Evida ONE — mobile app
Privacy Policy
This policy explains what the Evida ONE mobile app records about your meetings and your account, what happens to that material after a meeting ends, who else touches it, and how it is deleted. It covers the Evida ONE app for iPhone and iPad and the Evida services behind it. It does not cover any other Evida product.
Who this is between
Evida ONE is sold to organizations, not to individuals. Your employer or client creates the workspace, issues your account and decides who may see which meetings. They determine what is recorded and why; Evida operates the service on their instructions. If you want a recording removed or your account closed, the fastest route is usually your workspace owner — see Your choices.
What the app collects
| Data | Where it comes from |
|---|---|
| Meeting audio | Recorded by you in the app. Held on the device until it uploads, so a dropped connection does not lose the meeting. |
| Transcripts and minutes | Produced from the audio: the spoken text, who spoke, and the extracted objective, agenda, decisions, risks, open questions and action items. |
| Meeting context | Entered at record time — the attendees you add, moments you bookmark, notes you type, and the length of the recording. |
| Voice samples | When a speaker is named, a short clip of that person's voice is kept so later meetings can recognise them. See Voice samples. |
| Account details | Your name, username, and email address or mobile number, plus your workspace membership and role. |
| Device and diagnostics | A device identifier for your sign-in session, the app version and platform, and crash or error reports. |
The app asks for microphone access in order to record. It does not read your contacts, your calendar, your photos or your location.
What it is used for
- Turning a recording into a transcript, minutes, decisions and action items.
- Letting you and your teammates search past meetings and ask questions answered from them.
- Recognising who is speaking, so a transcript names people rather than "Speaker 2".
- Signing you in, keeping your session, and enforcing who may open which meeting.
- Measuring your workspace's usage against its plan.
- Diagnosing crashes and errors so the app can be fixed.
Your meetings are not used to train AI models, are not sold, are not shared with data brokers, and are not used for advertising or cross-app tracking. Evida shows no ads.
Who else processes your meetings
Speech recognition and the writing of minutes are not performed on your phone. When a recording is processed, its audio and the text derived from it are sent to an AI cloud API that Evida uses for speech recognition, summarisation and search. That provider processes the content only to return a result to Evida, and receives nothing beyond what the task requires.
Crash and error reports are handled by a Sentry instance operated by Evida. Emailed minutes are delivered through Evida's mail provider to the recipients you choose.
If your organization needs meeting content to stay within a specific jurisdiction or within its own infrastructure, talk to us before recording begins.
Voice samples
Naming a speaker in a transcript keeps a short sample of that voice in your workspace, so the next meeting can attribute their speech automatically. A voice sample identifies a specific person and is treated as sensitive: it stays inside the workspace it was captured in, is never shared between workspaces, and is never used to identify anyone outside Evida. It is deleted with the workspace, or on request.
Where it is kept
Recordings and their attachments are stored in Evida's object storage; accounts, transcripts and minutes live in Evida's database. Traffic between the app and the service is encrypted in transit. Access is scoped to your workspace: owners see everything in their workspace, and everyone else sees only the meetings they organized or attended.
During processing, a recording is split into temporary chunks in a scratch area. Those chunks are removed by a routine cleanup job once processing finishes; the recording itself remains until it is deleted.
How long it is kept
Meetings are kept for as long as your workspace exists, because their purpose is to be referred back to. There is no automatic expiry, and the app does not currently offer a way to delete a meeting from inside it. Removal of a recording, a transcript or a whole workspace is carried out by Evida on request from the workspace owner — see Your choices.
A copy of a recording may also sit on your own device until it has uploaded, and cached audio you have played can be cleared at any time from Settings.
Your choices
- You control when recording starts and stops. Every meeting opens with a spoken announcement that it is being recorded.
- You can review and edit the minutes before they are shared.
- You can clear the meeting audio cached on your device at any time, from Settings.
- You can ask for a copy of your data, or for it to be corrected or deleted, by writing to us at the address below or through your workspace owner.
Deletion is handled by us rather than by a button in the app. We act on requests from the workspace owner, who decides what is recorded in the first place; if you are asking about your own data and would rather not go through them, write to us directly and we will work it out with them.
Children
Evida ONE is a workplace tool. It is not directed at children and accounts are issued by organizations to their own people. We do not knowingly collect data from children.
Changes to this policy
If what we do with meeting data changes in a way that matters, this page is updated and the date at the top changes with it.
Contact
Questions about this policy, or a request about your data:
info@evida360.comPractical help with the app — signing in, recording, minutes — is on the support page.