Recording notice

A participant called "Backlog.cloud bot (recording)" has joined your call, or is about to. It is a meeting bot run by Backlog.cloud, a product of Alconbury Tech Ltd. Its job is to turn the conversation into backlog items, requirements, decisions and the other working documents a product team needs, so nobody has to write them up afterwards.

This page is the plain-English version of what that means for you as someone on the call. The chat message the bot posted when it joined links here.

The bot was sent by the Backlog.cloud workspace named in its chat message. That is the team or company running the meeting, usually the organiser or a colleague of theirs. They decide which meetings it joins and what happens to the transcript afterwards.

In data protection terms, that workspace is the controller of the meeting content. Backlog.cloud processes it on their instructions. If you have a question about why this particular meeting is being transcribed, the organiser is the right first person to ask.

• A live transcript of the audio. Speech is turned into text as the call happens.
• Participant display names as the meeting platform exposes them, so the transcript can say who said what.
• Chat messages addressed to the bot, so it can act on a leave command. The transcript is built from speech, not from the chat.

Backlog.cloud keeps no video and no audio file. The meeting bot service that carries the bot into the call holds a copy of the recording only for as long as it takes to produce the transcript, and that copy is deleted once the transcript has been processed.

The bot does not speak, does not unmute itself and does not share anything into the call beyond its join message.

The transcript is stored in the workspace that sent the bot, inside Backlog.cloud, and is visible to the members of that workspace according to the meeting type the organiser chose.

To generate the working documents, the transcript is sent to a language model provider over an encrypted connection. Our contract with that provider prohibits them from using the content to train or improve their models.

The generated items (user stories, bugs, decisions and so on) can be pushed by the workspace into its own work management platform. The transcript itself is not pushed anywhere.

The full list of sub-processor categories and the transfer safeguards we rely on are in our privacy policy.

That is set by the workspace. Each workspace chooses a retention period for raw meeting capture (30, 90 or 365 days), after which the transcript and live captions are removed automatically. The default is to keep the transcript until someone in the workspace deletes the meeting, the project or the workspace.

The generated documents follow the same deletion. When a meeting is deleted, everything produced from it goes with it: removed from our primary systems within 24 hours and from backups within 35 days.

• Before the call: ask the organiser to skip this meeting. Every auto-joined meeting can be skipped from their dashboard, and a pasted-link bot can simply not be sent.
• During the call: type leave in the meeting chat. The bot leaves within a few seconds and the meeting is marked as cancelled in the workspace, so no documents are generated from it. Anyone on the call can do this, not only the host.
• After the call: ask the organiser to delete the meeting from Backlog.cloud. Deletion removes the transcript and everything generated from it.

If none of that works, or you would rather not go through the organiser, email privacy@backlog.cloud and tell us the meeting date and the name of the workspace from the chat message. We will act on it and keep you informed.

Under UK GDPR and EU GDPR you have the right to ask what personal data is held about you, to have it corrected or deleted, to restrict or object to its processing, and to receive a copy in a machine-readable format.

Because the workspace that sent the bot is the controller of the meeting content, requests about a specific transcript are best sent to them first. If you cannot reach them, or you are not satisfied with their answer, contact us at privacy@backlog.cloud and we will help.

You also have the right to complain to a regulator. In the UK that is the Information Commissioner’s Office at ico.org.uk. In the EU it is your local supervisory authority.

Backlog.cloud is operated by Alconbury Tech Ltd, a company registered in England and Wales (company number 17031730). Privacy questions go to privacy@backlog.cloud.