Privacy Policy

1. What information do we collect?

Personal information you disclose to us

In short: We collect the personal information you give us when you create an account, the content you choose to give Cuekoo while you use it, and a record of what you buy.

Account information. When you create an account we collect:

• names
• email addresses
• passwords, stored only as a one-way hash (we never see or keep the password itself)

Content you give our Services. Depending on the features you use, this may include:

• call audio, only while you have turned on Transcribe system audio or Transcribe my microphone (a session starts with both off, and we never keep the audio)
• transcripts of what you and the other people in your call said, with a guess at when a different voice is speaking (“Them 2”) and at which of those voices are the same person across the call
• questions you type, names and text of files you attach to messages, and Cuekoo’s answers
• screenshots you choose to take and send
• meetings you save, with their notes, any instructions you give for writing the notes, any names you give speakers and the voices you put together as one speaker, and a table of how alike the speakers’ voices sound (numbers only)
• custom agents: their name, description, instructions and settings
• files and text you add to a knowledge base
• requests you send from Request a feature: whether it is a feature request, a bug report or something else, its title and text, up to three images you add, the version of the desktop app you sent it from and, if you give one, the email address you want us to reply to about it (your account’s address is filled in for you, and you can clear it)

Sensitive information. We don’t ask for sensitive information, such as health details, religious beliefs, biometric data or government IDs, and we don’t process it on purpose. Your calls, screenshots and documents may contain some, because they hold whatever you and others say or show; we handle it like the rest of your content. To tell voices apart across a call (“Them 2”), the desktop app turns a few seconds of each voice into a voice print on your computer. The prints stay in your computer’s memory while you listen and are gone when you stop: they are never saved, never sent to us or anyone else, and can’t tell anyone who a speaker is. A saved meeting keeps only a table of how alike its speakers sound, as numbers, which we can’t turn back into a voice. We keep no voiceprint.

Payment data. Plans, hour packs and TeleCue are sold through our payment processor, which is the merchant of record: it collects your card or other payment details, your billing name, email and address, and any tax that applies, and it charges you and issues your receipts. We never see or store your card number. From the payment processor we receive, and keep, a record of each purchase: what you bought (a plan and its billing period, an hour pack, or TeleCue), when, the amount and currency, the processor’s references for the order, the checkout, the subscription and you as its customer, and whether it was refunded. We don’t keep your email address or billing address from it. If you buy TeleCue without an account, the purchase is kept without any name or email.

Creator program claims. If you claim months of a plan through our creator program, you email us your account’s email address, a link to your public post and, for the longer reward, a screenshot of its views. We use them only to check the claim and give the plan, and keep the email as described in “How long do we keep your information?”. The plan given is recorded on your account like any other, with “creator” as its reason.

Social login data. We may offer you the option to sign in with your Google account. If you do, we receive certain profile information from Google, as described in “How do we handle your social logins?” below.

All personal information you give us must be true, complete and accurate, and you must tell us of any changes to it.

Information automatically collected

When conversation memory is enabled, earlier chat exchanges are sent to our AI processing service to make a short summary for follow-up questions. The summary stays in the app's memory with your conversation and is cleared when you sign out or quit; it is not saved as a separate server record. We record numeric AI token counts, completion statuses and timings to measure performance and operating costs, without recording chat text, summaries or attached file contents in these metrics.

In short: Some information, such as your IP address, your device and app details, and how much of your plan you use, is collected automatically when you use our Services.

