Privacy policy
What Quathos Room collects, why, where it is kept, who else can see it, and what you can demand from us.
Last updated on 23 September 2026
Draft. Some details of the company are still being registered, so this document is not final and is not indexed by search engines.
Quathos LLC, a limited liability company organized under the laws of the State of Texas, United States, with offices at 3008 Ross Ave, Suite 100, Office 210, Dallas, TX 75204, United States, operates Quathos Room. This policy explains what happens to personal data in it. Questions, requests and complaints go to privacy@quathos.com.
1. Two roles, and the difference matters
For what your organization puts into Quathos Room, we are the processor and your organization is the controller. Your employer decides who joins, what gets written and how long it stays. If you want a message deleted or an account closed, ask them first: we act on their instruction.
For account, billing and support data, we are the controller ourselves. That part is described below and is our responsibility, not your employer’s.
If you use Quathos Room through an organization, the short version of what it can see and do with your space is on its own page: Using Room through your organization. Leaving or being removed from an organization does not delete your account, and what you wrote there stays with the organization, under its retention period.
2. What we collect
| Data | Where it comes from | Why |
|---|---|---|
| Name, email, organization | Quathos Account, when you sign in | Identify you and tell organizations apart |
| Messages, threads, files and previews | What people write and upload | The product itself |
| Meetings: title, schedule, who was invited, who answered, who joined and when | The agenda and the media engine | Run the meeting and bill by active member |
| Recording and transcript of a meeting, when capture is turned on | The media engine, while the meeting runs | Give the organization the file and the text of its own meeting |
| Guest name and participation | Typed by the guest at the door | Show who is in the room and keep the attendance record |
| IP address, browser, timestamps | Every request | Security, abuse investigation, audit trail |
| Billing name, address and payment method | You, through Stripe | Charge the subscription and issue invoices |
We do not collect usage telemetry: no clicks, no time on screen, no analytics on how you use the product. What exists beyond the table above is the access log the security page describes, kept to answer "who reached what, and when".
A transcript is the text of what was said, with a timestamp on each passage. It is produced on our own infrastructure, by a model that runs on our machines: the audio of your meeting is not sent to any third party service to be turned into text. Capture can be turned on as transcript only, and in that case the media is deleted as soon as the text is ready, leaving the text and nothing else.
The law where you are, or the policy of your organization, may require each person to agree before anything is captured. The product knows how to work that way, and it is a setting of the installation: in that mode, asking to record turns off every microphone and camera in the room, asks each participant, and capture only begins after the answers, with whoever did not answer left out of the file.
When a meeting is recorded, the organization that runs it is the controller of the file: it decides to record it, what it is for, how long it is kept and when it is deleted. We keep the record of who was in the capture, who left it and at what time, because that is what answers the question later, and it is the one part of a recording that we keep even when everybody left it and nothing was captured.
3. If you joined as a guest
Joining by link does not create an account. What we keep is the name you typed, the fact that you were in that meeting, when you entered and left, whatever you wrote in the chat, and the technical records above. The organization that invited you is the controller of all of it, and your rights are exercised with them. We keep the guest session for twelve hours and then it expires on its own.
4. Legal bases
- Performing the contract: running the service your organization signed up for, including sign in, meetings and billing.
- Legitimate interest: keeping the service secure, investigating abuse, and keeping the audit trail that tells us who did what.
- Legal obligation: tax and accounting records for the invoices we issue.
- Consent: optional cookies, and nothing else. Refusing costs you nothing that matters.
5. Where the data lives
Servers, database and files are hosted by Hetzner Online GmbH in Germany (Falkenstein and Nuremberg). Our company is organized in the United States, so administering those servers from the United States is itself an international transfer, and we treat it as one: access is restricted to named people, protected by VPN and multi factor authentication, and covered by the Standard Contractual Clauses in our DPA.
Payments run through Stripe, which processes data in the United States and Ireland under its own transfer safeguards.
6. How long we keep it
- Messages and files: as long as the organization keeps them. On the free plan, history older than 90 days is purged. Deleting a message clears its content and keeps the position in the sequence, so that pagination does not silently skip what is still there.
- Temporary files, such as an export you asked for: 7 days.
- Recordings and transcripts: they have a deadline of their own, set by the plan, which is 365 days on the plan that includes recording, and they are deleted earlier whenever the organization asks. When the deadline passes, the files are erased and the meeting keeps only the line saying that a recording existed and has expired. The record of who was in the capture and who left it stays with the meeting, like the attendance record, because it is what answers the question afterwards.
- Meeting attendance records: kept while the organization exists, because they are the basis of the invoice and cannot be edited after the fact.
- Security logs: up to 12 months.
- Invoices and tax records: the period the law requires.
- After an organization closes: the workspace is purged. Backups rotate out within 30 days.
7. Your rights
Under the LGPD, the GDPR and comparable laws you can ask for confirmation that we process your data, a copy of it, correction, deletion, portability, and information about who we shared it with. You can also object to processing based on legitimate interest and withdraw consent at any time.
Write to privacy@quathos.com. We answer within 15 days. If the data belongs to an organization workspace, we forward the request to that organization and tell you we did, because acting alone there would mean changing a customer’s records without their knowledge.
Our data protection officer is [dpo]. Our representative in the European Union, for the purposes of article 27 of the GDPR, is [euRepresentative]. You may also complain to your local authority: in Brazil, the ANPD.
8. Taking your data with you
Export is a right on every plan, including the free one: messages, files and meeting records come out in a ZIP with a manifest of hashes. We charge for volume and for modules, never for the right to your own data.
9. Security
Isolation between organizations is enforced in the database itself, not only in application code. Traffic is encrypted in transit, secrets are held outside the code, and access to production is named and logged. The details are on the security page, and reports go to security@quathos.com.
If a breach puts you at risk, we notify the affected organizations and the authorities within the legal deadline, with what we know at the time rather than after the investigation closes.
10. Children
Quathos Room is a workplace tool and is not directed to anyone under 16. We do not knowingly collect data from children. If you believe a child’s data reached us, write to privacy@quathos.com and we will remove it.
11. Changes to this policy
The date at the top is the last material change. When a change affects you, we announce it in the product and by email to the administrators, before it takes effect.