Privacy policy — Renga
Draft for legal review — not yet the published version (draft 23 Oct 2026)
Effective from: [date]
Joinery Labs ("we") provides Renga (the "service"), a Discord bot that records meetings in voice channels, transcribes them and writes meeting minutes. This policy explains what personal data we collect, how we use and share it, and how we look after it.
1. Who is responsible for your data
| Data | Who decides | Our role |
|---|---|---|
| Meeting content: audio, transcripts, minutes, attendee lists | The Discord server that records the meeting (the admins who added and set up the bot) | We process it only on the server's instructions |
| Account and usage data: server details, plan, hours used, AI costs, settings, 👍/👎 reactions | We | We decide |
| Payment and invoice data | We | We decide |
| Signing in to the Renga website with Discord | We | We decide |
If you attended a meeting and want to exercise a choice about its content, contact that server's admins first, or contact us (section 10) and we will help coordinate.
2. What we collect
2.1 When a meeting is recorded
- Each person's voice while recording, in one file per speaker, plus a mixed audio file
- Discord user ID, display name, and when each person joined or spoke
- The transcribed text and the meeting minutes (key points, decisions, action items with owners, open questions)
- Channel details: server name, voice channel name, who started the recording, start and end time
We never record the voice of anyone who used /privacy opt-out, and we leave them off the attendee list.
2.2 When you use the service
- The server's Discord ID and name, its plan and its settings (for example the minutes channel, languages, timezone and vocabulary)
- Each person's opt-out status in each server
- 👍 or 👎 reactions to the minutes (Discord user ID and the reaction)
- Usage data: meeting length, minutes of audio transcribed, tokens and estimated AI cost
- System logs for troubleshooting
2.3 When you pay
- Name, address and (if you give one) tax ID for receipts and invoices, and payment history. Card details are processed by our payment provider, Stripe: we never see or store card numbers
- Card details you enter on the payment page go straight to Stripe, not through our systems
- Stripe's payment page (Stripe Checkout) also collects the buyer's email address, to send receipts and invoices
- When you pay, we give Stripe your Discord user ID (the buyer) and the server's Discord ID as payment metadata, to link the subscription to that server
- We keep the customer ID and subscription status that Stripe sends back. The customer ID is kept after a subscription ends, so you can still see past invoices
2.4 When you sign in to the Renga website with Discord
- Your Discord user ID, username and avatar
- The servers you can manage (Manage Server permission): their IDs, names and icons
- We only ask Discord for the
identifyandguildspermissions. We never receive your Discord email or password
3. Why we use it
| Purpose | Data |
|---|---|
| Record, transcribe and summarise meetings for the server's members, after the bot's notice | 2.1 |
| Deliver the minutes to Discord channels or by DM to attendees | 2.1 |
| Provide the plan, count hours and keep settings | 2.2 |
| Keep the service secure, prevent misuse and track costs | 2.2 |
| Improve the minutes from 👍/👎 reactions (as totals) | 2.2 |
| Issue invoices and keep accounts | 2.3 |
| Take payments and link the subscription to the server (the buyer's Discord user ID goes to Stripe) | 2.3 |
| Let you sign in to the website and show the servers you can manage | 2.4 |
We don't use meeting content for advertising, we don't sell data, and we don't use it to train AI models.
4. Who receives it
| Recipient | Why | Where |
|---|---|---|
| OpenAI, L.L.C. | Transcription (gpt-transcribe) and writing the minutes (gpt-5.5) |
United States |
| Discord Inc. | Where the bot runs, receives audio and delivers minutes; website sign-in | United States |
| Hosting provider [to be named] | Storing files and the database | [country] |
| Stripe | Card payment processing: receives card details directly from you, issues invoices, and receives the buyer's Discord user ID and the server ID as payment metadata | [country] |
| Public authorities | When required by law or a court order | — |
Server members who can see the channel or forum where minutes are posted can see the minutes and transcripts. Private meetings (/record start private:true) send the minutes only by DM to attendees.
5. Data sent abroad
Audio and text are processed by OpenAI in the United States, which may protect personal data differently from your country. The bot says so every time it starts recording. Under OpenAI's API terms, data sent through the API is not used to train models and may be kept for up to 30 days to detect misuse [check against OpenAI's terms on the publication date].
6. How long we keep it
| Data | Kept for |
|---|---|
| Audio files (per speaker and mixed) | Deleted automatically by plan: Free 7 days, Pro 30 days, Team 90 days after the meeting ends |
| Transcripts and minutes | Until a server admin or whoever started the recording deletes them with /record delete, or the service for that server ends [+ X days] |
| Minutes already posted in Discord or sent by DM | Stay in Discord under Discord's settings. Deleting a meeting deletes its forum post, but DMs already sent can't be deleted |
| 👍/👎 reactions | Deleted with the meeting |
| Opt-out status | Until you use /privacy opt-in |
| Website sign-in data (user ID, username, avatar) | In an encrypted, sealed cookie in your browser, until you sign out or it expires |
| The servers you can manage | On our web server until you sign out (if you don't, until it is replaced at your next sign-in) |
| The server's Stripe customer ID | Kept after a subscription ends, for past invoices [maximum: to confirm] |
| Usage and cost data | [24 months] |
| Invoice data | As long as accounting and tax rules require [to confirm] |
7. Your choices
- Stop being recorded at any time: use
/privacy opt-outin that server. The bot won't record your voice again, and if a recording is running, what it already recorded of you in that meeting is deleted (undo:/privacy opt-in) - Access and get a copy of your data
- Move your data in a machine-readable format
- Object to how we use it
- Ask us to delete it, or to stop using it for a while
- Ask us to correct it
Send requests to [email protected]. We reply within 30 days. Requests about meeting content may need the server admins' agreement, and we may first confirm who you are through Discord. You may also have the right to complain to a data protection authority where you live.
8. Security
- Files and the database are kept on systems that only our administrators can access [encryption at rest: to state once hosting is chosen]
- Connections to Discord and OpenAI are encrypted (TLS)
- Each server's commands only see that server's meetings
- If personal data is breached, we will tell the affected servers and people without undue delay when there is a high risk to them
9. Children
The service is built for work teams, not for servers of children or students. If a server's admins know a minor is in a recorded channel, they must first get the consent of a parent or guardian where the law requires it.
10. Contact us
Joinery Labs · [email protected]
Email: [email protected]
11. Changes to this policy
When this policy changes, we will publish it at https://renga.joinerylabs.dev/privacy and tell server admins through the bot at least [14] days before it takes effect. Where a change needs new consent, we will ask before using data for the new purpose.