• Session data. For each device you sign in on, we keep a session record with the time it was created, when it expires, and the IP address and browser or app identifier (user agent) it signed in from, so you can stay signed in and we can keep your account secure.
• Usage records. To apply your plan’s limits and bill any extra usage you turn on, we record how many minutes of transcription you use and how many AI answers you get (and whether each answered a typed question, Send transcript, or a question from the call, pressed or automatic), with when. For each listening session we also keep the blocks of transcription time it was given and the time it gave back. These records hold amounts and times, never what was said, asked or answered.
• Device identifier. The desktop app sends a one-way hash of an identifier your operating system gives your computer (or, where there is none, of a random one the app makes and keeps in your system’s credential store). The hash is Cuekoo’s own, so it isn’t the identifier other apps see, and our servers store only a keyed hash of it (a second one-way hash, made with a secret key). We use it for three things only: one Free trial per computer, counting the computers a TeleCue licence is activated on, and counting the computers a Pro or Max plan gives TeleCue to.
• TeleCue licence records. For a TeleCue licence we keep a one-way hash of its key (never the key itself) and the key’s last four characters, how many computers it covers, and, for each computer it is activated on, that computer’s keyed device identifier, whether it is a Windows PC or a Mac, and when it was activated and last renewed. We never record a computer’s name.
• Free trial checks. To slow down automated sign-ups, our servers count how many Free trials were started from one IP address in the last day. The count is kept in memory only, and the address isn’t stored.
• Update checks. The desktop app asks our server for a newer version about every six hours. That request says which version, platform and processor type you have.
• Log data. Our servers log events, statuses, counts and timings to keep the Services running. They don’t log your IP address, the pages you visit, your device identifier, a licence key, or anything you said or typed.
• On your device. The app keeps log and performance files on your computer. They record events, timings and counts, never your audio, transcripts, questions or answers, and they aren’t sent to us unless you choose to share them. If you activate TeleCue, the app also keeps its licence, signed by us, in a file on your computer, so TeleCue can check it without a network.

We don’t collect your location, beyond what an IP address reveals.

2. How do we process your information?

In short: We process your information to provide, improve and administer our Services, communicate with you, keep the Services secure, and comply with law. We may also process it for other purposes with your consent.

• To create and manage your account, so you can sign in and keep it in working order.
• To provide the features you use: transcribing your calls, noticing questions, answering, taking screenshots, saving meetings and writing their notes, and answering from your agents and knowledge bases.
• To sell and apply what you buy: to give you the plan, hours or TeleCue licence you paid for, count your usage against your plan’s limits, bill the extra usage you turned on, and handle refunds.
• To prevent abuse: one Free trial per person and per computer, fair use on unlimited answers, and the limit on computers per TeleCue licence.
• To respond to you and help with any problem you have with the Services.
• To improve the Services: we read the feature requests and bug reports you send us and use them to decide what to build and what to fix, and if you gave an email address with one, we use it only to tell you about that request.
• To send you administrative information, such as changes to our terms and policies.
• To keep the Services secure, prevent abuse and fix problems.
• To comply with the law, and to protect someone’s vital interests, such as to prevent harm.

3. What legal bases do we rely on to process your information?

In short: We only process your personal information when it is necessary and we have a valid legal reason to do so.

• Consent. We process your information when you have given us permission for a specific purpose: turning on transcription, sending a screenshot, saving a meeting, adding documents. You can withdraw your consent at any time by turning the feature off or deleting what you saved.
• Performance of a contract. We process your information when it is necessary to provide the Services you asked for, including the plans, hours and licences you buy.
• Legitimate interests. We process your information to keep the Services secure, prevent abuse (such as a second Free trial on the same computer) and fix problems, in ways that don’t override your rights.
• Legal obligations. We process your information when it is necessary to comply with the law, such as keeping purchase records for tax and accounting, cooperating with a regulator or law enforcement, or exercising or defending our legal rights.
• Vital interests. We may process your information when it is necessary to protect your vital interests or someone else’s, such as when someone’s safety is threatened.

4. When and with whom do we share your personal information?

In short: We share information with the service providers that run Cuekoo for us, each receiving only what its job needs. We never sell it.

• AI service providers. The content you give Cuekoo’s AI features is processed by third-party speech-to-text and AI model providers, as described in “Do we offer artificial intelligence-based products?” below.
• Payment processor. Our payment processor sells plans, hour packs and TeleCue for us as the merchant of record. It takes your payment details and charges you, handles sales tax and VAT, pays refunds, and runs the page where you manage your subscription. From us it receives a reference to your Cuekoo account, and, if you turn on extra usage, how many minutes to bill; you give it your payment details yourself, at checkout. We never see your card number.
• Hosting and infrastructure providers. Our servers, database, network and website run on third-party cloud providers, which store and carry your information for us.
• Sign-in provider. If you choose to sign in with Google, Google handles that sign-in.
• Business transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of assets, financing or acquisition of all or part of Cuekoo.
• Legal requirements. We may disclose your information when the law requires it, such as in response to a valid court order.

