---
title: "Meeting Transcription Data Flow"
description: "How are your meeting recordings processed? Transparent overview from upload to summary."
canonical_url: "https://meingpt.com/en/docs/privacy-security/faq-meetings-data-flow"
language: en
---

# Meeting Transcription Data Flow

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

**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

**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](https://www.gladia.io)** - 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

| **Service** | **Provider** | **Location** | **Data Storage** |
|-------------|--------------|--------------|---------------------|
| Platform | meinGPT | 🇪🇺 EU | Until deletion by you |
| Transcription | Gladia | 🇫🇷 France | None (immediately deleted) |
| AI Summary | Azure OpenAI EU | 🇪🇺 EU Zone | None (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)

---

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

## 📞 Further Information

**Data protection details:**
- 🏛️ **Data Protection Officer:** datenschutz@heydata.eu
- 📋 **Technical protection measures:** [Data Protection Documentation](/en/trust-center)