1. Introduction

Ruby (a product of 17404531 Canada Inc, a Canadian Corporation) ("we," "us," or "our") provides an AI-powered sales intelligence platform. The Ruby Fathom integration ("the Integration") connects your Fathom account to Ruby so that meeting metadata and Fathom-generated text transcripts can be used to generate insights inside Ruby. The Integration does not download, store, or process audio or video files from your Fathom recordings. This page explains how to install, configure, use, and remove the Integration.

2. About Ruby

Ruby helps revenue teams turn meeting data into structured insight. Once the Integration is connected:

  • Meetings recorded by Fathom appear inside Ruby, linked to account, contact, and deal records

  • Fathom-generated text transcripts and summaries are pulled into Ruby once they're ready in your Fathom account

  • Ruby's AI agents summarize meetings, extract action items, and score deal health

  • Insights are surfaced in your Ruby workspace

3. Prerequisites

3.1 Fathom Requirements

  • A Fathom account in good standing

3.2 Ruby Requirements

  • An active Ruby account at app.heyruby.io

  • A Ruby plan that includes the Fathom integration

4. Access Requested

The Integration uses Fathom's OAuth 2.0 authorization flow. During installation you will be asked to review and approve Ruby's access to your Fathom account, covering:

  • Reading your list of recorded meetings, including titles, timing, and call participants, so Ruby can identify new meetings to bring in. Meeting metadata is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the connection is active.

  • Reading the text transcript of a specific recording once a meeting has been identified. Transcript text is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the connection is active.

Ruby requests only the access needed for the features described in this document, and does not use this access to create, modify, or delete anything in your Fathom account.

Note on OAuth token storage: Fathom OAuth tokens are managed by Ruby's OAuth proxy on Ruby's behalf. Fathom OAuth tokens are not stored directly by Ruby.

5. Installing the Integration

5.1 From Inside Ruby

  • Sign in at app.heyruby.io

  • Open Settings and select the Integrations section

  • Click "Connect" next to Fathom

  • Sign in to Fathom and review the permissions, then approve the connection

  • You will be returned to Ruby with the connection complete

6. Initial Configuration

Fathom does not currently have a separate settings panel inside Ruby beyond Connect and Disconnect. Once connected, Ruby is notified automatically when Fathom finishes processing a new recording (see Section 8).

7. Participant Consent and Host Responsibility

The Ruby Fathom integration ingests the text transcripts of meetings recorded in your Fathom account. Ruby does not download, store, or process audio or video files from Fathom.

When a meeting transcript is synced:

  • You confirm that you are the meeting host or have the host's authorization to bring the transcript into Ruby

  • You are responsible for obtaining all consents required by applicable law from meeting participants before recording the meeting with Fathom and before processing the transcript in Ruby. Depending on jurisdiction, this may include all-party or two-party consent for recording, and consents required under Canada's PIPEDA, Quebec Law 25, the EU General Data Protection Regulation, the California Consumer Privacy Act, and other applicable laws

  • Ruby relies on your representation that you have obtained these consents. Ruby does not independently verify participant consent and is not responsible for any failure to obtain it

  • If a meeting participant requests that their information be removed from Ruby, you can request deletion at any time by emailing support@heyruby.io with the subject "Data Deletion — Fathom."

8. How the Integration Works

8.1 Data Flow

  • You authorize the Integration from inside Ruby and complete Fathom's consent screen

  • Fathom redirects back to Ruby and the authorization is complete

  • When Fathom finishes processing a recording, Fathom notifies Ruby that a new transcript is available

  • Ruby fetches the transcript content using your authorization

  • Ruby parses the transcript into speaker-attributed segments and runs AI processing

  • Insights and meeting records are surfaced in your Ruby workspace

  • You can also manually sync recent meetings at any time from Settings → Integrations → Fathom, which checks your Fathom account for recordings Ruby hasn't yet ingested

8.2 What Ruby Accesses

  • Meeting metadata: title, recording date and time, and call duration

  • Participant names, as recorded by Fathom

  • Fathom-generated text transcripts of synced meetings

8.3 What Ruby Does Not Currently Access

  • Audio or video files from your Fathom recordings — only the text transcript is downloaded

  • The ability to create, edit, share, or delete anything in your Fathom account

  • Fathom team or user administration settings

  • Recordings or transcripts from Fathom accounts you have not connected

If we expand the Integration to access additional data types in the future, this Documentation page will be updated before any new access begins.

