Privacy Policy – Ixora MMS

Last Updated: October 2026

1. Introduction

This Privacy Policy applies to Ixora MMS (Ixora Minutes of Meetings System), a mobile and web-based meeting management application developed and operated by EWADY FOR DIGITAL TRANSFORMATION (“Ewady”, “we”, “us”, or “our”).

Ixora MMS is the application name used in the Google Play Store and is part of the Ixora software solutions provided by EWADY FOR DIGITAL TRANSFORMATION.

This Privacy Policy explains how Ixora MMS, including its mobile application and web portal, collects, uses, processes, stores, and protects personal information, meeting information, voice recordings, transcripts, attendance information, device information, and other related data.

The system is designed to help organizations manage meetings, record meeting attendance, generate meeting transcripts, prepare minutes of meetings, and support authorized internal follow-up, compliance, audit, or investigation processes.

By using Ixora MMS, you acknowledge that you have read and understood this Privacy Policy.

2. Scope of the System

Ixora Minutes of Meetings System is provided through:

• A web portal used by authorized users and management.
• A mobile application used by authorized users to access meeting features, attendance, notifications, and related services.

3. Information We Collect

We may collect and process the following types of information:

3.1 Account Information

When a user account is created, we may collect:

• Full name
• Email address
• Username
• Password or authentication credentials
• Phone number, if required
• Job title, department, or organizational role
• User permissions and access rights

3.2 Meeting Information

The system may collect and store information related to meetings, including:

• Meeting title
• Meeting date and time
• Meeting agenda
• List of attendees
• Attendance status
• Meeting notes
• Decisions and action items
• Generated minutes of meetings
• Related attachments or documents, if uploaded

3.3 Voice Recording and Transcript Data

Meetings may be voice-recorded for the purpose of generating meeting transcripts and preparing accurate minutes of meetings.

Voice recordings and transcripts are processed to support the official documentation of the meeting. These records may also be made accessible to authorized top management only when required for internal review, compliance, audit, or investigation purposes.

Access to voice recordings is restricted and controlled according to the organization's internal authorization rules.

3.4 Mobile App and Device Information

When using the mobile application, we may collect technical information such as:

• Device type
• Operating system
• App version
• IP address
• Login activity
• System logs related to security and usage

3.5 Location Information

The mobile application may use location information only when required to support automatic attendance during a meeting.

Location data is used to verify whether the user is present at or near the meeting location. The system does not use location information for continuous tracking or unrelated monitoring.

Location access may depend on user permission settings and the organization's internal policy.

4. Purpose of Data Processing

We collect and use information for the following purposes:

• Creating and managing user accounts
• Managing meetings through the portal and mobile app
• Recording meeting attendance
• Generating transcripts and minutes of meetings
• Managing decisions, tasks, and follow-up actions
• Supporting internal audit, compliance, and investigation when required
• Ensuring security and preventing unauthorized access
• Improving system performance and reliability
• Providing technical support

5. Local AI Processing

The Ixora Minutes of Meetings System may use artificial intelligence to process meeting voice recordings, generate transcripts, summarize discussions, and assist in preparing minutes of meetings.

AI processing is managed locally within the system environment. No third-party AI provider is used for the treatment or processing of meeting voice recordings, transcripts, or meeting content.

This approach is intended to enhance confidentiality and reduce external exposure of sensitive meeting information.

6. Access Control and Confidentiality

Access to information within the system is based on user roles and permissions.

Meeting information, transcripts, recordings, and minutes are accessible only to authorized users according to the organization's internal access rules.

Voice recordings and sensitive meeting records may be accessible to top management only in specific cases such as investigations, compliance reviews, audit requirements, or serious internal matters.

Users must not access, copy, share, download, or disclose meeting information unless they are authorized to do so.

7. Data Sharing

We do not sell personal data or meeting data.

Information may be shared only in the following cases:

• With authorized users inside the organization according to their permissions.
• With top management when required for investigation, audit, or compliance purposes.
• When required by applicable law, regulation, court order, or competent authority.
• With internal technical administrators who support and maintain the system, subject to confidentiality obligations.

As AI treatment is performed locally, meeting recordings and transcripts are not shared with third-party AI providers.

8. Data Storage and Retention

Meeting data, transcripts, recordings, attendance records, and related documents are stored according to the organization's internal retention policy.

Voice recordings may be retained for a defined period to support verification, compliance, audit, or investigation requirements.

When data is no longer required, it may be deleted, archived, or anonymized according to applicable internal policies and legal obligations.

9. Data Security

We apply appropriate technical and organizational measures to protect data against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include:

• User authentication
• Role-based access control
• Secure system configuration
• Access logs
• Data backup procedures
• Administrative controls
• Restricted access to sensitive records

Users are responsible for keeping their login credentials confidential and for reporting any suspected unauthorized access.

10. User Responsibilities

Users must:

• Use the system only for authorized business purposes.
• Protect their account credentials.
• Avoid sharing confidential meeting content with unauthorized persons.
• Respect organizational policies related to confidentiality, attendance, meeting records, and data protection.
• Immediately report any suspected misuse, data breach, or unauthorized access.

11. Cookies and Tracking Technologies

The portal may use cookies or similar technologies to support login sessions, improve user experience, and maintain system security.

The system does not use cookies for unrelated advertising purposes.

12. User Rights

Depending on applicable laws and organizational policies, users may have the right to:

• Request access to their personal data.
• Request correction of inaccurate personal data.
• Request deletion of certain personal data where legally permitted.
• Object to or restrict certain processing activities.
• Contact the organization for privacy-related concerns.

Some data, such as meeting records, transcripts, and attendance logs, may need to be retained for legal, operational, audit, or investigation purposes.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect system updates, legal requirements, or organizational changes.

The updated version will be made available through the system or communicated through appropriate channels.

14. Contact Information

Ixora MMS is developed and operated by:

Developer / Legal Entity: EWADY FOR DIGITAL TRANSFORMATION
Application: Ixora MMS – Ixora Minutes of Meetings System
Website: ixorax.com
Privacy Contact: info@ixorax.com

For questions, requests, or concerns regarding this Privacy Policy or the processing of personal information through Ixora MMS, please contact us at:

Email: info@ixorax.com