Meeting Transcription Data Flow

How are your meeting recordings processed? Transparent overview from upload to summary.

Transparent overview of how your meeting recordings are processed in the meinGPT platform.

Note

EU Processing: All meeting data stays within the EU and is processed in compliance with GDPR.

Data Flow Overview

Step 1: File Upload

You upload an audio or video file:

  • 🔐 TLS-encrypted transfer to meinGPT platform
  • 🛡️ Temporary storage in EU data centers
  • 📋 Supported formats: MP4, MP3, WAV, M4A, MOV, AVI, WebM, AAC, FLAC, OGG, Opus

Note

Upload Limits:

  • Audio files: Maximum 1 GB
  • Video files: Maximum 5 GB
  • Maximum duration: 4 hours 15 minutes

Video files are automatically converted to audio. The extracted audio must not exceed 1 GB.

Step 2: Forwarding for Transcription

Transfer to Gladia (EU):

  • 🇫🇷 Gladia - French company
  • 🔐 Encrypted transfer of audio/video file
  • 🎯 AI-based transcription in EU data centers

Step 3: Transcription & Return

Gladia processes your file:

  • 🎧 Audio-to-text conversion with timestamp
  • 👥 Automatic speaker recognition
  • 📝 Structured transcript is sent back to meinGPT
  • 🗑️ Immediate deletion of original file at Gladia

Step 4: Transcript Storage

In the meinGPT database:

  • 💾 Encrypted storage of the transcript
  • 🔐 Only you have access to your data
  • 📍 Storage location: EU data centers

Step 5: AI Summary

Summary is created:

  • 🤖 EU-based AI models (Azure OpenAI EU Zone or Mistral Large EU)
  • 📊 Extraction of key points and action items
  • 💾 Storage of summary in meinGPT DB

Step 6: Your Control

You have complete control:

  • 👀 View transcript and summary
  • 🗑️ Deletion of individual meetings possible at any time
  • 📤 Export as PDF or JSON possible

🏢 Service Providers Used

ServiceProviderLocationData Storage
PlatformmeinGPT🇪🇺 EUUntil deletion by you
TranscriptionGladia🇫🇷 FranceNone (immediately deleted)
AI SummaryAzure OpenAI EU🇪🇺 EU ZoneNone (Stateless)

🔐 Data Protection & Security

Important security measures:

  • 🚫 No permanent storage of original file
  • 🔐 End-to-end encryption of all transfers
  • 🗑️ Deletion upon request within 24h
  • 📋 GDPR-compliant data processing agreements with all providers

🗑️ Deletion & Your Rights

Your options:

  • Delete individual meetings: Immediately via the user interface
  • Complete deletion: From all systems including backups (7 days)

Your GDPR rights:

  • 📋 Information about stored data
  • ✏️ Correction of transcript errors
  • 🗑️ Deletion of individual or all meetings
  • 📤 Data portability (export functions)

Tip

Complete EU Processing: Your meeting data never leaves the EU and is subject to the strictest data protection standards.

📞 Further Information

Data protection details:

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