Privacy
You saw a bot in your meeting. Here is what it does.
The short version
Somebody in your meeting uses Dot to take notes, and Dot is the participant you saw. It writes down what is said so the group has a record and can ask questions about it afterwards. By default it keeps a written transcript and no audio or video recording.
It does not analyse your voice, identify you from how you sound, or score your mood, engagement or tone. It never will: those capabilities are not in the product.
How you are told
Four ways, because each one misses somebody. Dot is in the participant list from the moment it joins, so you can see it is there. It posts a message in the chat when it joins, and again if people arrive much later. A notice on its video tile says it is transcribing, for the whole meeting, where it cannot scroll away. And people invited to the meeting are emailed the first time it is added.
None of this is a paid feature or an option somebody can switch off.
If you would rather it was not there
Ask whoever organised the meeting. They can remove it at any point, from the meeting itself or from the app, and it leaves immediately.
Some organisations set it so that if the bot cannot tell everyone what it is doing, it leaves instead of transcribing.
Who controls your data
The organisation whose meeting you were in decides what is kept and for how long. We process it on their behalf and under their instructions.
That means a request to see or delete what was recorded about you goes to them, and we help them act on it. If you are not sure who to ask, contact us and we will point you at the right organisation.
Where it is kept
In one region, chosen by that organisation: the United Kingdom, the European Union, or the United States. Meeting content does not leave the region it was recorded in.
How long it is kept
For as long as the organisation configures, up to a limit we enforce. When a meeting is deleted, the transcript, the search index built from it, the decisions extracted from it and the minutes all go with it. Backups expire on their own schedule, which we will tell you rather than pretending deletion is instant everywhere.
If you connect your Zoom account
Zoom lets Dot into a meeting only on behalf of a person who has given it permission and is in that meeting. When you connect your Zoom account to Dot, Zoom gives us your name, your email address, your Zoom user id, your Zoom account id, and a token. Nothing else: not your meetings, recordings, contacts, chats or settings, and Dot cannot ask for them.
We use those for two things. Your name and email show you which Zoom account is connected. The token lets Dot ask Zoom, seconds before it joins a Zoom meeting you sent it to, for a short-lived pass in your name, without which Zoom would not let it in. We use them for nothing else and share them with nobody. The token is encrypted before it is stored, and kept in the region your organisation chose.
In the meeting, Dot asks the host for permission to record before it captures anything, and Zoom shows its own recording indicator to everybody while it does. If the host says no, or nobody answers, Dot leaves within two minutes and keeps nothing from that meeting.
To remove it, choose Disconnect under Settings, Connections in Dot, or remove Dot in the Zoom App Marketplace. Either one deletes everything in this section. Transcripts and minutes of meetings Dot already attended belong to your organisation and follow its retention, as described above. The steps are in Help.
This website
The rest of this page is about meetings. For hidot.ai itself, TellMe AI Limited is the controller. We may use Google Analytics, Tag Manager or Ads on these pages, and only after you accept optional cookies. The choice is stored in a cookie we set ourselves. You can refuse, and you can change it later. The cookies, the legal basis, and how to withdraw are on the cookie policy.
Google LLC processes that analytics or ads data in the United States when you have consented. We do not join it to a transcript, a meeting, or an account.
Write to us
For anything on this page: what is held about you, a request to delete it, or a question from your own reviewers. You do not need an account to write, and you do not need to be the customer. Tell us the meeting and roughly when it was, and we can find it.
If you have an account, the same conversation is in the app under Support, where it stays in one place with everything else you have asked us.
We are the processor for most of what is here: the organisation whose meeting you were in decides what is kept and for how long. Where a request has to go to them, we will say so and tell you who they are.
The full policy
Privacy and data protection policy
TELLME AI LIMITED · Company number NI710572 · 92 Castle Street, Office 1601, Belfast, Northern Ireland, BT1 1HE, United Kingdom
Last updated 17 September 2026
Introduction
TellMe AI Limited (“we”, “us” or “our”) makes Dot. We are committed to protecting and respecting your privacy and your personal data, in compliance with the UK GDPR, the Data Protection Act 2018 and all other mandatory UK laws and regulations.
