Account security
Password protection, secure sessions, and multi-factor authentication by email.
Security for confidential condo meeting records
Minutes App is designed to protect recordings, transcripts, draft minutes, finalized minutes, and meeting records through controlled access, private storage, secure processing, and clear data-retention practices.
Built for property managers, condominium boards, and meeting records that should not be floating around in inboxes, shared drives, or unmanaged folders.
Private file storageRole-based accessSigned file linksCanadian hostingRetention controls
Security at a glance
Role-based access
Users only see the corporations, meetings, and records they are authorized to access.
Private file storage
Recordings, transcripts, and generated minutes are stored privately and accessed through controlled file links.
Processing integrity
The workflow tracks recording upload, transcription, draft generation, review, finalization, and retry status where applicable.
Data retention
Temporary processing files and meeting records follow defined retention rules, including deletion timing where applicable.
How meeting records move through the system
Each meeting follows a defined path from upload through to retention — with access controls at every stage.
1
Upload
Recording is uploaded for processing.
2
Processing
Transcription and minutes generation run through the controlled workflow.
3
Review
Authorized users review draft minutes and supporting records.
4
Finalization
Finalized minutes are made available to authorized users.
5
Retention
Records follow the configured retention and deletion policy.
Access and confidentiality
Access is scoped by corporation
Property managers, board users, and authorized users access only the records assigned to their corporation or role. The platform is designed to avoid cross-corporation data access.
Files are not public
Recordings and generated documents are stored privately in AWS S3. File access uses short-lived signed links instead of public file paths.
Availability and recovery practices
The platform is built with monitoring, retry logic, and backup practices. No uptime guarantee is stated here — only what is currently in place.
Structured logging and monitoring
Processing events and application activity are logged for monitoring and diagnostics.
Database backup and recovery practices
Database backup and disaster recovery practices are in place. Ongoing improvements are planned.
Retry handling
Automatic retries and error recovery during recording, upload, and minutes generation workflows.
Meeting status tracking
Meeting status is tracked through each stage, with clear states for processing, ready, and failed conditions.
Privacy and retention
Minimal personal data
Only the data needed to deliver the service is collected. Names, emails, and director roles are used. Unit numbers are not stored.
Canadian hosting
Data is hosted in Canada (AWS Montreal region).
Corporation record ownership
Corporations retain full ownership of their paid minutes.
Retention periods
Meeting audio is automatically deleted after 45 days. Transcripts, finalized minutes, and other records follow the retention periods in our Privacy Policy and Terms of Service.
Account closure and deletion
Data-deletion requests are supported upon account closure. Submit a request via the contact form.
What this means for boards
In plain language — what these practices mean for the people who use the platform.
Meeting records are organized
Recordings, transcripts, and generated minutes are stored together with the meeting — no more hunting through inboxes or shared drives.
Access is controlled
Only authorized users see your corporation's records. The platform is designed to prevent cross-corporation exposure.
Records are easier to audit
Organized meeting records, clear file access, and defined retention practices make retrieval and review straightforward.
Common questions
- No. Meeting files are stored privately and accessed through controlled signed links. There are no publicly accessible file paths.
- No. Access is scoped at the corporation level so users only see the meetings and records they are authorized to access.
- AI Minutes App follows SOC 2–aligned practices across security, availability, processing integrity, confidentiality, and privacy. The platform is not currently SOC 2 certified.
- Data is hosted exclusively in Canada, using AWS infrastructure in the Montreal region.
- Meeting audio is automatically deleted after 45 days. Transcripts, finalized minutes, and other records follow the retention periods described in our Privacy Policy and Terms of Service.