GVUSD Meeting Assistant

Privacy Policy

Golden Valley Unified School District
Last Updated: October 23, 2026

1. Introduction

Golden Valley Unified School District (GVUSD) is committed to protecting the privacy and security of information handled through district technology services.

The GVUSD Meeting Assistant is a Chrome browser extension developed to assist authorized district personnel with recording meetings, importing existing audio recordings, generating AI-assisted meeting summaries, and organizing meeting documentation through Google Workspace.

This Privacy Policy describes the information the extension accesses, how that information is processed and stored, and the circumstances under which information may be shared.

2. Information We Access and Process

The GVUSD Meeting Assistant accesses and processes information necessary to provide its meeting-assistance functionality.

Audio Recordings

The extension accesses microphone audio when a user intentionally starts a recording. Users may also select existing audio files for processing.

Google Account Information

The extension uses Google authentication to identify authorized users and access supported Google Workspace services.

Account information may include a user's name, email address, and authentication credentials or access tokens required for authorized API requests. The extension does not request or collect Google account passwords.

Meeting Information

The extension processes meeting titles, dates, recording information, and other details provided by the user.

Generated Meeting Documentation

The extension processes AI-generated meeting summaries, discussion topics, decisions, action items, and other information extracted from meeting recordings.

Google Workspace Directory Information

When users search for colleagues to share meeting documents, the extension may access names and email addresses from the authorized Google Workspace directory.

Local Application Information

The extension stores certain meeting information and recordings locally within the user's Chrome browser to support recording recovery, playback, and processing.

3. How Information Is Used

Information accessed through the GVUSD Meeting Assistant is used exclusively to provide its intended meeting-assistance functionality and related operational requirements.

This includes:

• Recording meeting audio with the user's permission.

• Importing audio recordings selected by the user.

• Saving recordings and meeting information.

• Processing authorized recordings using Google AI services.

• Generating AI-assisted meeting summaries and documentation.

• Creating and organizing files in Google Drive.

• Allowing users to review generated meeting notes.

• Sharing meeting documents with recipients selected by the user.

• Supporting recovery from interrupted uploads or processing operations.

The extension does not use collected information for advertising, marketing, behavioral profiling, or the sale of personal information.

4. Google Workspace Integration

The GVUSD Meeting Assistant integrates with Google Workspace services to perform authorized operations.

Google Drive

Meeting recordings and generated documents may be uploaded to and stored in the user's authorized Google Drive account.

The extension organizes meeting files within dedicated folders to help users locate and manage their recordings and documentation.

Google Docs

AI-generated meeting notes may be saved as Google Docs for review, editing, and sharing.

Google Authentication

Google authentication is used to verify user identity and authorize access to supported services. Authentication tokens may be transmitted to the district's Google Apps Script processing service for verification.

Google Workspace Directory

Directory searches are used to identify potential recipients when users choose to share generated meeting documents.

The extension's access to Google Workspace information is limited by the permissions granted to it and the user's existing account permissions.

5. Artificial Intelligence Processing

The GVUSD Meeting Assistant uses Google's Gemini Developer API to analyze submitted audio recordings and generate meeting documentation.

When users initiate AI processing, audio recordings and associated processing instructions are transmitted to Google's services.

Google Apps Script is used to coordinate authentication and processing requests. Meeting audio may be transferred directly from the extension to Google's Gemini file-processing service.

Google's treatment of submitted information depends on the applicable Gemini API service terms.

Accordingly, users must not submit confidential district information, protected student education records, sensitive personnel information, or other restricted information unless the district has specifically authorized the applicable processing configuration.

AI-generated documentation may contain errors, omissions, or inaccurate interpretations. Users are responsible for reviewing generated content before relying on or distributing it.

6. Data Storage and Retention

Local Browser Storage

The extension may store recordings, meeting metadata, and related information locally using browser storage technologies.

Locally stored information may remain available until the user deletes it through the extension's available controls, clears the applicable browser storage, or removes the extension and its associated data.

Google Drive Storage

Recordings and generated documents saved in Google Drive remain subject to the user's Google Workspace permissions and applicable district data-retention policies.

Temporary AI Processing Files

Audio files submitted for AI processing may be temporarily stored by Google's Gemini services.

The extension attempts to remove temporary Gemini audio files after successful processing. Removal may not always succeed immediately, and Google's applicable retention practices continue to govern information processed by its services.

7. Information Sharing

The GVUSD Meeting Assistant does not sell personal information or disclose user information to advertisers or data brokers.

Information may be shared under the following circumstances:

Google Services

Information is transmitted to Google's services as necessary for authentication, file storage, document creation, AI processing, and authorized sharing operations.

User-Authorized Sharing

Users may intentionally share generated meeting documents with selected recipients through Google Workspace.

Access to shared documents is governed by the permissions assigned through Google Drive.

Legal or Administrative Requirements

Information maintained by the district may be subject to applicable legal obligations, district policies, and records-retention requirements.

8. Data Security

The GVUSD Meeting Assistant uses Google authentication and HTTPS connections when communicating with supported Google services.

Access to Google Workspace resources is governed by the user's existing account permissions and applicable district administrative controls.

The extension is designed to request access necessary for its documented functionality.

Users remain responsible for protecting their Google accounts, maintaining appropriate sharing permissions, and handling district information in accordance with applicable policies.

9. User Control and Data Deletion

Users may manage recordings and meeting documents through the extension's available features and their authorized Google Drive accounts.

Depending on the storage location, users may:

• Delete locally stored meeting recordings through the extension.

• Remove generated documents from Google Drive.

• Modify or revoke Google Drive sharing permissions.

• Remove the extension and its associated browser data.

Deletion of district records may be subject to applicable records-retention requirements.

Users requiring assistance with data access or deletion may contact Golden Valley Unified School District Information Technology Services.

10. Recording Consent and Responsible Use

Users are responsible for complying with applicable recording-consent requirements, confidentiality obligations, and district policies.

Meeting participants should be appropriately informed when recordings are created or processed using artificial intelligence.

The extension is intended for authorized district business.

Users must not process protected, confidential, or otherwise restricted information unless the district has approved the applicable data-handling arrangements.

11. Chrome Web Store User Data Policy

The use of information received from Google APIs will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

Information obtained through the extension is used to provide its documented functionality and related operational purposes.

The extension does not use Google API information to deliver personalized advertisements or sell information to third-party data brokers.

12. Changes to This Privacy Policy

Golden Valley Unified School District may update this Privacy Policy to reflect changes in extension functionality, data-handling practices, supported services, or applicable requirements.

Any revisions will be published on the district's official website with an updated revision date.

13. Contact Information

Questions regarding the GVUSD Meeting Assistant or this Privacy Policy may be directed to:

Golden Valley Unified School District
Information Technology Services
37479 Avenue 12
Madera, CA 93636

Phone: (559) 645-3570
Website: GVUSD District Website