Privacy Policy

Last updated: August 7th, 2025

At Powerful Systems, Inc., we take your privacy seriously. Please read this Privacy Policy to learn how we treat your personal data. By using or accessing our Services in any manner, you acknowledge that you accept the practices and policies outlined below, and you hereby consent that we will collect, use and share your information as described in this Privacy Policy.

Remember that your use of Powerful Systems, Inc.’s Services is at all times subject to our Terms of Use, which incorporates this Privacy Policy. Any terms we use in this Policy without defining them have the definitions given to them in the Terms of Use.

As we continually work to improve our Services, we may need to change this Privacy Policy from time to time. We will alert you to material changes by placing a notice on the Powerful Systems, Inc. website, by sending you an email and/or by some other means. Please note that if you’ve opted not to receive legal notice emails from us (or you haven’t provided us with your email address), those legal notices will still govern your use of the Services, and you are still responsible for reading and understanding them. If you use the Services after any changes to the Privacy Policy have been posted, that means you agree to all of the changes.

Privacy Policy Table of Contents

What this Privacy Policy Covers
Personal Data
Categories of Personal Data We Collect
Categories of Sources of Personal Data
Our Commercial or Business Purposes for Collecting or Disclosing Personal Data
How We Disclose Your Personal Data
Google API Data Usage and Integration
Tracking Tools and Opt-Out
Data Security
Data Retention
Personal Data of Children
Other State Law Privacy Rights
European Union, United Kingdom Data Subject Rights, and Swiss Data Subject Rights
Your Rights Regarding Google Data
Contact Information

What this Privacy Policy Covers

This Privacy Policy covers how we treat Personal Data that we gather when you access or use our Services. “Personal Data” means any information that identifies or relates to a particular individual and also includes information referred to as “personally identifiable information” or “personal information” under applicable data privacy laws, rules or regulations. This Privacy Policy does not cover the practices of companies we don’t own or control or people we don’t manage.

Personal Data

Categories of Personal Data We Collect

This chart details the categories of Personal Data that we may collect and may have collected over the past 12 months:

Category of Personal Data	Examples of Personal Data We Collect	Categories of Third Parties With Whom We Share this Personal Data
Profile or Contact Data	First and last name, Email address, Company name	Service Providers, Analytics Partners, Parties You Authorize, Access or Authenticate
Payment Data	Financial account information, Payment card type, Last 4 digits of payment card, Billing address, phone number, and email	Service Providers (specifically our payment processing partner, Stripe, Inc.)
Device/IP Data	IP address, IP-address-based location information, Device ID, Type of device/operating system/browser used to access the Services	Analytics Partners, Parties You Authorize, Access or Authenticate
Web Analytics	Web page interactions, Referring webpage/source through which you accessed the Services	Analytics Partners, Parties You Authorize, Access or Authenticate
Professional or Employment-Related Data	Job title and role, Employer, Company information	Service Providers, Parties You Authorize, Access or Authenticate
Google Drive and Workspace Data	Google Drive documents (Google Docs, Sheets, Slides), Document metadata and content, Google Calendar events and meeting information, Strategic documents including OKRs, roadmaps, and planning materials, Document analysis and extracted strategic insights, Team member Google data for collaborative features	Service Providers (AI processing partners including Claude by Anthropic and ChatGPT by OpenAI), Google Services (for document access), Parties You Authorize, Access or Authenticate
Meeting Data and Processing	Google Meet meeting participation for transcription, Meeting participant names and email addresses, Meeting metadata (date, time, duration), Meeting transcripts, Meeting summaries and action items, Calendar invitations and meeting details, Google Docs created in your Google Drive containing meeting transcripts and summaries, Speaker identification and diarization data	Service Providers (RecallAI for meeting joining and diarization, transcription partners including Deepgram, AssemblyAI, and Google Meet captions), Google Services (for document storage), Parties You Authorize, Access or Authenticate
Enterprise Productivity Integration Data	Jira tickets, Project progress data, Task and milestone information, Integration metadata from connected tools	Service Providers, Connected enterprise productivity platforms you authorize, Parties You Authorize, Access or Authenticate
Generated Reports and Insights	Weekly reports generated by Powerful, Strategic insights extracted from documents, Team progress summaries, Automated status updates, Correlation data between strategic documents and project progress	Service Providers, Team members and stakeholders you designate, Parties You Authorize, Access or Authenticate
Other Identifying Information	Information in emails, letters, texts, or other communication you send us, Any other identifying information you authorize Powerful Systems, Inc. to access	Service Providers, Analytics Partners, Parties You Authorize, Access or Authenticate

Google API Data

To the extent we collect Personal Data about you through use of a Google API (including Google Drive, Google Calendar, and Google Workspace APIs), our use and transfer of such Personal Data to any other third-party will be in compliance with the Google API Services User Data Policy, including the Limited Use Requirements.

