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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 Zoom App ("the App") connects your Zoom account to Ruby so that meeting metadata and Zoom-generated text transcripts can be used to generate insights inside Ruby. The App does not download, store, or process audio or video files from your Zoom recordings. This page explains how to install, configure, use, and remove the App.

2. About Ruby

Ruby helps revenue teams turn meeting data into structured insight. Once the App is installed:

  • Zoom meetings appear inside Ruby, linked to account, contact, and deal records

  • Zoom-generated text transcripts are pulled into Ruby after meetings end and cloud recording processing completes

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

  • Insights are surfaced in your Ruby workspace

3. Prerequisites

3.1 Zoom Requirements

  • A Zoom user account in good standing

  • A Zoom plan that supports cloud recording and third-party Marketplace app installation (Pro, Business, Education, or Enterprise)

  • Cloud Recording enabled on the host account — Zoom generates transcripts as part of cloud recording; local recordings are not supported

3.2 Ruby Requirements

  • An active Ruby account at app.heyruby.io

  • A Ruby plan that includes the Zoom integration

4. OAuth Scopes Requested

The App uses Zoom OAuth 2.0. During installation you will be asked to grant the following scopes:

meeting:read:meeting Reads individual meeting metadata (topic, start time, duration, host) to associate transcripts with the correct meeting record. Meeting metadata is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the account is active.

meeting:read:list_past_participants Reads participant names and email addresses from past meetings to attribute conversation segments to the correct speakers and link attendees to deal records. Participant data is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the account is active.

cloud_recording:read:list_recording_files Enumerates files within a meeting's cloud recording to locate the audio transcript file. This data is processed in-memory only and is not stored.

cloud_recording:read:meeting_transcript Downloads the audio transcript (VTT file) of a cloud recording. Audio and video files are never downloaded or stored — only the transcript text. Transcript text is stored in PostgreSQL and the source VTT file is retained on application server storage, encrypted in transit via TLS 1.2+.

cloud_recording:read:list_user_recordings Lists cloud recordings for a user's account to detect newly completed recordings and trigger transcript ingestion. Recording metadata is processed in-memory only to identify new recordings; no recording metadata is stored. Audio and video files are never downloaded or stored.

Ruby requests only the minimum scopes needed for the features described in this document.

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

5. Installing the App

Either flow below results in the same authorized connection.

5.1 From the Zoom Marketplace

  1. Sign in at marketplace.zoom.us

  2. Open the Ruby Zoom App listing using the link provided by Ruby

  3. Review the permissions and click "Allow"

  4. You will be redirected to Ruby to complete the connection

5.2 From Inside Ruby

  1. Sign in at app.heyruby.io

  2. Open Settings and select the Integrations section

  3. Click "Connect" next to Zoom

  4. Review the permissions on Zoom and click "Allow"

  5. You will be returned to Ruby with the connection complete

6. Initial Configuration

After connecting, you can configure the following from Settings → Integrations → Zoom:

  • Transcript sync: choose to sync all meeting transcripts or only transcripts of meetings linked to a deal

  • AI summaries: enable or disable transcript-based AI summaries

Google Calendar or Microsoft Calendar: if you have also connected a calendar integration, Ruby will automatically match Zoom meetings to calendar events and link them to the relevant deal or account. Calendar matching is configured in the calendar integration settings, not in Zoom settings.

7. Participant Consent and Host Responsibility

The Ruby Zoom App ingests the text transcripts of meetings you choose to bring into Ruby. Ruby does not download, store, or process audio or video files from Zoom recordings.

When you sync a meeting transcript:

  • 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 in Zoom 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 — Zoom."

8. How the Integration Works

8.1 Data Flow

  1. You authorize the App from the Zoom Marketplace or from inside Ruby

  2. Zoom redirects back to Ruby and the authorization is complete

  3. When a meeting ends and Zoom finishes processing the cloud recording, a recording-completed event is delivered to Ruby

  4. Ruby fetches the Zoom-generated text transcript (a WebVTT file) using your authorization

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

  6. Insights and meeting records are surfaced in your Ruby workspace

8.2 What Ruby Accesses

  • Meeting metadata: title, start and end time, duration, host, and join URL

  • Participant names and email addresses from past meetings

  • Zoom-generated text transcripts (WebVTT format) of synced meetings

8.3 What Ruby Does Not Currently Access

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

  • Zoom Chat messages outside of meeting transcripts

  • Zoom Phone call recordings

  • Zoom Webinars

  • Recordings or transcripts from Zoom accounts you have not connected

  • Payment or billing information stored in your Zoom account

  • Zoom OAuth tokens are not stored by Ruby; they are managed by Ruby's OAuth proxy

If we expand the App to access additional data types in the future, this Documentation page and the OAuth scopes presented during installation will be updated before any new access begins.

9. Features

9.1 Meeting Timeline

A view of past Zoom meetings inside Ruby, linked to deal, account, and contact records. Meetings with a completed cloud recording appear automatically. You can assign a meeting to a deal from the deal page.

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.

10. Disconnecting the Integration

10.1 From Inside Ruby

  1. Sign in at app.heyruby.io

  2. Open Settings and select the Integrations section

  3. Click "Disconnect" next to Zoom

  4. Confirm

10.2 From Zoom

  1. Sign in at marketplace.zoom.us

  2. Open Manage → Installed Apps

  3. Find the Ruby app and click "Uninstall"

  4. Confirm

When the App is uninstalled from Zoom, Ruby is notified, revokes the connection, and stops calling Zoom APIs on your behalf.

11. Data Deletion After Uninstall

When you disconnect the App:

  • The Zoom connection is revoked and Ruby stops ingesting new Zoom 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 Zoom data, email support@heyruby.io with the subject "Data Deletion — Zoom"; 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 installing again

  • Confirm that cookies and pop-ups are allowed for marketplace.zoom.us and app.heyruby.io

12.2 Transcripts Are Not Appearing in Ruby

  • Confirm that Cloud Recording is enabled on the Zoom host account

  • Confirm the meeting was recorded to the cloud, not to local storage

  • Wait for Zoom to finish processing the recording — longer meetings can take 30 minutes or more before the transcript is available

  • Ruby retries fetching the transcript automatically at 2, 5, and 10 minutes after the initial recording-completed event if the transcript is not yet ready

12.3 The Same Meeting Appears Twice in Ruby

  • This can occur when the meeting is on more than one connected calendar. Use "Merge with…" to combine duplicates.

12.4 I Removed the App but Ruby Is Still Showing My Zoom Data

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

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, participant information, and transcript text are stored in a PostgreSQL database on AWS RDS. Webhook authenticity is verified using HMAC-SHA256 signature validation on every inbound event.

14. Frequently Asked Questions

14.1 Does Ruby store my Zoom recordings?

No. Ruby does not download or store Zoom audio or video files. Ruby ingests only the Zoom-generated text transcript (in WebVTT format) of meetings you choose to 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 Zoom data to train AI models?

Ruby does not use customer-identifiable Zoom 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 Which Zoom plans are supported?

Pro, Business, Education, and Enterprise plans that include Cloud Recording. Free Zoom plans do not include Cloud Recording, which is required for Zoom-generated transcripts.

14.5 Does the integration support Zoom Webinars?

Not currently. The Ruby Zoom App supports Zoom Meetings only.

14.6 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

The current version of the Ruby Zoom App is shown on the Zoom Marketplace listing. Material changes to scopes, 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 Zoom App and does not modify any executed agreement. Use of the App is also governed by our Privacy Policy and the Zoom Marketplace Terms of Use.