9. Features

9.1 Meeting Timeline

A view of past Fathom meetings inside Ruby, linked to deal, account, and contact records. Meetings with a completed transcript appear automatically.

9.2 AI Meeting Summary

After a transcript is available, Ruby generates a structured summary covering topics discussed, decisions made, objections raised, and action items.

9.3 Deal Intelligence

Meeting outcomes feed Ruby's deal-level agents — MEDDIC scoring, deal health assessment, champion identification, and objection handling — so your pipeline reflects the latest conversation.

9.4 Manual Sync

If a transcript doesn't appear automatically, you can trigger a manual sync from Settings → Integrations → Fathom, which checks your Fathom account for recordings Ruby hasn't yet ingested.

10. Disconnecting the Integration

10.1 From Inside Ruby

  • Sign in at app.heyruby.io

  • Open Settings and select the Integrations section

  • Click "Disconnect" next to Fathom

  • Confirm

When you disconnect, Ruby revokes the stored authorization and stops calling the Fathom API on your behalf.

10.2 From Fathom

To fully revoke Ruby's access from Fathom's side in addition to disconnecting in Ruby, check your Fathom account's connected apps or integrations settings and remove Ruby's access there as well.

11. Data Deletion After Disconnect

When you disconnect the Integration:

  • Ruby stops ingesting new Fathom data immediately

  • Existing meeting metadata, transcripts, and AI insights already in Ruby remain associated with your account so historical context is preserved

  • To delete previously synced Fathom data, email support@heyruby.io with the subject "Data Deletion — Fathom"; we will purge or anonymize the requested data within 30 days

12. Troubleshooting

12.1 Authorization Failed

  • The OAuth flow may have timed out — try connecting again

  • Confirm that cookies and pop-ups are allowed for fathom.video and app.heyruby.io

12.2 Transcripts Are Not Appearing in Ruby

  • Confirm the recording has finished processing in Fathom itself — check your Fathom dashboard

  • Try a manual sync from Settings → Integrations → Fathom

  • If syncing repeatedly fails, the connection may need to be refreshed — try disconnecting and reconnecting

12.3 I Removed the Integration but Ruby Is Still Showing My Fathom Data

Disconnecting stops new data from being ingested. To delete existing data, email support@heyruby.io with the subject "Data Deletion — Fathom."

13. Security and Privacy

For details on how Ruby handles your data, see our Privacy Policy at heyruby.io/privacy.

All data is transmitted using TLS 1.2 or higher. Meeting metadata and transcript text are stored in a PostgreSQL database on AWS RDS. Notifications from Fathom are verified using signature validation on every inbound event.

14. Frequently Asked Questions

14.1 Does Ruby store my Fathom recordings?

No. Ruby does not download or store Fathom audio or video files. Ruby ingests only the Fathom-generated text transcript of meetings you sync, along with meeting metadata. You can request deletion of stored transcripts at any time by emailing support@heyruby.io.

14.2 Does Ruby use my Fathom data to train AI models?

Ruby does not use customer-identifiable Fathom data to train shared models that benefit other customers. AI insights generated from your data are for your account only.

14.3 Can my teammates see my meetings?

Visibility is controlled by your Ruby workspace settings. By default, meetings are visible to the host and to team members assigned to the related deal.

14.4 How often does Ruby check for new transcripts?

Ruby is notified by Fathom when a new recording is processed. You can also manually sync at any time from Settings → Integrations → Fathom.

14.5 In which regions is Ruby available?

Ruby is currently available to users in North America (United States and Canada). International users may use Ruby subject to applicable laws and regulations in their jurisdiction.

15. Versioning and Changelog

Material changes to features or data handling practices are reflected by updating the Effective Date above and revising this page before the changes take effect.

16. Contact Us

17404531 Canada Inc. support@heyruby.io A Canadian Corporation

Disclaimer

This Documentation page describes how to use the Ruby Fathom integration and does not modify any executed agreement. Use of the Integration is also governed by our Privacy Policy and Fathom's Terms of Service.