In short
- Meetings are not recorded. Video and sound travel to the other participants in real time.
- To translate, speech is recognised, translated and voiced by automated services as you talk. VirtualMeets does not store the audio or the text.
- Chat, subtitles and the transcript exist only in participants' browsers.
- Nobody needs an account: anyone can start a meeting or join one.
- We keep usage records (how many meetings, how long, in which languages) without any of their content.
- We don't sell personal data and don't show ads.
01Who we are
VirtualMeets is operated by To be filled in: legal entity: name, registration number and address (“VirtualMeets”, “we”). We decide how and why the data described here is processed. For anything about privacy, write to hello@virtualmeets.online.
02During a meeting
Camera and microphone. When you join, your browser sends your video and sound to LiveKit Cloud, a real-time media service, which relays them to the other participants. It is a live stream: nobody, VirtualMeets included, makes a recording.
Translation. Every meeting has a translator, a program that joins the call like a participant. While someone speaks, it does the following with the sound of their microphone:
- reduces background noise;
- sends the speech to a recognition service, which turns it into text in the language the speaker picked: Soniox, or for Uzbek, ElevenLabs. So that it gets names right, Soniox also receives the participants' names, and the meeting code as a reference;
- sends that text, with the last few sentences of the meeting and the names of who said them for context, to Anthropic's Claude model, which translates it into the languages of the other participants;
- sends each translation to ElevenLabs, Cartesia or Soniox, which speak it in a synthetic voice, and passes the text on as subtitles.
This happens in real time. VirtualMeets does not store the audio, the recognised text or the translations. The providers receive them only to do this work for us; their own terms say how long they may keep data, for example to prevent abuse.
Voices. Translated speech uses a ready-made synthetic voice assigned to each speaker for the meeting. We don't create a copy of anyone's voice.
Name and language. The name you type in the lobby and the language you pick are shown to the other participants and used by the translator as described above. While you are in a call, its page may also show your name to someone who has opened the link and not yet joined, unless the host has locked the meeting. We don't save your name in our database. The language is kept with the usage records described in What we store.
Chat, subtitles and transcript. Messages, subtitles and the transcript reach the participants' browsers over the meeting's connection and exist only there. You can download the transcript during the meeting; once you leave it, all of this is gone from your browser.
Background blur. Blur runs in your browser, on your device. When you turn it on, your browser downloads the blur model from jsDelivr (cdn.jsdelivr.net) and Google Cloud Storage (storage.googleapis.com). Like any site your browser loads something from, they receive your IP address and browser details; your video is not sent to them.
03Your account
At the moment nobody signs in: hosts and guests alike use VirtualMeets without an account, and we don't ask anyone for an email address.
04What we store
Our database holds:
- for each meeting: its code, its host, when it was created and when its link expires (24 hours later), whether the host locked it, and when they ended it if they did;
- for each call: when it started and ended, and the largest number of people in it at once;
- for each time someone joins: whether they were the host, a guest or the translator, the language they chose, when they joined and left, and a random identifier for their browser in that meeting;
- people a host removed from a meeting, by that random identifier, so they can't come back to it.
None of this contains what was said, shown or written in a meeting. We use it to run the service, apply the free plan, stop abuse and understand how VirtualMeets is used: for example, how many meetings take place, how long they last and which languages are spoken.
We keep account data while the account exists, and usage records for To be filled in: retention period for usage records.
We use your IP address to limit how often one address can create meetings, join calls, look up who is in a meeting, or use the in-call and host controls; we don't save it in our database. Cloudflare, which hosts the site, processes IP addresses and request details to deliver and protect it. It also keeps a log of requests to the site for us for up to 7 days: the IP address, approximate location, browser, the address of the page and the time. We use that log only to find errors and stop abuse.
05Cookies and browser storage
We use only the cookies the service needs to work. There are no advertising or cross-site tracking cookies.
