Privacy policy

Last updated: October 29, 2026

Meeting Scribe is an iPhone app that the Andrew Carnegie Foundation (legal name: Carnegie Corporation of New York; "Carnegie" or "we") provides to its staff for recording, transcribing, and summarizing meetings. Only Carnegie staff with a Carnegie Microsoft 365 account can sign in. This policy explains what the app collects, where it goes, how long it is kept, and how to delete it.

What stays on your iPhone

The app keeps the following only on your iPhone:

• Meeting audio. The app records only after you tap Record, and keeps recording when you lock your iPhone until you tap Stop or Pause. iOS shows when the microphone is in use.
• Transcripts and summaries. Copies may also be saved to Microsoft 365, as described below.
• Speaker names and voiceprints. A voiceprint is a list of 256 numbers that describes how one speaker sounds in one meeting, so the app can recognize that voice in later meetings. It cannot be played back or turned back into speech. A voiceprint is kept for every speaker, including guests no one names, until you delete it.
• Carnegie staff names and work email addresses, from Carnegie's staff directory, used to name speakers and to email summaries.
• Your upcoming meetings, if you turn on calendar reminders: their titles, times, and the names of the people invited, used for reminders and for naming speakers.

iOS encrypts the app's files. A finished meeting cannot be read while your iPhone is locked, and the app's meetings and voiceprints are left out of iCloud and device backups. The optional Face ID lock (on by default) keeps the app covered until you unlock it; Face ID is handled by iOS, and the app never receives your face data.

What leaves your iPhone, and why

Summaries

The app asks your permission once, after you sign in, before it sends anything to Claude. If you allow it, then unless a meeting is in Privacy mode, the app sends the following to Carnegie's Microsoft Foundry service to write its summary:

• the transcript text, with speakers labeled "Speaker 1", "Speaker 2", and so on, never by name;
• the meeting's title, date, and length;
• your Names and spellings list, which helps spell names correctly.

You can change your answer at any time in Settings > Claude summary. Until you allow it, a meeting not in Privacy mode waits for its summary. Claude writes the summary and sends it back. Carnegie uses Claude's "Hosted on Azure" option, so the text stays within Microsoft Azure; Anthropic receives usage information and any content its safety systems flag. Microsoft and Anthropic handle this data under Carnegie's agreement with Microsoft and Anthropic's terms for Claude in Microsoft Foundry. Under Anthropic's terms, this text is deleted within 30 days, unless Anthropic's safety systems flag it as violating Anthropic's usage policy, in which case it may be kept for up to 2 years. It is not used to train AI models.

In Privacy mode, the summary is written on your iPhone by Apple's on-device model, and nothing is sent to Claude. On an iPhone without Apple Intelligence, a Privacy mode meeting gets a transcript but no summary.

Saving to OneDrive and SharePoint

While you are signed in, each finished meeting's summary and transcript, with speaker names filled in, are saved to your own OneDrive in Carnegie's Microsoft 365, in the folder Apps/Meeting Scribe. If you turn on SharePoint, you can choose a SharePoint folder for a meeting instead; everyone with access to that folder can read what is saved there. Audio and voiceprints are never saved to OneDrive or SharePoint. Privacy mode meetings are not saved there unless you turn on "Include privacy-mode meetings". You can turn saving off in Settings.

When you add a SharePoint location, what you type in Search is sent to Microsoft to find sites.

Emailing a summary

Once every speaker in a meeting has a name, you can email its summary to the Carnegie staff who spoke. The app shows who it will go to and the message, and sends nothing until you tap Send. It goes from your own mailbox through Microsoft 365, only to Carnegie email addresses, and a copy stays in your Sent Items. Only the summary is sent, with speaker names filled in and a line saying it was written by AI; never the transcript, audio, or voiceprints. You can also email the summary of a Privacy mode meeting if you choose to. The app keeps a note of when it was emailed and to whom.

Microsoft sign-in and the staff directory

You sign in through Microsoft's sign-in service with your Carnegie account. The app reads your name and account, and the names of Carnegie staff in the "All Staff" group (display names, directory IDs, and work email addresses) so you can name speakers and email summaries. The staff list stays on your iPhone and is deleted when you sign out.

Calendar reminders (off by default)

If you turn them on, the app reads the next three days of your Microsoft 365 calendar to remind you to record meetings. Reminders show meeting titles on your Lock Screen, as your iPhone's notification settings allow.

Speech models

The first time you use the app, it downloads its speech models (about 641 MB, on Wi-Fi) from Hugging Face, a public library of AI models. Only the request for the files is sent, as with any download.

What we don't do

• No advertising, no tracking across other apps or websites, and no analytics or crash-reporting tools in the app.
• We don't sell your data, or share it with anyone beyond the services named above.
• Carnegie does not use your meetings to train AI models.

If you choose to share analytics with app developers in your iPhone's settings, Apple may share crash reports with us, as it does for any app.

How long things are kept

• Audio is deleted 7 days after the meeting, unless you change Keep recordings in Settings (7, 30, or 90 days, or forever).
• Transcripts are kept until you delete them, unless you choose a time in Keep recordings.
• Delete after summary (chosen per meeting, with a default in Settings) deletes a meeting's transcript and audio once its summary is saved and every speaker has a name, at most 7 days after the meeting.
• Voiceprints are kept until you delete them. You can have voices that were never named deleted automatically 180 days after their meeting.
• Deleting a meeting removes it from your iPhone. Its voiceprints, and copies saved to OneDrive or SharePoint, stay until you delete them in Settings > Voices and in OneDrive or SharePoint.
• Deleting the app deletes everything it stored on your iPhone.
• Copies in OneDrive and SharePoint, including earlier versions of a file, stay until you delete them, under Carnegie's Microsoft 365 retention policies.

Your choices

• Turn Summaries with Claude on or off in Settings.
• Use Privacy mode for a meeting, or make it the default for new meetings.
• Turn off saving to OneDrive and SharePoint, calendar reminders, or voice recognition.
• Delete meetings, transcripts, voiceprints, people, or all voices at any time.
• Sign out to remove your Microsoft account, the staff list, calendar reminders, and saved SharePoint locations from the app.

To ask about, or request deletion of, any other data related to Meeting Scribe, contact us using the details below.

Recording other people

Meetings include other people's voices and words. Tell everyone before you record, and let colleagues know the app can recognize their voices on your iPhone.

Children

Meeting Scribe is for Carnegie staff only and is not meant for children.

Changes to this policy

When the app's handling of data changes, we will update this page and the date at the top.

Contact

Questions or requests about privacy in Meeting Scribe: privacy@carnegie.org
Andrew Carnegie Foundation, 437 Madison Avenue, New York, NY 10022