Last updated: September 28, 2026
This Privacy Policy explains how data is handled when you use Plan AI, developed by BLUEBERRYBYTES SERVICES - FZCO, a company registered in Dubai, United Arab Emirates. It covers the hosted service at plan-ai.blueberrybytes.com with its desktop and mobile apps, and installs of Plan AI on your own servers.
Each workspace can use its own AI provider keys ("Bring Your Own Key") or a managed plan that uses ours.
Hosted service. To run the service we store your account (name and email address), your workspaces and their settings, meeting audio, transcripts, summaries, tasks and documents, and the access tokens of the integrations you connect. The application and its database run on Railway. Sign-in and file storage use Google Firebase (Google Cloud). Audio and files are private: they can only be opened through links that expire.
You can delete a meeting's audio, delete a whole meeting, or set your workspace to delete meeting audio automatically after a number of days.
Your own servers. If you install Plan AI on your own infrastructure, this data stays in your deployment and BLUEBERRYBYTES SERVICES - FZCO has no access to it.
To transcribe and analyse a meeting, its audio and text are sent to the speech-to-text and language model providers used by your workspace (such as Deepgram and OpenRouter). With your own keys, this happens under your account with those providers. On a managed plan, it happens under ours. Installs on your own servers can run these models locally.
Please review the privacy policies of these providers, as they govern how they process your data.
When you connect an integration (such as Jira, Linear, Trello, Asana, Notion, GitHub, Google Drive, OneDrive, Google Calendar or Outlook Calendar), Plan AI stores its access tokens in the database of the deployment you use and uses them only for the actions you ask for, such as creating tickets, exporting documents or finding the meeting you are recording. You can disconnect any integration from the Integrations page.
If you connect a Google account, Plan AI asks only for these permissions:
calendar.events.readonly). Plan AI reads
the events of your primary calendar that overlap the 15 minutes before and after the current time: title,
start and end time, the attendees' names and email addresses, and the video call link. It uses them to show
the meeting happening now, to name the recording, to help identify the speakers, and to let you email the
notes to the attendees when you choose to. The event details of a meeting you record are saved with that
meeting. Other events are not stored. Plan AI never creates, changes or deletes calendar events.
drive.file), to export meeting documents to your Drive when you ask.
userinfo.email), to show which account
is connected.
Sharing. The title and attendees of a recorded meeting are included in the text sent to your workspace's language model provider to write the notes. When you send the notes by email, the attendee addresses you choose are passed to our email provider (Resend) to deliver them. Google user data is not sold, not used for advertising, and not used by Plan AI to develop, improve or train AI models. Our staff do not read it unless you ask us to for support, it is needed for security, or the law requires it.
Retention and deletion. Tokens are kept until you disconnect. Disconnecting Google Calendar deletes the stored tokens and revokes Plan AI's access at Google. You can also remove the access at myaccount.google.com/permissions. The saved event details are deleted with the meeting they belong to.
Limited Use. Plan AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Data travels over HTTPS. Audio and files are private and served through links that expire. If you run Plan AI on your own servers, you are responsible for securing them, including your database and the API keys you provide to the application.
The hosted service uses these providers. Each one receives only the data it needs for its task.
As described in section 3, workspaces that use their own keys send meeting audio and text to their own Deepgram and language model accounts instead of ours.
We may update this privacy policy from time to time. The date at the top shows the last change.
If you have any questions about this privacy policy, please contact us at projects@blueberrybytes.com.