Each provider processes your information only to provide its service to us, under its own terms. We don’t sell or rent your personal information, and we don’t share it for advertising.

International transfers. Our providers process your information in countries other than the one you live in, including Singapore, the United States and China. Privacy laws there may differ from yours. We send each provider only what its job needs, protect it in transit, and remain responsible for it wherever it is processed.

5. Do we use cookies and other tracking technologies?

In short: Only to keep you signed in and remember a few of your choices. There are no analytics, advertising or tracking cookies.

If you sign in on the website, it sets a cookie that keeps you signed in. The website and the app also keep a few preferences in local storage, such as your last choice of agent, whether to save meetings, and the teleprompter’s speed. While you sign in to buy something, the browser tab remembers what you chose, until the tab closes. We don’t use analytics, advertising pixels or third-party trackers, and we don’t let third parties track you on our Services.

The home page shows a video hosted on TikTok. Nothing from TikTok loads until you press play; after that, TikTok receives your visit and handles it under its own privacy policy.

Most browsers accept cookies by default. You can remove or reject them, but then you won’t stay signed in on the website.

6. Do we offer artificial intelligence-based products?

In short: Yes. Cuekoo’s transcription, question detection, answers and meeting notes are powered by third-party AI service providers.

Use of AI technologies

We provide Cuekoo’s AI features (“AI Products”) through third-party service providers (“AI Service Providers”): a speech-to-text provider and AI model providers. Your input, the output generated from it, and any personal information in either are shared with and processed by these providers so you can use the AI Products. You must not use the AI Products in any way that breaks the terms or policies of the AI Service Providers.

What each AI Product sends, and to whom

• Live transcription. While a transcription switch is on, the audio is streamed from your computer directly to our speech-to-text provider, which returns a transcript. It doesn’t pass through or get stored on our servers, and the provider doesn’t store it. During a session the transcript is held in the app’s memory on your computer.
• Question detection. When question detection is set to Assist (the default) or Auto, the app first checks each finished turn from the other side on your computer. When a turn looks like a question, a short excerpt of the recent conversation is sent through our server to an AI model provider, which judges whether it is a real question and whether an answer would help. Set it to Off to stop this.
• Answers and chat. When you ask Cuekoo something, press Answer or use Send transcript, or when Auto answers a question from the call, we send what is needed to write the answer through our server to an AI model provider: your question, the earlier messages in that conversation, the relevant part of the transcript (Send transcript sends your selected window of recent speech, from 10 seconds to 3 minutes, within its text limit), and, if you use a custom agent, its instructions and matching passages from its knowledge bases.
• Screenshots. Cuekoo takes a screenshot only when you press Screenshot or its keyboard shortcut. It shows the whole monitor Cuekoo is on, so it can include other windows, notifications and people’s faces; check the preview before you send it. It is sent to an AI model provider only with a message you send, and never stored on our servers.
• Transcript context in chat. When you enable Transcript context for a meeting session, recent speech and relevant earlier excerpts are selected on your computer and sent through our server to an AI model provider with your messages and follow-up requests. The switch starts off each session and does not start recording. Nothing extra is sent when there is no transcript. Selections remain in the app’s conversation memory for inspection and Retry until you sign out or quit; they are not saved separately with a meeting. Turning the switch off stops adding new transcript context, while previous messages and answers remain in the conversation.
• Files attached to messages. The app reads selected text files on your computer. Their names and text are sent through our server to an AI model provider when you send the message or use Send transcript, and may be included in later messages in that conversation. If you save the meeting, the names and text are saved with your question under the same retention as the meeting. The original files stay on your computer.
• Meeting notes. When a saved meeting ends, its transcript (up to about 300,000 characters) is sent to an AI model provider to write a title, an overview, the topics and action items, and again each time you choose Regenerate notes. If you regenerate them with instructions, your instructions are saved with the meeting and sent with the transcript each time its notes are written again, until you regenerate them without instructions.
• Knowledge bases. To make your documents searchable, every passage is sent to an AI model provider to compute embeddings, and the beginning of each document (up to about 6,000 tokens) is sent once to write its title and summary. When finding passages for an answer, your question, bounded recent conversation context and candidate passages may also be sent to an AI model provider to rank their relevance. The whole text or its best-matching passages are sent with answers from agents that use it. Source references and supporting quotes stay in the app’s session memory; clicking one requests an excerpt from the document you already stored.
• TeleCue. TeleCue’s notes and scripts are Markdown files on your computer. They are never sent to us or to any AI. Activating a TeleCue licence contacts our server once, and a Pro or Max plan renews TeleCue on your computer while you’re signed in; both send only the licence key or your account and the device identifier described above. After activation, TeleCue works without an account and without a network.

