How does Meeting Notes Pro protect my data?

Meeting Notes Pro is designed with privacy as the top priority. Your clients' personal information never leaves your computer. It is detected locally, encrypted with AES-256-GCM, and replaced with placeholder tokens before any data is sent for AI processing.

How PII Protection Works

Step 1: Local Detection

When you process a transcript, Meeting Notes Pro scans it using a pattern-matching engine that runs entirely on your computer. This engine looks for known patterns: names, phone numbers, email formats, SIN patterns, addresses, and more. No internet connection is needed for this step, and no data is sent anywhere.

Step 2: Tokenization

Detected personal information is replaced with placeholder codes:

Step 3: Local Encryption

The mapping between tokens and real values is encrypted and stored in your local database using:

• AES-256-GCM encryption, the same standard used by banks and governments
• PBKDF2 key derivation with 256,000 iterations
• Per-transaction salt files for additional security

Step 4: Your Review

You see the tokenized text and approve it before anything is sent. If you spot personal information that wasn't detected, you can cancel the process.

Step 5: AI Processing

Only the tokenized text (with placeholder codes) is sent for processing. The AI generates a summary and email using text like:

"Meeting with [NAME_001] on December 5th. Client interested in RRSP options."

The AI has no way to know who [NAME_001] refers to.

What Happens in the Cloud

Meeting Notes Pro uses Claude AI via AWS Bedrock for content generation.

• Your request is sent to the AWS ca-central-1 (Montreal) endpoint
• AWS may route the AI computation through its private global network to a region where the model is available (cross-region inference)
• This is transient processing: the data is computed and returned, never stored
• AWS Bedrock does not retain prompts or responses
• No data is stored outside Canada

The critical point: Your clients' personal information never leaves your computer. Only placeholder codes travel to the cloud, and even those are processed without retention.

Data Storage

All your data is stored locally:

Database location: ~/.meeting-notes-pro/meeting-notes.db

Compliance Context

Meeting Notes Pro's architecture aligns with Canadian privacy regulations:

• PIPEDA: Personal information is tokenized locally before any transmission. Tokenized data that cannot be re-identified is generally not considered "personal information" under privacy law
• CIRO: Meeting documentation and client communication records can be maintained locally
• Quebec Law 25: Personal information remains under your control on your local machine
• Data Residency: All stored data remains in Canada (AWS ca-central-1). Cross-region inference is transient processing, not storage

Important note: Our infrastructure is built on AWS, which maintains ISO 27001, SOC 2, and has been assessed by the Canadian Centre for Cyber Security. These are AWS certifications for their infrastructure, not certifications of the Meeting Notes Pro application itself.

What We Can Accurately Say

• PII is removed locally on your device before any data is transmitted
• No client data is stored on external servers
• AWS Bedrock processes requests without data retention
• All stored data remains in Canada (AWS ca-central-1)
• All data in transit is encrypted with TLS 1.2+