Privacy policy
Effective September 11, 2026. This policy covers the Wolfman CPA Meeting Bot (the "bot"), operated by FutureFy Tax & Accounting Solutions, doing business as Wolfman CPA (the "firm", "we").
What the bot is
The bot is software the firm runs on its own equipment to join, record and transcribe meetings the firm takes part in. It is used only by the firm, for the firm's client engagements. It is not sold, licensed or offered to anyone else.
What we collect
- Meeting audio and video. The bot records the meeting from the moment the host lets it in until it leaves or the meeting ends.
- Participant names as they appear in Zoom, so the transcript can attribute who said what.
- The transcript produced from the recording.
- Meeting details from the firm's own calendar: the meeting title, time and join link.
- The firm's Zoom account information. To join a meeting on behalf of a firm member, the app reads that firm member's own Zoom user profile and obtains short-lived Zoom tokens tied to that member. The app does not read any other Zoom user's account, contacts, recordings or settings, and does not access the meeting host's account.
The bot does not read participants' cameras or microphones outside the meeting, does not access files shared through Zoom, and does not collect payment or login information from anyone.
How we use it
Recordings and transcripts are the firm's working notes of a client engagement: to prepare advice, confirm what was agreed, and keep an accurate record. We do not use them for advertising, do not train any outside AI system with them, and do not sell or rent them.
Where it goes and who can see it
- Recording and transcription happen on servers the firm owns and operates. No meeting audio is sent to a third-party transcription or AI service.
- After a meeting, the recording and transcript are moved to the firm's own encrypted file storage and removed from the recording server.
- Only firm staff who work on that client's engagement have access. We may share a recording with the client the meeting concerned, or when the law requires it.
- Zoom, as the meeting platform, handles the live meeting under its own privacy policy.
How long we keep it
Recordings and transcripts are kept as part of the client's engagement file under the firm's record-retention policy for accounting and tax work, and are then deleted. Where a shorter period is agreed with a client, we follow that.
Your rights
If you took part in a meeting the bot recorded, you can ask us to tell you what we hold about you, to correct it, or to delete it. You may also ask the host of a meeting to remove the bot at any time. To exercise these rights, email assist@wolfmancpa.com or call 561-600-0242. We will respond within 30 days. Some records must be kept for a period by law or professional standards; if that applies we will tell you.
Security
Recordings are encrypted in transit and at rest. The recording server accepts no connections from the public internet; it is administered only over the firm's private network. Access keys are stored in a managed password vault and rotated when staff or equipment change.
Children
The bot is used for business meetings with the firm's clients and is not intended for anyone under 16. We do not knowingly record or keep information about children, and we will delete any such information on request.
Removing the app from Zoom
A firm member can remove the app from their Zoom account at any time from the Zoom App Marketplace (Manage → Added Apps). Removal revokes the app's Zoom access immediately. Recordings already made remain firm records and are handled under this policy.
Changes
If we change this policy we will post the new version here with a new effective date.
Contact
FutureFy Tax & Accounting Solutions (Wolfman CPA) · assist@wolfmancpa.com · 561-600-0242