Your account details (name, email address) are not sent to an AI Service Provider; a provider receives personal details only where they appear in the content you give an AI Product, such as what is said during a call.

How we process your data using AI

You give content to an AI Product by using it, and transcription runs only while you turn it on. Each AI Service Provider processes your content only to provide its service to us, under its own terms; some may keep it for a limited time, such as up to 30 days, to detect abuse. We don’t use your audio, transcripts, meetings, documents or questions to train AI models.

7. How do we handle your social logins?

In short: If you sign in with Google, we receive some of your Google profile information.

We may offer you the option to register and sign in with your Google account. If you do, we receive your name, email address and profile picture from Google instead of a password, and use them only for the purposes described in this notice. We don’t control, and aren’t responsible for, other uses of your information by Google; read Google’s privacy policy to learn how it handles your information.

8. How long do we keep your information?

In short: We keep your information for as long as you have an account, or until you delete it, unless the table below gives a shorter time or the law requires otherwise. Purchase records, bought TeleCue licences and the Free trial’s device records stay after you delete your account.

When we no longer need your personal information, we delete or anonymize it. If that isn’t possible at once (for example, because it is in backups), we store it securely and keep it from any further use until it can be deleted.

9. How do we keep your information safe?

In short: We protect your personal information with organizational and technical security measures.

• All traffic between the app, our servers and our providers is encrypted in transit (HTTPS/TLS).
• Passwords are stored only as hashes, and the app keeps its sign-in token in your system’s credential store (Windows Credential Manager or the macOS Keychain), not in a file.
• Provider API keys stay on our servers; the app receives only short-lived tokens.
• Payment details go straight to our payment processor and never reach our servers. TeleCue licence keys are stored only as one-way hashes, and your computer’s identifier only as a keyed hash.
• Our servers accept no direct connections from the internet, and they reach the database with an account that can read and write records but not change its structure.
• Every saved item is tied to your account, and our servers only return your own.

However, no electronic transmission over the internet or storage technology can be guaranteed to be 100% secure, so we can’t promise that unauthorized third parties will never defeat our security. If we learn of a breach that affects your personal information, we will notify you and the relevant authorities as the law requires.

Cuekoo’s overlay is hidden from screen sharing and screenshots taken by supported apps. That protects your view, not your data, and it can’t be guaranteed for every capture tool.

10. Do we collect information from minors?

In short: We don’t knowingly collect data from or market to children under 18.

By using the Services, you confirm that you are at least 18. If we learn that we have collected personal information from someone under 18, we will deactivate the account and promptly delete that information. If you become aware of any, write to privacy@cuekoo-ai.com.

11. What are your privacy rights?

In short: Depending on where you live, you have rights that give you more access to and control over your personal information. You can review, change or delete it at any time.

Depending on the laws where you live, you may have the right to:

• be informed about how your personal information is processed
• access it and get a copy
• have it corrected
• have it erased, or its processing restricted
• receive it in a portable form
• object to its processing
• not be subject to decisions based only on automated processing
• complain to your data protection authority

Withdrawing your consent. Where we rely on your consent, you can withdraw it at any time by turning the feature off, deleting what you saved, or writing to us. This doesn’t affect processing that happened before you withdrew it.