- Cookie
- vm_session
- What it's for
- Keeps a host signed in
- How long
- 30 days
- Cookie
- vm_oauth_state, vm_oauth_verifier, vm_oauth_next
- What it's for
- Protect the Google sign-in and remember where to return after it
- How long
- 10 minutes
- Cookie
- vmh_<code>
- What it's for
- Shows that this browser created the meeting, so it can manage it
- How long
- Until the meeting link expires
- Cookie
- vm_pid
- What it's for
- Keeps you the same participant when you reload a meeting page
- How long
- 30 days, or the meeting's lifetime if longer
- Cookie
- vm-locale
- What it's for
- Remembers the site language you chose
- How long
- 1 year
| Cookie | What it's for | How long |
|---|---|---|
| vm_session | Keeps a host signed in | 30 days |
| vm_oauth_state, vm_oauth_verifier, vm_oauth_next | Protect the Google sign-in and remember where to return after it | 10 minutes |
| vmh_<code> | Shows that this browser created the meeting, so it can manage it | Until the meeting link expires |
| vm_pid | Keeps you the same participant when you reload a meeting page | 30 days, or the meeting's lifetime if longer |
| vm-locale | Remembers the site language you chose | 1 year |
Your browser also keeps a few settings in its local storage: the name and language you last used in the lobby, and display preferences such as layout, subtitles, voice volume and background. If a host removes you from a meeting, it also keeps a note of that, so the meeting's page can tell you why you can't rejoin. All of this stays on your device, and you can clear it in the browser's settings.
If we turn on Cloudflare Web Analytics, it counts page views without cookies and without identifying you.
06Who processes data for us
These providers help us run VirtualMeets. Each receives only what its job needs.
- Provider
- LiveKit (LiveKit Cloud)
- What it does
- Relays video, sound and messages between participants; runs the translator
- What it receives
- Video, sound, messages, names and chosen languages
- Provider
- Soniox
- What it does
- Speech recognition, except for Uzbek; synthetic voices, for languages where we use it
- What it receives
- Speech audio, participants' names and the meeting code; text to be spoken, where it voices it
- Provider
- Anthropic (Claude)
- What it does
- Translation
- What it receives
- Recognised text, with recent sentences and the names of who said them for context
- Provider
- ElevenLabs
- What it does
- Speech recognition for Uzbek; synthetic voices
- What it receives
- Speech audio of people who speak Uzbek; text to be spoken
- Provider
- Cartesia
- What it does
- Synthetic voices, for languages where we use it
- What it receives
- Text to be spoken
- Provider
- Cloudflare
- What it does
- Hosting, network protection, database, request logs, optional page analytics
- What it receives
- Requests, IP addresses and the records listed above
- Provider
- What it does
- Sign-in for hosts
- What it receives
- Your sign-in request
| Provider | What it does | What it receives |
|---|---|---|
| LiveKit (LiveKit Cloud) | Relays video, sound and messages between participants; runs the translator | Video, sound, messages, names and chosen languages |
| Soniox | Speech recognition, except for Uzbek; synthetic voices, for languages where we use it | Speech audio, participants' names and the meeting code; text to be spoken, where it voices it |
| Anthropic (Claude) | Translation | Recognised text, with recent sentences and the names of who said them for context |
| ElevenLabs | Speech recognition for Uzbek; synthetic voices | Speech audio of people who speak Uzbek; text to be spoken |
| Cartesia | Synthetic voices, for languages where we use it | Text to be spoken |
| Cloudflare | Hosting, network protection, database, request logs, optional page analytics | Requests, IP addresses and the records listed above |
| Sign-in for hosts | Your sign-in request |
These companies may process data outside your country, including in the United States. To be filled in: Safeguards for international transfers, e.g. data processing agreements
07Your choices and rights
You can ask us to show, correct or delete the personal data we hold about you, or object to how we use it: write to hello@virtualmeets.online.
You can stop using VirtualMeets at any time. Depending on where you live, you may also have the right to complain to a data protection authority.
08Age
VirtualMeets is for people aged 16 and over. If you believe someone younger has given us personal data, write to us and we'll delete it.
09Security
Connections to the site and to meetings are encrypted in transit. Session cookies are signed and can't be read by scripts on the page. Anyone who has a meeting's link can join it while it is open, so share it only with the people you invite; the host can lock the meeting and remove participants.
No system is perfectly secure. If we learn of a breach that affects you, we'll tell you as the law requires.
10Changes to this policy
When we change this policy, we update the date at the top. If a change matters, we'll also announce it on the site before it takes effect.
11Contact
Questions and requests: hello@virtualmeets.online. Postal address: To be filled in: postal address of the legal entity.