Privacy Policy

Last updated: 20 October 2026

This policy explains what we collect about organizers and guests in Engage Calls, why, who receives it and how long it stays. It describes what actually happens in the product, not what might happen one day.

Who is responsible for the data

• Engage is a pilot independent software project, and its operator is responsible for the data. For anything about your privacy, write to info@byengage.com.
• The organizer decides whether translation and minutes run in their meeting.

We do not record meetings

• We never record a meeting’s audio or video, and we do not store audio anywhere.
• What is said is used for live translation, and for the minutes if the organizer asks for them, then erased as described below.

What we collect about the organizer

• Account data: your email, name, photo and identifier, from signing in with an Engage account.
• Your settings: your language, display name, chosen voice and dialect, and your translation, minutes and waiting-room settings.
• Subscription and usage: your plan, the translation minutes used each month, and transaction identifiers at the payment provider. We never receive your card number.
• Your meetings: the meeting code and when it was held, and what you enter when booking: title, time, time zone and the deal’s key terms.
• Direct calls: if you call someone by username or they call you, we keep who called whom, when, and the call status, plus your recent contacts.
• Ringing devices: if you turn on notifications to hear calls ring, we keep your browser’s notification address and your device type.

What a guest shares

• A name if they choose to type one (otherwise “Guest”), their language, and the voice and dialect they pick. These are kept in their own browser.
• Their voice and video, and their screen if they share it, reach the other participants live during the meeting.
• We ask for no email and no account, and guests are told before joining that translation and minutes are automatic.

What happens to speech during the meeting

• Audio and video pass through a real-time communication provider to reach the participants, and are not recorded.
• When translation or minutes are on, an automatic translation assistant joins the meeting, without appearing as a participant, and listens. Each speaker’s audio is sent to a speech-to-text provider, the text is sent to an AI provider for translation, and the translation is turned into a synthetic voice. Nobody’s voice is cloned.
• The original text and the translation appear only on the screens of people admitted to the meeting. They stay in our server’s memory during the meeting only and are erased within three hours after the last participant leaves. They are not written to our database.

Minutes and summaries

• If the organizer chooses a summary or minutes, the meeting’s text with the participants’ names and languages is sent to the AI provider to write them.
• The minutes are kept with the participants’ names and languages, and only the organizer and the people who attended can see them.
• The organizer can delete them at any time, and they are deleted automatically after twelve months.
• “Send to myself” opens the share sheet or the mail app on your own device, so the minutes do not pass through our server and we never receive your email.
• If the organizer sends them “via Engage Chats”, they go out from the organizer’s own mailbox connected there, under the Engage Chats privacy policy.

Why we collect it

• To run the meeting, translation and minutes: speech cannot be translated without processing it.
• To apply your plan and its minutes, and to issue your invoices.
• To deliver direct-call rings to your device.
• To prevent abuse and protect the service from being drained.
• To contact you about your account or subscription.

Who receives any of the data

• Google: sign-in for the organizer.
• Hosting and database: in Europe.
• Real-time audio and video: receives the participants’ audio, video and device addresses during the meeting only, not their names.
• Speech-to-text: receives each speaker’s audio and the deal’s key terms when translation or minutes are on, and does not use them to improve its models.
• AI translation, translated voice and minutes: receives the spoken text and its translation, and the participants’ names and languages for the minutes. It does not use them to improve its models, and keeps them only in abuse-monitoring logs for a limited time.
• Browser push services: carry the call ring, with the caller’s name, photo and the meeting link.
• Dodo Payments: sales, payment and invoicing. It receives your email and identifier to link the payment to your account, and it alone sees your card.
• Google Analytics, Microsoft Clarity and Affonso: on the landing page and blog only, not on meeting pages. Clarity and Affonso load only after you accept the cookie bar; until then Google Analytics counts the visit without cookies.
• A list of providers by name is available on request at info@byengage.com.
• We do not sell your data or your guests’ data, share it for advertising, or train any model on it.

Transfers outside your country

Our server and database are in Europe. The communication, speech-to-text and AI providers process what they receive in the United States and other regions. If a participant is in a country that restricts sending data abroad, their speech is processed outside it, and the organizer should take that into account.

How long it stays

• Your account data, settings and booked meetings: as long as your account exists.
• Text and translation during a meeting: erased within three hours after it ends.
• Minutes and summaries: until the organizer deletes them, and at most twelve months.
• Direct-call history: twelve months.
• Subscription and payment records: as long as accounting rules require.
• Technical logs at the hosting provider, which include IP addresses: thirty days.
• When you ask us to delete your account at info@byengage.com: we delete all your data within thirty days.

Your rights

• Wherever you live, you can access your data, correct it, ask for it to be deleted or for a copy, and object to a particular use.
• You edit your settings yourself, delete your minutes, and ask us to delete your account at info@byengage.com.
• If you were a guest and your name appears in minutes you want removed, write to us with the meeting link.
• For any other request, write to info@byengage.com and we will act within thirty days.
• You can complain to the data protection authority where you live if you think we have not treated you fairly.

Cookies and local storage

• The meeting app itself sets no cookies.
• Local storage in your browser keeps your name, language, chosen voice and theme, your seat in each meeting so you can rejoin, and your choice in the cookie bar. Nothing in it reaches us.
• Google Analytics and Microsoft Clarity cookies, and an Affonso cookie for thirty days if you arrive from a partner link, on the landing page and blog only, and only after you accept the cookie bar. You can change your choice at any time from "Cookie settings" at the bottom of the page.
• We set no advertising cookies and take part in no cross-site tracking.

Children

Accounts are for people aged 18 and over. We do not knowingly collect children’s data, and if we learn of a child’s account we delete it. The organizer is responsible for not inviting a minor to a meeting without a guardian’s permission.

Security

• Connections to the service are encrypted, and storage is encrypted.
• Only people the organizer admits enter the meeting when the waiting room is on, and only admitted people can read its text and minutes.
• No system is perfectly secure. If a breach affects your data, we will tell you what we know and what we have done without delay.

Changes to this policy

We may update this policy. A substantial change will be announced before it takes effect, and the date of the latest update is shown at the top of the page.