Account information. You can delete meetings, agents and documents in the app, cancel your subscription from Plan and usage, or delete your account in Settings with a code sent to your email. Account deletion is available after paid subscription access ends. Your local TeleCue files and separately purchased licences remain usable. For a copy of your information or other requests, write to privacy@cuekoo-ai.com from the email address on your account. We will answer within 30 days, and may need to confirm your identity first.

If you believe we have mishandled your information, you can complain to your data protection authority. We’d appreciate the chance to fix it first.

12. What about the other people in my calls?

In short: You are responsible for telling them that Cuekoo is transcribing, and for getting their consent where the law requires it.

A transcript contains what other people said, and a saved meeting keeps it. Tell the people in your call that Cuekoo is transcribing it and sending parts of it to AI providers, and get their consent where the law requires it; in many places, recording a private conversation needs everyone’s consent. Cuekoo shows a notice when transcription starts to remind you. Read the Terms of Service.

If you were in a call with a Cuekoo user and want your information removed, write to privacy@cuekoo-ai.com with enough detail for us to find it, and we will help.

13. Controls for do-not-track features

Most web browsers and some operating systems offer a Do-Not-Track (“DNT”) setting that signals you don’t want your online activity tracked. There is no agreed standard for responding to it, so we don’t respond to DNT signals. Since we don’t track you across sites or use tracking technologies in the first place, it makes no difference to how we handle your information. If a standard is adopted that we must follow, we will say so in an updated version of this notice.

14. Do United States residents have specific privacy rights?

In short: If you live in a US state with a consumer privacy law, you may have the right to know, access, correct and delete your personal information, and to get a copy of it.

Categories of personal information we collect.

We keep each category for as long as described in “How long do we keep your information?”. Where it comes from and how we use it are described in “What information do we collect?” and “How do we process your information?”.

Selling and sharing. We have not sold or shared any personal information for a business or commercial purpose, including targeted advertising, in the past twelve months, and we will not do so.

Your rights. These may include the right to know whether we process your personal information, to access it, to correct it, to delete it, to get a copy of it, to limit the use of sensitive personal information, and not to be discriminated against for exercising these rights. To use them, write to privacy@cuekoo-ai.com. You may name an authorized agent to make a request for you; we may ask for proof that you authorized them. We will verify your identity before acting on a request.

Appeals. If we decline to act on your request, you may appeal by writing to privacy@cuekoo-ai.com. We will tell you in writing what we did and why. If your appeal is denied, you may complain to your state attorney general.

15. Do we make updates to this notice?

In short: Yes, whenever Cuekoo changes what it collects or where it sends it.

We will update this notice and the “Last updated” date at the top. For a significant change, we will tell you in the app or by email before it takes effect.

The 28 September 2026 update added paid plans: the payment processor, purchase and usage records, the device identifier, and TeleCue licences. The 30 September 2026 update added creator program claims.

The 2 October 2026 update explains knowledge search ranking and source excerpts in answers.

The same update explains optional conversation summaries kept in app memory, numeric AI token and performance metrics, and the optional Transcript context switch that includes locally selected meeting excerpts with chat messages.

The 2 October 2026 update added voice matching, email codes and in-app account deletion. The desktop app tells speakers apart with voice prints made and kept only on your computer, never sent to us.

The 9 October 2026 update added instructions for meeting notes: what you ask the notes to do is saved with the meeting and sent to an AI model provider with its transcript.

16. How can you contact us about this notice?

If you have questions or comments about this notice, write to our Data Protection Officer at privacy@cuekoo-ai.com.

17. How can you review, update, or delete the data we collect from you?

Depending on the laws where you live, you may have the right to access the personal information we collect from you, learn how we have processed it, correct it or delete it, and to withdraw your consent to its processing. You can delete meetings, agents, knowledge bases, documents and your account in the app. To request a copy or help with anything else, write to privacy@cuekoo-ai.com from the email address on your account.