Privacy policy

Last updated: February 2026

Meet Helvira.AI is committed to protecting your personal data. This privacy policy explains what data we collect, how we use it and how we protect it.

1. Data collected

When using Meet Helvira.AI, we collect the following data:

1.1 Identification data

  • First name and last name
  • Email address
  • Helvira SSO identifier

1.2 Connection data

  • IP address
  • Browser type and operating system
  • Connection dates and times

1.3 Usage data

  • Audio files recorded or uploaded
  • Generated transcriptions
  • AI meeting minutes
  • User preferences and settings
  • Service interaction history

1.4 Technical data

  • Performance logs and usage statistics
  • Support messages and user feedback

2. Use of data

Your personal data is used to:

  • Provide the service: transcription, AI analysis, meeting minutes generation
  • Improve the service: performance optimisation and transcription quality
  • Personalise the experience: display preferences, workspaces, favourites
  • Ensure security: abuse prevention, anomaly detection
  • Technical support: responding to your support requests
  • Legal obligations: compliance with applicable legislation

3. Data hosting and protection in Switzerland

All your data is processed and stored exclusively in Switzerland, ensuring the highest level of protection in accordance with Swiss legislation.

Meet Helvira.AI complies with:

  • The Swiss New Federal Act on Data Protection (nFADP)
  • The European General Data Protection Regulation (GDPR)

No data transfer to third countries is made without your explicit prior consent.

4. Security measures

We implement robust security measures to protect your data:

  • End-to-end encryption: data encrypted at rest and in transit
  • Secure authentication: via Helvira SSO with multi-factor authentication support
  • Continuous monitoring: access monitoring and intrusion detection
  • Secure backups: encrypted, geo-redundant backups in Switzerland
  • Regular audits: security testing and periodic assessments
  • Staff training: ongoing data security awareness

5. Data sharing

Your data is never sold to third parties. Data sharing is limited to the following cases:

  • User-initiated sharing: when you share a transcription or meeting minutes via a secure link
  • Technical subcontractors: only for service operation (hosting, AI processing), all based in Switzerland
  • Legal obligations: in response to a legal request from competent Swiss authorities

6. Data retention

Your data is retained as long as your account is active. In the event of account deletion:

  • Data is retained for 30 days (grace period)
  • After this period, all data is permanently deleted
  • Audio files, transcriptions and meeting minutes are irreversibly erased

7. Your rights

In accordance with the Swiss nFADP and the European GDPR, you have the following rights:

  • Right of access: obtain a copy of your personal data
  • Right to rectification: correct inaccurate information
  • Right to erasure: request the deletion of your data
  • Right to portability: receive your data in a structured, usable format
  • Right to object: object to the processing of your data in certain situations
  • Right to withdraw consent: withdraw your consent at any time

To exercise these rights, contact us at privacy@helvira.ai.

8. Cookies and tracking technologies

Meet Helvira.AI uses strictly necessary cookies for the operation of the service:

  • Essential cookies: authentication session, CSRF token, theme preferences (light/dark)
  • Performance cookies: anonymous usage analysis to improve the service

No advertising or profiling cookies are used.

9. Policy changes

Meet Helvira.AI reserves the right to modify this privacy policy. Any substantial change will be communicated by email with 30 days' notice.

10. Contact

For any questions regarding the protection of your data: