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AI Policy

Version / Effective date: 2026-11-06

Last updated: 2026-11-06

1. Introduction

This AI Policy explains how Flowmeets uses Artificial Intelligence ("AI") within our Services, including transcription, summarization, coaching, sentiment analysis of meeting text, 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, 172 67 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.
  • Sentiment Analysis – analysing the sentiment of what is said, based on the transcript text only, for coaching purposes. Flowmeets does not analyse tone of voice, and does not recognise or infer emotions from voice, facial expressions or other biometric data.
  • 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.

Such data is processed on Flowmeets' infrastructure hosted by Scaleway in the EU (Paris, France) and by the AI sub-processors listed in Section 5, on our instructions only.

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.
  • Flowmeets does not make decisions based solely on automated processing that have legal or similarly significant effects on individuals.

5. AI Models & Providers

We use AI models and infrastructure from the following providers, each engaged as a sub-processor under our Data Processing Agreement:

  • Scaleway SAS (France): our AI models, including our Large Language Models (LLMs), speech-to-text models and search embedding models, are open-weight models that run on Scaleway infrastructure in the EU (Paris, France). They power transcription, summaries, analysis, coaching insights, meeting preparation and search.
  • Gladia SAS (France): speech-to-text transcription, speaker separation (diarization) and conversation analysis, including text-based sentiment analysis.
  • Berget AI AB (Sweden): re-ranking search results, which involves processing search queries and transcript excerpts.

Our AI features use only these providers. If a user chooses to connect their own AI assistant to Flowmeets (for example through our MCP connector), the data that user requests is shared with that assistant at the user's direction and under the assistant provider's own terms; that provider is not a Flowmeets sub-processor. The current list of all sub-processors, with their processing locations and transfer mechanisms, is published in our Trust Center at https://trust.flowmeets.com/.

  • Data location: Flowmeets hosts customer data in the EU/EEA. Where a sub-processor involves a transfer of personal data outside the EU/EEA, we use the safeguards required by GDPR Chapter V, as set out in our DPA and Privacy Policy.
  • No training on customer data: We never use customer data to train AI models.
  • Sub-processors: All sub-processors 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 up to 3 years from the date of recording unless deleted earlier by the customer. If the account closes earlier, they are deleted within 90 days of closure.
  • Transcriptions & Summaries: available as long as the account remains active, and deleted within 90 days after the account closes, unless the law requires us to keep them.
  • Derived Insights & Scorecards: stored with the associated meeting record unless manually removed.

Customers can set shorter retention periods and can delete individual meetings, recordings or other content at any time.

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.

8.1 Prohibited uses

Flowmeets may be used in meetings of any kind, including recruitment interviews, for example to record, transcribe, take notes and summarise. Customers must not use Flowmeets' AI features or AI outputs:

a) for AI-based assessment, screening or ranking of job candidates, or as the basis for decisions on hiring;

b) as the basis for decisions about employees or other workers, such as promotion, termination, task allocation or formal performance evaluation. This applies to all AI outputs, including coaching insights, scorecards, sentiment analysis, team-performance metrics and summaries;

c) to recognise or infer the emotions of individuals.

Coaching insights and scorecards are intended to support individual learning and development. Any decision about a candidate or an employee must be made by a person, based on an assessment that does not rely on Flowmeets' AI outputs.

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.
  • Outputs are stored on Flowmeets' infrastructure hosted by Scaleway in the EU (Paris, France).

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, 172 67 Sundbyberg, Sweden

Flowmeets AB · Org.nr 559574-7444 · Stockholm, Sweden