Important Note: Data obtained through Google Workspace APIs is processed using artificial intelligence to generate weekly reports and strategic insights. This AI processing is performed solely to provide user-facing features prominent in Powerful’s interface and is not used to develop, improve, or train generalized AI and/or ML models unrelated to Powerful’s services.

Categories of Sources of Personal Data

We may collect Personal Data about you from the following categories of sources:

You

When you provide such information directly to us
When you create an account or use our interactive tools and Services
When you voluntarily provide information through the Services or through responses to surveys or questionnaires
When you send us an email or otherwise contact us
When you authorize our Service to access your Google Drive, Google Calendar, and other Google Workspace data
When you authorize our Service to join your Google Meet meetings for transcription purposes

Automatically when you use the Services

Through Cookies (defined in the “Tracking Tools and Opt-Out” section below)
If you use a location-enabled browser, we may receive information about your location
Through our integration with Google Workspace when you use our Services
Through our AI meeting assistant when it joins your Google Meet meetings

Third Parties

Google Services: Google Drive documents, Google Calendar information, Google Workspace data when you authorize our access, Google Meet meeting participation and recording data
Enterprise Productivity Integrations: Data shared with Confluence, Jira, or other enterprise productivity tools you choose to connect
Vendors: Analytics providers to analyze how you interact with the Services, customer support providers
Third Party Accounts: If you sign in to the Services through a third-party site or service

Our Commercial or Business Purposes for Collecting or Disclosing Personal Data

Providing, Customizing and Improving the Services

Creating and managing your account
Processing orders or other transactions; billing
Joining your Google Meet meetings as authorized through our AI meeting assistant
Processing meeting audio in real-time to create transcripts and summaries using our AI meeting assistant
Creating meeting summaries and identifying action items using AI services including Claude and ChatGPT
Creating Google Docs in your Google Drive containing meeting transcripts and summaries
Accessing and analyzing your Google Drive documents to identify strategy documents, OKRs, roadmaps, and planning materials
Processing Google Calendar events for meeting context and timeline information
Using artificial intelligence to extract strategic insights, goals, and priorities from your Google Workspace documents and meeting transcripts
Correlating meeting decisions and action items with strategic documents for comprehensive weekly reports
Generating automated weekly reports that combine strategic objectives with project progress and meeting outcomes
Creating team-level reports by aggregating strategic insights and meeting data across multiple team members’ Google data
Integrating with enterprise productivity tools (Confluence, Jira, etc.) you choose to connect
Correlating strategic document content and meeting decisions with project progress data from connected tools
Providing you with automated weekly updates, strategic insights, meeting transcripts, and summaries
Providing support and assistance for the Services
Improving the Services, including testing, research, internal analytics and product development
Personalizing the Services based on your preferences
Doing fraud protection, security and debugging

Marketing the Services

Marketing and selling the Services

Corresponding with You

Responding to correspondence that we receive from you
Sending emails and other communications according to your preferences
Notifying you about your weekly reports, strategic insights, meeting transcripts, summaries, and account updates

Meeting Legal Requirements and Enforcing Legal Terms

Fulfilling our legal obligations under applicable law, regulation, court order or other legal process
Protecting the rights, property or safety of you, Powerful Systems, Inc. or another party
Enforcing any agreements with you
Responding to claims that any content violates third-party rights
Resolving disputes

We will not collect additional categories of Personal Data or use the Personal Data we collected for materially different, unrelated or incompatible purposes without providing you notice.

How We Disclose Your Personal Data

We may disclose your Personal Data to the following categories of service providers and other parties listed in this section:

Service Providers

These parties help us provide the Services or perform business functions on our behalf. They include:

Hosting, technology and communication providers
Security and fraud prevention consultants
Support and customer service vendors
AI processing providers (including Claude by Anthropic and ChatGPT by OpenAI for document analysis, meeting summarization, and report generation)
Meeting coordination and diarization providers (RecallAI for joining meetings and speaker identification)
Audio transcription providers (including Deepgram, AssemblyAI, and Google Meet captions)
Document analysis and natural language processing services
Payment processors
- Our payment processing partner Stripe, Inc. (“Stripe”) collects your voluntarily-provided payment card information necessary to process your payment
- Please see Stripe’s terms of service and privacy policy for information on its use and storage of your Personal Data
Cloud storage providers

Analytics Partners

These parties provide analytics on web traffic or usage of the Services

Parties You Authorize, Access or Authenticate

Organizations through which you access our Services (such as your employer)
Other meeting participants whose meetings you’ve authorized us to join
Team members and stakeholders you designate to receive weekly reports
Third-party integrations you’ve connected to your account (Confluence, Jira, other enterprise productivity tools)
Google Services (for document access, workspace integration, and meeting transcript storage)

Legal Obligations

We may share any Personal Data that we collect with third parties in conjunction with legal requirements and enforcing legal terms.

