Updated April 2026

Participant Terms

These terms apply to you if you have been invited to a meeting that will be recorded and transcribed by Vulcan Clerk. They describe your rights, what happens with your data, and how to refuse or revoke consent. These terms are complementary to our Privacy Policy and do not replace it.

What is Vulcan Clerk

Vulcan Clerk is a meeting intelligence platform contracted by the organization that invited you to this meeting (the Organizer). Vulcan Clerk records and transcribes meeting audio to produce agendas, minutes and tasks derived from the conversation. Vulcan Clerk is an independent service provider and does not represent the Organizer.

Your consent matters

You are not obligated to participate in a recorded meeting. Before the meeting is created on your calendar, you will be asked to review this document and to confirm, through separate checkboxes on a Vulcan Clerk confirmation page, what you agree to. Your consent is:

  • ·Affirmative. You actively check the boxes. Nothing is pre-selected.
  • ·Unbundled. Recording and Voice ID are separate checkboxes. Aggregated analytics is a third, optional checkbox. You can accept some and decline others.
  • ·Revocable. You can revoke your consent for future meetings at any time.
  • ·Informed. You receive this information before being asked to consent.

What happens if you accept

If you accept recording and transcription:

  • ·The audio of the meeting will be captured by the Organizer through a Vulcan Clerk browser window during the meeting. No capture starts before the meeting begins or continues after it ends.
  • ·The meeting audio is transcribed by Google's Gemini API. The resulting text transcript is then processed by Anthropic PBC (Claude API) to generate agendas, summaries, minutes and tasks. Both providers operate under Zero Data Retention terms — they do not store or use your content to train any model.
  • ·The transcription and generated documents (agenda, minutes, tasks) will be visible to the Organizer's team inside the Vulcan Clerk platform.
  • ·The recording, transcript and generated documents will be retained for the period contracted by the Organizer. Upon the Organizer's account closure, the data is removed within 30 days and purged from encrypted backups within 90 days.
  • ·The meeting event will be added to your Google Calendar if you have connected your Google account to Vulcan Clerk, or made available inside the Vulcan Clerk interface.

What happens if you decline

If you decline recording and transcription:

  • ·No calendar event will be created automatically by Vulcan Clerk on your Google Calendar.
  • ·You should coordinate with the Organizer an alternative that respects your choice, such as holding the meeting without Vulcan Clerk recording, or excusing your participation.
  • ·Declining does not result in any penalty from Vulcan Clerk.

Voice ID (biometric data)

The Voice ID feature, when available, allows Vulcan Clerk to identify who said what during the meeting by analyzing voice patterns. This is biometric data, treated as a special category of personal data under GDPR (art. 9) and LGPD (art. 11), and additionally regulated in the United States under Illinois BIPA, Texas CUBI, Washington HB 1493 and similar laws. Voice ID consent is:

  • ·Separate from the recording consent. You can accept recording but decline Voice ID.
  • ·Specific. It authorizes Vulcan Clerk only to create and use a voice pattern to identify you in the meetings of this Organizer.
  • ·Revocable at any time. On revocation, the voice pattern is destroyed within 30 days.

If you decline Voice ID, the meeting can still be recorded and transcribed with your consent. Your speech segments will be attributed to a generic label such as "Participant 1" instead of your name, unless the Organizer identifies you manually.

Aggregated analytics (optional)

The Organizer may derive aggregated, anonymized statistics from meetings, such as total speaking time per participant, density of topics, or participation patterns. This analysis is optional and you can decline it without impacting your ability to participate. If you decline, your speech segments are excluded from aggregate computations.

Your data rights

You have the following rights regardless of your jurisdiction:

  • ·Access. Request a copy of the data Vulcan Clerk holds about you.
  • ·Correction. Request correction of inaccurate data.
  • ·Deletion. Request deletion of your data.
  • ·Portability. Request an export of your data.
  • ·Objection. Object to specific processing.
  • ·Revocation. Revoke any consent you gave.

In Brazil, these rights are set forth in art. 18 of the LGPD. In the European Union, in arts. 15 to 22 of the GDPR. In the United States, they vary by state, with California (CCPA/CPRA), Colorado, Virginia, Utah and Connecticut offering the most comprehensive rights. To exercise any right, contact privacy@byvulcan.com. We respond within 15 days in Brazil (LGPD art. 19), 30 days in the European Union (GDPR art. 12(3)), and 45 days in the United States (CCPA §1798.130).

During the meeting

When a meeting is being recorded by Vulcan Clerk, you will see and hear:

  • ·An audible notification at the start of recording.
  • ·A persistent visual indicator while recording is active.
  • ·The ability to request to stop recording at any time, through the Organizer.

If a meeting is being recorded without these indicators, Vulcan Clerk is not the recording tool and you should ask the Organizer directly.

Third parties involved

The following third parties may process your data on behalf of Vulcan Clerk, under confidentiality and data protection agreements:

  • ·Amazon Web Services (cloud infrastructure, United States and Ireland regions).
  • ·Google LLC (Google Gemini API, audio transcription, Zero Data Retention).
  • ·Anthropic PBC (Claude API, text analysis for agendas, minutes and tasks, Zero Data Retention).
  • ·Supabase Inc. (managed database, United States region).
  • ·Amazon SES (transactional email delivery).
  • ·Cloudflare Inc. (edge and DNS).
  • ·Vercel Inc. (application hosting).

These third parties are not permitted to use your data for their own purposes. Vulcan Clerk never sells, shares or transfers your data to advertisers or for advertising purposes.

Children

This service is not intended for individuals under 18 years of age. If you are under 18, do not accept these terms and do not participate in recording. Parents or guardians who believe a child has participated in a recording can contact privacy@byvulcan.com to request deletion.

Governing law

These terms are governed by Brazilian law. However, for participants in the European Economic Area and the United States, local consumer protection and privacy laws apply and are not displaced by this provision.

Changes to these terms

Material changes to these terms will be communicated through the confirmation page for subsequent meetings, and re-consent will be requested. The current version and date of the last update are always displayed at the top of this page.

Contact

Privacy and data subject requests: privacy@byvulcan.com. Data Protection Officer (DPO): dpo@byvulcan.com. Legal matters: legal@byvulcan.com.

By Vulcan © 2026. All rights reserved.

See also:Privacy PolicyTerms of Use← Back