General Questions
What is Vinyl?
Vinyl is an AI-powered meeting transcription and note-taking service that helps you record, transcribe, summarise, and analyse your meetings. Our platform integrates with popular video conferencing tools to capture and transform your conversations into actionable insights.
How does Vinyl work?
Vinyl works by recording your meetings (with permission from participants), transcribing the audio using AI technology, and then generating summaries, action items, and key points. All processing is done securely on our servers, and the results are available to you in your secure Vinyl account.
Privacy Questions
What data does Vinyl collect?
Vinyl collects several types of data:
-
Account information (name, email, password)
-
Meeting recordings and transcriptions
-
User-generated content (notes, tags, comments)
-
Usage data (features used, login times)
-
Device information (browser type, IP address)
For a complete breakdown, please refer to our Privacy Policy.
Who can access my meeting recordings and transcriptions?
Only authorised users who have been granted access to your meetings can view your recordings and transcriptions. This typically includes the meeting host and any participants or team members they’ve explicitly shared access with. Vinyl employees cannot access your content except in limited circumstances (such as responding to support requests or as required by law) and under strict access controls.
Does Vinyl share my data with third parties?
We use certain trusted third-party services to help deliver our platform. These include cloud infrastructure providers, AI processing services, and business operation tools. All third parties are bound by strict data protection agreements. We never sell your data or share it for advertising purposes. For a complete list of our subprocessors, please see our Subprocessor List.
Where is my data stored?
Your data is primarily stored on servers located in Australia. However, some processing of meeting transcriptions and summaries is performed by our AI providers, which are based in the United States. All data transfers are protected by appropriate safeguards in compliance with applicable data protection laws.
How long does Vinyl keep my data?
We retain your data for as long as your account is active or as needed to provide you with our services. If you delete specific content, we will remove it from our active systems. If you delete your account, we will delete or de-identify your data within 30 days, except where we have legal obligations to retain certain information.
How do I delete my data?
You can delete specific meetings, recordings, or transcriptions directly from your Vinyl dashboard. To delete your entire account and associated data, please go to Account Settings > Privacy > Delete Account, or contact us at hello@usevinyl.com.
Does Vinyl use my data to train its AI?
No, Vinyl does not use your meeting content (recordings, transcriptions, or summaries) to train our AI systems. Your content remains private and is only used to provide the services you’ve requested.
Security Questions
How does Vinyl secure my data?
We implement multiple layers of security:
-
Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
-
Multi-factor authentication (MFA) for account access
-
Regular security assessments and penetration testing
-
Role-based access controls for Vinyl staff
-
Comprehensive security monitoring and incident response
Has Vinyl had any security breaches?
As of March 2025, Vinyl has not experienced any security breaches that exposed customer data. We are committed to maintaining this record through robust security practices and continuous monitoring.
Is Vinyl compliant with security standards?
Vinyl’s infrastructure is hosted on AWS, which maintains compliance with numerous security standards including ISO 27001, SOC 1/2/3, and more. We follow security best practices aligned with these standards. For enterprise customers requiring specific compliance information, please contact us at hello@usevinyl.com.
What happens if there is a data breach?
In the unlikely event of a data breach, we will:
-
Promptly contain and investigate the breach
-
Notify affected users without undue delay (typically within 72 hours of discovery)
-
Provide details about what happened and what data was affected
-
Take steps to prevent similar incidents
Legal & Compliance Questions
Is Vinyl GDPR compliant?
Yes, Vinyl is designed with GDPR compliance in mind. We provide mechanisms for data subject rights, maintain records of processing activities, conduct data protection impact assessments where necessary, and have appropriate data processing agreements with our subprocessors.
How do I exercise my GDPR rights?
You can exercise your GDPR rights (access, correction, deletion, etc.) by:
-
Using the self-service options in your Account Settings > Privacy dashboard
-
Emailing your request to hello@usevinyl.com
-
Submitting a request through our support portal
We will respond to all requests within 30 days.
Is Vinyl compliant with other privacy laws like CCPA/CPRA?
Yes, Vinyl is designed to comply with major privacy regulations including the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and the Australian Privacy Act. We regularly review our practices to maintain compliance with evolving regulations.
What are the legal requirements for recording meetings?
Recording laws vary by jurisdiction. Many places require one-party or all-party consent before recording conversations. Before recording a meeting with Vinyl:
-
Inform all participants that the meeting will be recorded
-
Obtain explicit consent from all participants
-
Allow participants to opt-out if they do not consent
Vinyl provides recording notification templates you can use, but it remains your responsibility to obtain proper consent in accordance with applicable laws.
AI Processing Questions
How accurate are Vinyl’s transcriptions?
Vinyl uses advanced AI technology to provide high-quality transcriptions, but no transcription service is 100% accurate. Accuracy typically ranges from 85-95% depending on audio quality, accents, technical terminology, and background noise. Always review AI-generated transcriptions for important meetings.
Who provides Vinyl’s AI technology?
Vinyl partners with industry-leading AI providers for speech-to-text transcription and summarisation capabilities. We describe these partners by role rather than by name: a speech-to-text provider for transcription, and AI models for summarisation and analysis, some of them hosted on AWS in Australia. All partners meet strict security and compliance requirements, and we share the full list of providers with customers on request at hello@usevinyl.com.
Can I opt out of AI processing?
While AI processing is core to Vinyl’s service, you can control certain aspects of AI analysis in your account settings. For specific concerns about AI processing, please contact us at hello@usevinyl.com.
Account & Billing Questions
How do I change my subscription plan?
You can upgrade, downgrade, or cancel your subscription at any time by going to Account Settings > Billing > Subscription Management. Changes to your subscription will take effect at the start of your next billing cycle.
What happens to my data if I downgrade or cancel?
If you downgrade your plan, you’ll maintain access to your data but may lose access to certain premium features. If you cancel your subscription, you’ll have a grace period (typically 30 days) to export your data before it becomes inaccessible. After this period, your data will be deleted from our systems in accordance with our data retention policy.
Does Vinyl offer refunds?
No, Vinyl does not offer refunds on subscription payments. All sales are final. Please ensure you review our service carefully before subscribing. If you have questions about our service before purchasing, please contact hello@usevinyl.com.
Enterprise & Integration Questions
Does Vinyl offer enterprise plans?
Yes, we offer enterprise plans with additional features such as advanced security controls, dedicated support, custom integrations, and Service Level Agreements. For more information, please contact our sales team at sales@usevinyl.com.
Can I get a Data Processing Agreement (DPA) for my organisation?
Yes, we provide a Data Processing Agreement for enterprise customers and others who require it for compliance purposes. You can request our standard DPA by contacting hello@usevinyl.com.
Does Vinyl integrate with other tools?
Vinyl integrates with popular video conferencing platforms, calendar applications, and project management tools. For a complete list of current integrations, please visit our Integrations page. If you need a specific integration not currently available, please let us know at hello@usevinyl.com.
Still Have Questions?
If you have any questions not answered here, please contact us at hello@usevinyl.com. Our support team is available Monday through Friday, 9am to 5pm AEST.