HeyPi Privacy Review: Is This AI Meeting Agent Safe for Client Calls?

Short answer: HeyPi does not train AI models on your meetings and hosts your account data in the United Kingdom, but it transcribes every voice on the call and keeps those transcripts until you delete them, while leaving the job of telling clients to you. Our verdict is USE WITH CAUTION for client work. Policy reviewed October 2026, four days after HeyPi launched publicly on Product Hunt. HeyPi is a new video meeting room from Proactive Intelligence, a London startup, with an AI agent called Pi sitting in the call. Pi listens, remembers earlier meetings, builds decks and landing pages on screen, and can send emails or update your apps before you hang up. For a solo consultant, that mix of live transcription and agent actions raises real questions about client confidentiality. Here is what the documents say, measured against how we vet privacy claims.

What HeyPi does with your data

Privacy at a glance

Privacy dimension	HeyPi’s answer
Trains on your data?	No, for meetings, notes or questions
Training opt-out	Not needed; no training stated anywhere
Data retention	Transcripts kept until you delete a room or account
Third-party sharing	Unnamed providers for speech, AI models, hosting, email
Storage region	United Kingdom; some providers process in the US
Enterprise-team tier	Teams plan adds shared memory across all meetings
Video recording	None; audio is transcribed live

HeyPi’s privacy policy was last updated on October 5, 2026 (per HeyPi’s privacy policy, retrieved 2026-10-10). Proactive Intelligence acts as data controller and relies on UK GDPR legal bases: contract, legitimate interest, and consent when you link a calendar.

What gets collected. During a call, the audio of every participant is converted to text in real time so Pi can follow along. HeyPi then stores the transcript, Pi’s notes, the decisions recorded, everything you typed to Pi, and Pi’s replies. It also keeps whatever Pi builds for you, the prompts behind those builds, and, if you use the Pi EA email address, the messages Pi sends plus any replies. Connecting Google Calendar lets Pi read the next 31 days of events and write new ones.

Guests. Invited guests join with an email address and no account. Their audio is transcribed exactly like yours, and the transcript lands in the host’s thread. The policy places the duty to tell guests about Pi on the host.

Who else touches it. The policy describes providers by role only: speech-to-text and voice, language models, image and video generation, the call infrastructure, hosting, sign-in, email, and payments. Each is contractually limited to its task and barred from training its own models on your data. Some sit in the United States, covered by the UK transfer agreement or standard contractual clauses. We found no named sub-processor list or public data processing agreement on heypi.xyz as of October 10, 2026, even though the terms of use refer to providers named in the privacy policy (per HeyPi’s terms of use, retrieved 2026-10-10).

Retention. Meeting threads stay as long as your account exists, by design. Closing the account removes content within 30 days. Server logs without meeting content are kept 90 days.

What this means for solo freelancers

HeyPi’s written posture is cleaner than many meeting tools we have reviewed. No training, no ads, no video, and a short deletion window. The risk sits in three workflow gaps rather than in the policy text. We weigh those gaps by how often a solo worker would hit them in a normal week.

1. You invite a client and forget to mention Pi. The client speaks freely about a pending acquisition or a staff problem. Their words are transcribed, stored in your account, and passed through unnamed AI providers. Based on the policy as written, the notice duty is yours alone, so an unannounced Pi on a call carries consent risk under UK and EU recording rules and under many US two-party consent states.

1. An EU client sends you a processor questionnaire. If you act as a processor for a client’s personal data, they will ask which sub-processors see it and whether a data processing agreement exists. Today you would need to email HeyPi support to get answers. That delay can stall a contract, and signing anyway leaves a documentation gap.

1. Pi acts on your connected apps mid-call. On the Solo plan, Pi works inside Gmail, Drive, Notion and Slack. On Teams, it reaches ads, CRM and chat tools. The terms say Pi reads bookings and emails back before sending, but you remain responsible for each instruction. A misheard sentence could send a draft contract or an internal price note to the wrong person.

There is also a slower risk. Because Pi’s memory improves with every call, the default is to keep everything. Two years of client conversations become one searchable store inside a beta product. If that account were ever compromised, the exposure would be far larger than a single meeting.

• Best fit: internal brainstorming, solo planning, pitches with your own material.
• Weak fit: calls covered by an NDA, regulated clients, any meeting where a guest has not agreed to AI transcription.

How to use it safely

If you want Pi’s speed without the open-ended exposure, set it up this way:

1. Announce Pi in writing and out loud. Add one line to your meeting invite and your service agreement stating that an AI assistant transcribes the call. Repeat it in the first minute, before anyone shares details.
2. Keep one room per client. Retention follows the room, so separate rooms let you delete a client’s history cleanly when the engagement ends. Put a calendar reminder for that deletion at project close.
3. Skip Google Calendar unless you need booking. The calendar link is optional and is the only consent-based processing HeyPi lists. Leaving it off keeps your full schedule, including other clients’ names, out of the tool.
4. Connect apps one at a time. Link a dedicated Drive folder or a single Notion workspace, never your main inbox, until you trust the read-back step.
5. Use Pi Whisper for private prompts. Typed questions in Pi Whisper stay with you; anything Pi says aloud or shows on screen reaches every guest.
6. Ask for the provider list before client use. Email support@heypi.xyz and request the current sub-processors and transfer safeguards. File the reply with your client records.
7. Redact before you build. When asking Pi to generate a deck or page, describe the client generically and fill real names in afterwards.