This policy explains how we collect, process and keep your data safe; what types of data we process; the legal bases we rely on; and your rights in relation to that data. The sections above answer the questions somebody who met Dot in a meeting usually has. This part is the whole of it.
Data controller and contact
For your account, billing, support conversations and this website, TellMe AI Limited is the data controller responsible for your personal data.
For what Dot records in a meeting, the organisation that sent Dot is the controller and we are its processor: we handle that content on its behalf and under its instructions, as our data processing agreement sets out.
Any questions should be sent to support@hidot.ai, or by post to 92 Castle Street, Office 1601, Belfast, Northern Ireland, BT1 1HE, United Kingdom.
You have the right to make a complaint to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to deal with your concerns first.
What data we collect
Depending on how you use Dot, we may collect:
- Account and contact data: your name, your email address, the organisation you belong to and your role in it.
- Meeting content: the transcript, the minutes and decisions made from it, the chat messages Dot can see, and the names in the participant list. By default no audio or video is kept.
- Connected services data: when you connect a calendar or a Zoom account, the identifiers that service gives us for you, and an encrypted token that lets Dot act within the permission you gave and no further.
- Billing and transactional data: limited payment-related information, through third-party payment providers. They hold your card details; we do not.
- Support data: what you write to us, and what we answer.
- Technical data: IP address, browser type, time zone, operating system and device identifiers.
- Usage data: how you use Dot and this website.
- Aggregated data: anonymised statistics, such as how many meetings were held.
We do not ask for special categories of personal data or for criminal offence data, and Dot never derives them: it does not identify anybody by their voice, and it does not score mood, engagement or tone. What people choose to say in a meeting is in its transcript, and the organisation that controls that meeting is responsible for it.
How and why we use your data
We use your personal data only when the law allows us to, including to:
- Provide Dot to you and your organisation: joining meetings, writing transcripts and minutes, and answering questions (contractual necessity).
- Process payments and manage subscriptions (contractual necessity).
- Tell the people in a meeting that Dot is there, and keep a record that they were told (legitimate interest, and legal obligation where the law requires notice).
- Analyse technical and usage data to keep the service secure and to improve it (legitimate interest).
- Respond to questions, support requests and feedback (legitimate interest).
- Meet legal or regulatory requirements (legal obligation).
- Measure this website with optional cookies, only where you have agreed (consent).
We do not sell personal data, and we do not train models on your meetings.
Your rights
Under data protection law you may have the right to be informed, and the rights of access, rectification, erasure, objection, restriction of processing and data portability. To exercise any of them, contact support@hidot.ai.
Where a request is about what Dot recorded in a meeting, the organisation that controls that meeting decides, and we help it act. If you do not know which organisation that is, ask us and we will tell you who to go to.
Data sharing and international transfers
We share personal data with trusted service providers who help us run Dot, for hosting, transcription, model inference, email and payments, under contracts that bind them to confidentiality and to our instructions. The list differs by region and is available on request.
Meeting content stays in the region your organisation chose: the United Kingdom, the European Union or the United States. Where other personal data is transferred outside the UK or the EEA, we make sure appropriate safeguards are in place.
Microsoft Teams, Zoom and Google Meet are not our service providers. They are where your meeting already happens, under your own agreement with them.
Data security and retention
We use appropriate technical and organisational measures to protect your personal data, and the security page describes them in specific terms.
We keep personal data only for as long as reasonably necessary for the purposes we collected it for. Meeting content is kept for as long as the organisation that controls it has configured, up to a limit we enforce. Account data is kept for as long as the account exists, and what you connected to Dot is deleted when you disconnect it.
Age limit
Dot is made for use at work. You must be 16 or older to use it, and we do not knowingly collect data relating to children.
Changes
We may update this policy from time to time. The latest version will be on this page, with the date it was last updated. Continued use of Dot after a change means you accept it.
Building and deploying this product is in progress. This page describes the product as designed, and it will be reviewed again before general availability. How it is built → Terms → Support →