Privacy

What this app does

BrightMesh Capture makes an audio recording of a conversation, turns that audio into written text, and files a summary of it against the right client in BrightMesh. It exists so that a technician does not have to retype their notes after a site visit.

Recording never starts on its own. Someone has to press record, and the app will not begin until the on-screen consent step has been completed. There is no silent or hidden mode, and no setting that turns the consent step off. That is a property of how the app is built, not an option somebody could switch.

Everyone present is told

Australian law on recording conversations differs between states, and in Western Australia and Tasmania everyone taking part must agree. Rather than behave differently in different places, this app asks for everyone’s agreement every time, everywhere.

Before recording starts, the person holding the phone reads a short announcement out loud and confirms how many people are present and agreeing. That confirmation is stored with the recording: who agreed, how, and when. If anyone declines, the recording does not happen.

What is collected

• The audio of the conversation.
• A written transcription of that audio, with speakers separated as “Speaker 1”, “Speaker 2” and so on.
• A plain-language summary, and any commitments spoken aloud.
• The time, duration and device the recording came from, the account that made it, and the consent record described above.

How long it is kept — retention

The original audio is deleted once its transcription has been confirmed. The retention window is short by default and set by your organisation, not by the person recording. Audio is not kept “just in case”.

The written transcript, the summary and the commitments are kept with the client record in BrightMesh for as long as your organisation keeps its client records, because that is the point of the product.

Deleting a recording deletes everything derived from it: the transcript, the summary, the extracted commitments, and its entries in the search index. Nothing is left behind in a place that could still be searched.

Automated and AI processing

Two automated services process the content of a recording. Deepgram performs the speech-to-text transcription. Anthropic’s Claude writes the summary and picks out commitments such as actions taken, follow-up dates and any price quoted aloud. Both are bound by contract not to train their models on your content.

This processing may take place outside Australia. That is a cross-border disclosure under the Privacy Act, and it is covered by written agreements with each provider before any customer audio is sent.

Nothing the software extracts is acted on by itself. A person reviews and approves every draft before it becomes a ticket, a quote or anything else in your system. If someone says something in a recording that reads like an instruction to the software, it has no effect.

Who can see it

Recordings belong to the organisation that made them. Access is limited to that organisation’s BrightMesh accounts. Data is separated per organisation at every layer, including the search index, so one customer’s recordings can never surface in another’s results.

Asking for a copy, or deletion

You can ask for a copy of what is held about you, or ask for it to be deleted. Contact 180 Degrees IT Solutions at privacy@180degreesit.com, or speak to whoever administers BrightMesh at your organisation.