Business Transfers

All of your Personal Data that we collect may be transferred to a third party if we undergo a merger, acquisition, bankruptcy or other transaction.

Google API Data Usage and Integration

Google Drive and Workspace Integration

When you connect your Google account to Powerful, we access and process:

Google Drive Files: We read your Google Drive documents including Google Docs, Sheets, and Slides to identify and analyze strategy documents, OKRs, roadmaps, and planning materials for generating automated weekly reports.

Google Calendar: We access your calendar events to understand meeting context and project timelines to provide additional context in weekly reports.

Google Meet Integration: Our AI meeting assistant can join your Google Meet meetings to transcribe and summarize conversations in real-time when you authorize this functionality. No meeting recordings are saved - we only create transcript and summary documents in your Google Drive.

Document Processing with AI: We use artificial intelligence to analyze the content of your Google Drive documents and meeting transcripts to extract strategic insights, goals, and priorities. This AI processing enables us to:

Identify relevant strategy documents across your Google Drive
Extract key goals, metrics, and priorities from strategic documents
Transcribe and summarize meeting conversations and decisions
Correlate document content with meeting outcomes and project progress data
Generate contextual weekly updates that reference your team’s strategic objectives and meeting decisions

Team Features: When multiple team members connect their Google accounts, we aggregate strategic document content and meeting data across team members to create comprehensive team-level weekly reports.

Data Usage Compliance: Our use of Google API data complies with Google’s API Services User Data Policy, including:

Data is used solely to provide user-facing features prominent in Powerful’s interface
We do not sell, rent, or share Google API data with third parties
We do not use Google API data for advertising or data broker purposes
Data processing is limited to generating automated weekly reports, meeting transcripts, summaries, and strategic insights

AI Meeting Assistant Features

When you authorize our AI meeting assistant to join your Google Meet meetings, we:

Access your Google Calendar to identify scheduled meetings
Use RecallAI to join meetings as an authorized participant
Process meeting audio in real-time for transcription purposes (no recordings are saved)
Collect participant information visible during the meeting
Perform speaker diarization to identify different speakers in the meeting
Generate accurate transcripts using Google Meet captions, Deepgram, AssemblyAI, or other automated transcription services
Create meeting summaries and identify action items using AI services including Claude by Anthropic and ChatGPT by OpenAI
Create two separate Google Docs in your Google Drive: one containing the meeting transcript and another containing the meeting summary
Integrate meeting decisions and action items into your weekly reports

Meeting Data Processing

We process meeting audio in real-time to:

Perform speaker diarization using RecallAI to identify different speakers
Generate accurate transcripts using automated transcription services coordinated through RecallAI
Create meeting summaries and identify action items using AI services
Correlate meeting decisions with strategic documents for comprehensive weekly reporting
Create Google Docs containing transcripts and summaries for your access and review

Important: No meeting recordings are saved or stored by Powerful. All meeting audio is processed in real-time and only the resulting transcript and summary documents are created in your Google Drive.

Google Drive Integration for Meeting Data

We create two separate Google Docs in your Google Drive for each meeting:

Meeting transcript document: Complete transcript of the meeting conversation with speaker identification
Meeting summary document: AI-generated summary including key decisions, action items, and important discussion points
Meeting metadata (date, participants, duration) included in both documents

Participant Notice: It is your responsibility to inform other meeting participants that Powerful’s AI meeting assistant will be joining the meeting to create transcripts and summaries. We recommend including this information in meeting invitations.

Enterprise Productivity Integration

When you choose to connect enterprise productivity tools, we may:

Create correlations between strategic documents and project progress in Linear, Jira, or other connected platforms
Analyze project data to provide better context in weekly reports
Reference project progress when generating strategic insights from your Google Drive documents

Managing Integrations

You can revoke any third-party integrations at any time by visiting the connections page on your dashboard after signing in. Revoking an integration will prevent future data sharing with that platform, though data already processed will remain subject to our retention policies.