• Never paste passwords, bank details or health information into a Pi chat.
• If a guest objects, turn Pi off or move the call to a different room.

Privacy-friendlier alternatives

HeyPi’s real competitors are meeting apps with AI on top. If you need the call itself to stay confidential, these options trade Pi’s automation for stronger guarantees. None of the links below are affiliate links.

Proton Meet gives you what HeyPi structurally cannot: end-to-end encrypted audio, video, screen sharing and chat, so the content of the call is not readable by the provider. Proton is based in Switzerland and says Meet calls are never used for AI training. The free plan covers one-hour meetings with up to 50 participants, and the paid Meet Professional plan starts around $7.99 per month billed yearly. Best for consultants who discuss contracts, finances or legal matters with clients. You give up live transcription and agent actions.

Lumo by Proton covers the after-meeting part: drafting the follow-up email, summarizing your own notes, outlining a proposal. Proton states that Lumo keeps no logs of your chats and does not train on them. There is a free tier, and Lumo Plus runs around $9.99 per month billed yearly. Best for freelancers who want an AI writing helper but prefer to type a sanitized summary rather than stream a whole call. Pair it with Proton Meet for a full stack.

Jitsi Meet is open-source video conferencing that is free to use and needs no account for guests. Its main advantage over HeyPi is that a technically minded freelancer can self-host it, so recordings and logs never leave a server they control. Best for developers and agencies with a spare VPS. There is no built-in AI agent.

• Need AI notes from client calls anyway? Read our Fireflies review and our Synopsule review to compare how note-takers handle retention.
• Working with EU clients? Our guide to data processing agreements explains what to ask any vendor before a call is recorded.

The verdict

Frequently asked questions

Does HeyPi train AI models on my meetings?

No, according to its own documents. HeyPi’s privacy policy and terms both say it does not use meetings, notes or questions to train AI models, and that its outside providers are contractually blocked from training their own models on your data. Product improvement relies on aggregated usage counts rather than meeting content. That is a stronger commitment than many meeting assistants make, and it applies on the free plan as well.

Is HeyPi GDPR-friendly for EU clients?

Based on the policy as written, HeyPi uses UK GDPR legal bases, stores data in the United Kingdom, and covers US transfers with recognized contract clauses. The gap is documentation. There is no published sub-processor list or data processing agreement on the site, so you cannot hand an EU client a full processor chain today. Request both from HeyPi support before recording any call that includes an EU client’s personal data.

Do my clients need an account or consent to join a HeyPi meeting?

Guests join from an invite link with their email address and need no account or payment. Their speech is transcribed like everyone else’s. HeyPi’s terms make the host responsible for telling guests that Pi is present where the law requires it. In practice, that means you should get clear agreement in writing before the call, because the platform does not collect that consent for you.

How long does HeyPi keep meeting transcripts?

For as long as your account exists, unless you delete the room. HeyPi says ongoing memory is the core feature, so threads are not purged on a schedule. Closing your account removes meeting content, builds and account data within 30 days, while payment records stay as long as tax rules demand. Technical logs without meeting content are deleted after 90 days.

Can I use HeyPi for HIPAA-covered client calls?

Based on the policy as written, no. HeyPi does not mention HIPAA, offers no business associate agreement, and routes audio through unnamed speech and language model providers, some in the United States. Therapists, health coaches and medical consultants handling protected health information should keep those sessions on a platform that signs a business associate agreement and avoid AI transcription unless the patient explicitly agrees.

Is HeyPi the same as the Pi chatbot from Inflection AI?

No. HeyPi is a meeting platform built by Proactive Intelligence, a company registered in London, and its assistant happens to be called Pi. Inflection AI’s Pi is a separate consumer chatbot with its own privacy policy. Check the domain before you trust any privacy claim: HeyPi lives at heypi.xyz. Settings, retention rules and training commitments described in this review apply only to the HeyPi meeting product.

Sources

• HeyPi Privacy Policy, last updated 2026-10-05 (retrieved 2026-10-10)
• HeyPi Terms of Service, last updated 2026-10-05 (retrieved 2026-10-10)
• HeyPi pricing: Free, Solo and Teams plans (retrieved 2026-10-10)
• HeyPi homepage and feature overview (retrieved 2026-10-10)
• HeyPi on Product Hunt, launched 2026-10-06 (retrieved 2026-10-10)
• Proton Meet product page and pricing (retrieved 2026-10-10)
• Lumo by Proton: about and pricing (retrieved 2026-10-10)
• Jitsi Meet project page (retrieved 2026-10-10)

Reviewed by Jérémy, founder of AidTaskPro and GreenBudgetHub. Based in central France. Privacy posture sourced from public policies and vendor documentation as of October 10, 2026.