tokens are stored encrypted and deleted when access is revoked.
11.10. Data required to be retained by law is kept for the prescribed periods and then destroyed.
11.11. Destruction of data results in the cascading deletion of related information and its copies from active storage.
12. Revoking access, deauthorization and data deletion
12.1. Google: you can revoke the app's access at https://myaccount.google.com/permissions by selecting the app and clicking "Remove access".
12.2. Zoom: you can remove the app in the Zoom App Marketplace under Manage - Installed Apps by selecting the app and clicking "Remove". When the app is removed, Zoom sends the Operator a deauthorization notification (deauthorization webhook); upon receipt, the Operator stops processing and deletes the access tokens obtained.
12.3. To request deletion of personal data, email info@plancy.ru. We delete the data within 30 (thirty) days unless there is a lawful basis for further retention.
12.4. How data is handled after the app is removed is further described in the documentation at plancy.ru/en/zoom-guide.
12.5. Data retained after revocation of access: information whose retention is required by law (for example, accounting records) is kept for the prescribed period and is not used for any other purpose.
13. Security
13.1. We apply legal, organizational and technical safeguards: encryption (AES-256-GCM for secrets), secure transmission channels (HTTPS), temporary file access links, access controls, an appointed personal data officer, internal policies and a harm assessment.
13.2. If we become aware of unlawful or accidental transfer (provision, dissemination, access) of personal data resulting in a data breach, we notify the competent authority (Roskomnadzor) within 24 (twenty-four) hours of the fact of the incident and within 72 (seventy-two) hours of the results of the internal investigation. Together with the data subject, the Operator takes measures to prevent losses and other negative consequences.
14. Cookies and analytics
14.1. The Service and websites use cookies and web analytics services (PostHog, Yandex.Metrica) for authentication, saving preferences and collecting statistics. You may restrict or disable cookies in your browser settings; some features may then be unavailable.
14.2. Detailed conditions are set out in the Cookie Policy at plancy.ru/en/legal/cookies.
15. Data subject rights
15.1. A data subject has the right to:
a) obtain information about the processing of their personal data (Article 14 of the Personal Data Law);
b) request rectification, blocking or deletion of data that is incomplete, outdated, inaccurate, unlawfully obtained or unnecessary for the purposes of processing;
c) withdraw consent to the processing of personal data;
d) lodge a complaint against the Operator with the competent authority (Roskomnadzor) or a court.
15.2. Requests are sent to info@plancy.ru. We respond within 10 (ten) business days of receipt; the period may be extended by no more than 5 (five) business days with a reasoned notice.
15.3. Where the data subject is a meeting participant, the controller in respect of their data is the Customer (Section 3). The Operator forwards such a request to the Customer and assists it.
16. Changes to this policy
16.1. We may amend this Policy. A new version takes effect on the date of publication at plancy.ru/privacy unless it states otherwise. If we materially change how Platform Data is used, we will notify users and obtain consent before the new use begins.
17. Contact details
Operator: Architectural Portal LLC
OGRN: 1237700594779
INN: 9709098730
KPP: 770901001
Address: 105120, Russia, Moscow, Nizhnyaya Syromyatnicheskaya St., 10, Bldg. 2, Basmanny Municipal District.
E-mail: info@plancy.ru
E-mail for data protection matters: info@plancy.ru
Personal data officer: Andrey Sidorov, General Director