Data Storage and Processing

Google Drive Content: Document content is processed in real-time for report generation and strategic insight extraction
Meeting Audio: Processed in real-time for transcription only - no recordings are saved or stored
Meeting Transcripts and Summaries in Google Drive: Retained according to your Google Drive settings and policies - you control the retention of these documents
Generated Reports: Weekly reports and strategic insights are stored for ongoing access through your account
Strategic Metadata: Extracted insights and strategic information are retained for continuous report improvement

Tracking Tools and Opt-Out

The Services use cookies and similar technologies such as pixel tags, web beacons, clear GIFs and JavaScript (collectively, “Cookies”) to enable our servers to recognize your web browser and improve our Services.

We use the following types of Cookies:

Essential Cookies

Required for providing you with features or services you have requested

Functional Cookies

Used to record your choices and settings

Performance/Analytical Cookies

Allow us to understand how visitors use our Services

You can manage Cookie preferences through your browser settings. Please visit allaboutcookies.org for more information about managing Cookies.

Data Security

We seek to protect your Personal Data from unauthorized access, use and disclosure using appropriate physical, technical, organizational and administrative security measures. This includes:

Encryption of data in transit and at rest
Secure cloud storage with access controls
Regular security assessments and updates
Limited access to Personal Data on a need-to-know basis
Secure processing of Google API data in compliance with Google’s security requirements

Data Retention

We retain Personal Data about you for as long as necessary to provide you with our Services:

Account Information: Retained while your account is active
Google Drive Document Content: Processed in real-time for report generation, not permanently stored
Meeting Audio: Processed in real-time for transcription only - no recordings are saved or stored
Meeting Transcripts and Summaries in Google Drive: Retained according to your Google Drive settings and policies - you control the retention of these documents
Extracted Strategic Insights: Retained for ongoing weekly report generation while your account is active
Generated Reports: Retained according to your preferences and account settings
Payment Data: Retained for payment processing and legal requirements
Usage Analytics: Retained in anonymized form for service improvement

Data Deletion: You can request deletion of all Google API data by:

Disconnecting your Google account from Powerful in account settings
Emailing privacy@powerfulteams.com
We will delete all Google API data within 30 days of your request

Personal Data of Children

We do not knowingly collect or solicit Personal Data from children under 16 years of age. If we learn we have collected Personal Data from a child under 16 years of age, we will delete that information as quickly as possible. If you believe that a child under 16 years of age may have provided Personal Data to us, please contact us at privacy@powerfulteams.com.

Other State Law Privacy Rights

California Resident Rights:

Under California Civil Code Sections 1798.83-1798.84, California residents are entitled to contact us to prevent disclosure of Personal Data to third parties for direct marketing purposes.

Nevada Resident Rights:

Nevada residents have the right to opt-out of the sale of certain Personal Data to third parties.

European Union, United Kingdom, and Swiss Data Subject Rights

If you are a resident of the European Union, United Kingdom, Lichtenstein, Norway or Iceland, you may have additional rights under the GDPR with respect to your Personal Data:

Your Rights Include:

Access: Request information about and copies of your Personal Data
Rectification: Request correction of incorrect or incomplete Personal Data
Erasure: Request deletion of your Personal Data
Portability: Request your Personal Data in machine-readable format
Objection: Object to certain processing of your Personal Data
Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us at privacy@powerfulteams.com with the subject line “GDPR Request: [nature of request].” We will respond within 30 days and provide requested data in JSON or CSV format when applicable.

Data Export Process: For data portability requests, we will provide:

All Powerful-generated reports and insights
Strategic document metadata and extracted information
Account settings and team data
Processing history related to your Google API data

Your Rights Regarding Google Data

Data Access and Review: You can review your connected Google services and generated reports through your Powerful account dashboard.

Data Portability: You can request export of all your Powerful data by contacting privacy@powerfulteams.com with the subject line “Data Export Request.” We will provide your data in machine-readable format (JSON or CSV) within 30 days. Export includes:

All generated weekly reports and strategic insights
Meeting transcripts and summaries stored in your Google Drive
Extracted metadata from your Google Drive documents and meetings
Team data and settings
Account information and preferences

Revoke Access: You can revoke Powerful’s access to your Google data at any time through:

Your Powerful account settings
Your Google Account permissions page (myaccount.google.com/permissions)
Contacting our support team at support@powerfulteams.com

Data Deletion: Upon request or account deletion, we will permanently delete all data obtained from Google APIs within 30 days, except as required by law. To request data deletion, contact privacy@powerfulteams.com with the subject line “Data Deletion Request.”

Contact Information

If you have any questions or comments about this Privacy Policy, please contact us at:

Powerful Systems, Inc.

461 Fairfield Ave. Ridgewood NJ 07450

Email: privacy@powerfulteams.com

Website: https://powerfulteams.com