1. Introduction
This AI Policy explains how Flowmeets uses Artificial Intelligence ("AI") within our Services, including transcription, summarization, coaching, tonal analysis, and other automated meeting insights. The purpose of this policy is to ensure transparency, build trust, and clarify how AI is integrated into our platform.
Flowmeets is operated by Flowmeets AB, Sundbybergs Torg 1, 17237 Sundbyberg, Sweden, org. no. 559574-7444 ("Flowmeets", "we", "us", or "our").
2. Scope of AI Usage
Flowmeets uses AI technologies to help organizations save time, gain insights, and improve outcomes across their customer interactions. Our AI capabilities include:
- Automated Transcriptions – converting meeting audio into text.
- Meeting Summarization – creating concise summaries of key discussion points.
- Coaching Insights – providing recommendations based on meeting content.
- Tonal and Sentiment Analysis – analyzing communication style for coaching purposes.
- Scorecards & Frameworks – applying methodologies such as MEDDICC and BANT for meeting evaluation.
3. Data Sources for AI Processing
The AI features process data that may include:
- Audio and/or video recordings of meetings.
- Transcribed meeting text.
- Meeting metadata (date, time, participants, agenda).
- Notes, chat messages, or other inputs provided within the Flowmeets platform.
All such data is processed exclusively within our secure private cloud environment operated by Berget AI AB.
4. Human Involvement
Flowmeets' AI features are designed to assist users, not replace human judgment.
- All AI outputs are intended as recommendations or summaries.
- Customers are responsible for reviewing AI-generated content before relying on it for decisions.
5. AI Models & Providers
We use third-party AI models and infrastructure to process data, including Berget AI AB, an EU-registered Swedish company that operates its own private infrastructure.
- Local execution: All Large Language Models (LLMs) run inside Berget AI's private cloud within the EU.
- Data sovereignty: We do not transfer personal data outside the EU/EEA unless adequate safeguards (e.g., Standard Contractual Clauses) are in place and Customers are notified in accordance with our DPA.
- No training on customer data: Flowmeets does not use customer data to train public or external AI models.
- Subprocessors: All subprocessors involved in AI processing are contractually bound and subject to prior notice and a right to object as set out in our DPA.
6. Accuracy & Limitations
While we strive for high accuracy, AI outputs may contain errors or omissions.
- Customers should validate critical information before acting on AI-generated content.
- AI features are provided "as is" and without guarantees of 100% accuracy.
7. Data Retention for AI Features
- Recordings: stored for 3 years unless deleted earlier by the customer.
- Transcriptions & Summaries: available as long as the account remains active.
- Derived Insights & Scorecards: stored with the associated meeting record unless manually removed.
8. Customer Responsibilities
When using AI features, customers must:
- Obtain all necessary consents for recording and transcription in compliance with applicable law.
- Inform meeting participants that AI will be used to process meeting content.
- Ensure AI outputs are used appropriately and ethically.
9. Security & Compliance
All AI processing is performed in accordance with our Privacy Policy and Data Processing Agreement.
- Data is encrypted in transit and at rest.
- All outputs are stored in secure environments exclusively within Berget AI's EU-based private cloud infrastructure, ensuring GDPR and Schrems II compliance.
10. Changes to This Policy
We may update this AI Policy from time to time to reflect technological, legal, or operational changes. Updates will be published on our website, and continued use of the Services constitutes acceptance of the updated policy.
11. Contact Information
For questions about this AI Policy or our AI features:
Email: support@flowmeets.com
Postal: Flowmeets AB, Sundbybergs Torg 1, 17237 Sundbyberg, Sweden