Privacy notice

Draft awaiting legal review. This text was prepared to give the page real content and a real structure. It has not been reviewed by counsel and must be before Aries Notes is sold.

Who we are

Aries Notes is a meeting-intelligence and commitment-governance product operated by Aries AI, whose registered office is in Amman, Jordan, with offices in Egypt and other countries. Where your organization has a contract with us, that organization is the controller of the meeting data in its account and Aries AI is the processor acting on its instructions.

What this product handles

Aries Notes exists to record meetings and turn them into governed commitments. That means it handles categories of data most software does not, and we would rather name them plainly.

• Audio and video recordings of meetings, where the account has chosen to capture them.
• Transcripts, including who spoke and when they spoke.
• The text of what was said, which may contain anything the people in the room chose to say.
• Minutes, decisions and commitments derived from the above, and the identity of whoever confirmed them.
• Account data — names, work e-mail addresses, roles, committee membership and permissions.
• Usage and audit records — who opened what, when, from what address, and what they changed.
• Billing data where the account pays directly. Card details are handled by our payment provider and

never reach our systems.

How it is used

Meeting content is used to operate the product for the account it belongs to: to produce a transcript, to derive minutes and commitments, to chase those commitments, and to answer questions the account's own people ask of their own record. It is not used to train any model, and it is not pooled across accounts.

Automated processing

Recordings are transcribed, and transcripts are read, by third-party language models under contract. The product also proposes which committee a meeting belongs to. These are proposals: a person confirms every commitment before it binds anybody, and no consequential outcome in this product is decided by a model alone.

Who else sees it

We use sub-processors for hosting, transcription, analysis, e-mail delivery and payment processing. A current list is available to any customer on request and is part of the data-processing terms. We do not sell data, and we do not share it with anybody for their own purposes.

Where it lives

Meeting data is held in the region agreed with the account. Aries Notes can be deployed in our cloud, in a private cloud, on-premise or in a hybrid arrangement, and where it is deployed is where the data stays.

How long it is kept

Live accounts keep their meeting record for as long as the account is open, subject to any retention period the account itself sets. When an account is closed we keep its data for 90 days and then delete it. That window exists so a closure made in error can be undone; after it, the data is gone and we cannot recover it.

Recording and consent

Recording a meeting is a decision the account makes, and the obligation to tell the people in the room rests with the account. The product supports that obligation and does not replace it. Where local law requires the consent of every participant, obtaining it is the account's responsibility.

Your rights

Where you are a person whose data is in an Aries Notes account, your first route is the organization that holds the account: it decides what is recorded and for how long. We will support any request it passes to us. Where you believe we hold data about you as a controller in our own right — for example, because you asked us for a demonstration — write to us and we will act on it.

Security

Credentials and stored secrets are encrypted. Access inside an account is controlled by role and by committee. Every consequential action is recorded in an audit trail the account can read. We will notify an affected account without undue delay if we become aware of a breach affecting its data.

Contact

Write to info@ariesai.ai. We answer in the language you write in.