1. Introduction

Nextstep Technologies, Inc. ("Nextstep," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service, including the NextStep web application and the NextStep Meet Recorder Chrome extension.

2. Information We Collect

We collect information that you provide directly to us, including:

Account information (name, email address, password)
Email content and communications you connect to the Service
Client interaction data and CRM information
Usage data and analytics
Any other information you choose to provide

Chrome Extension — NextStep Meet Recorder

When you use the NextStep Meet Recorder Chrome extension, we additionally collect:

Meeting Audio: When you initiate a recording, we temporarily capture the audio content of your Google Meet session for the sole purpose of generating a transcription. Audio is sent directly to our transcription provider (AssemblyAI) and is not stored on our servers. We do not retain any audio or video recordings.
Transcriptions: Meeting audio is processed in real time to generate text transcriptions, which are stored in your NextStep account.
Participant Information: Names and identifiers of meeting participants as displayed within Google Meet.
Meeting Metadata: Information such as the meeting title, date, time, and duration.

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve the Service
Record and transcribe your Google Meet sessions as initiated by you
Display your meeting transcriptions and notes within the NextStep platform
Process your emails and communications to extract action items and insights
Sync information with your CRM systems
Send you technical notices, updates, and support messages
Respond to your comments and questions
Monitor and analyze trends, usage, and activities in connection with the Service

4. AI Processing and Data Usage

We use artificial intelligence models to provide our core features:

Email and Communication Processing: We process data from your emails and communications using AI models to extract action items, summarize content, and provide insights.
Meeting Transcription: We use AssemblyAI to transcribe meeting audio captured through the Chrome extension. Audio is transmitted in real time, transcribed, and not retained by NextStep after the transcription is returned. You can review AssemblyAI's privacy policy at https://www.assemblyai.com/legal/privacy-policy.
Third-Party AI Models: We use third-party AI model providers to process your data. These providers process your data solely to provide services to us and are contractually obligated to protect your information.
No Training on Your Data: We do not use your data to train AI models. Your communications and data remain private and are not used to improve general AI models.
Data Retention: We retain your data only as long as necessary to provide the Service and comply with legal obligations.

5. Information Sharing and Disclosure

We may share your information in the following circumstances:

With Your Consent: We may share your information with your consent or at your direction.
Service Providers: We share information with third-party service providers who perform services on our behalf, including AI model providers, transcription services, CRM integrations, and hosting services.
Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, regular security assessments and audits, access controls and authentication mechanisms, and secure infrastructure and hosting.

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. Meeting audio captured by the Chrome extension is processed in real time and is not retained after transcription is complete. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your data at any time by contacting us.

8. Your Rights and Choices

You have the following rights regarding your information:

Access: You can request access to the personal information we hold about you.
Correction: You can request that we correct inaccurate information.
Deletion: You can request that we delete your personal information.
Data Portability: You can request a copy of your data in a machine-readable format.
Opt-Out: You can opt out of certain data processing activities.

To exercise these rights, please contact us at support@talknextstep.com.

9. Consent and Meeting Participants

By using the NextStep Meet Recorder Chrome extension, you acknowledge that you are responsible for obtaining any required consent from other meeting participants before recording. We recommend informing all participants that the meeting is being recorded and transcribed.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings, but disabling cookies may affect your ability to use certain features of the Service.

11. Third-Party Services

The Service may contain links to third-party websites or integrate with third-party services (such as CRM platforms). We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

12. Children's Privacy

The Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us.

13. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take appropriate measures to ensure that your information receives an adequate level of protection.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after such changes constitutes your acceptance of the new Privacy Policy.

15. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Email: support@talknextstep.com
Website: https://talknextstep.com