Meeting Notes: Privacy policy

Meeting Notes is made by MiniGamr LLC (we, us). This policy explains what the app collects, where your recordings go, how long anything is kept, and the choices you have.

The short version: your recordings stay on your phone and in your own iCloud. Only if you subscribe and allow it are they sent for transcription and notes, and the audio is deleted after processing. There is no account, no ads and no tracking, and we never sell your data.

What the app never collects

• Your name, email, phone number or any account. The app has no sign in.
• Your exact location, contacts or photos.
• Your advertising identifier (IDFA). The app shows no ads and does not track you across other apps or websites.

Your recordings

The app uses the microphone only while you are recording, after you tap Record and allow microphone access. You can also import audio files you choose.

Recordings, transcripts and notes are saved on your phone and, when iCloud Drive is on, in your own iCloud Drive (Files, iCloud Drive, Meeting Notes). iCloud is run by Apple under your Apple Account. We have no access to it.

Without an active subscription, nothing about a recording ever leaves your phone or your iCloud.

Transcription and notes (subscribers only)

When you have an active subscription and have allowed it, the app uploads each recording to our server, which runs on Cloudflare. The audio waits in our private Cloudflare storage until AssemblyAI, Inc., our speech recognition provider, has fetched and processed it, and is then deleted.

AssemblyAI turns the audio into a transcript, detects the language and tells the speakers apart. Our server then sends the transcript, with its speaker labels, through AssemblyAI's LLM Gateway to a large language model (currently Google Gemini, with Anthropic Claude as a backup), which writes the summary, decisions and action items. AssemblyAI has opted out of model training with every LLM Gateway provider, so the model providers do not train on your meetings.

Under its own terms, AssemblyAI may use the audio and transcripts it processes to improve its models. We do not sell your recordings, transcripts or notes, and we do not use them to train any model.

The app asks for your permission, naming these providers, before it sends the first recording. You can withdraw it any time in Settings with Send recordings for transcription. Recordings then stay on your phone.

With each request the app sends the signed purchase record Apple gives it, so our server can confirm your subscription. It contains the product, its dates and a transaction number, not your name or Apple Account.

How long recordings and notes are kept

• On your phone and in your iCloud: until you delete the meeting. Deleting a meeting removes it from your phone and your iCloud Drive.
• At AssemblyAI: our server asks AssemblyAI to delete the audio and the transcript 24 hours after processing finishes. Meetings that fail to process are deleted the same way.
• On our server: the audio is deleted as soon as AssemblyAI has processed it, and at the latest two days after the upload. The finished transcript and notes are kept for up to 30 days so the app can download them, then they are deleted. For each meeting we also keep a short record with its length, file size, dates, status and the subscription transaction number, which we use for the fair-use limits and for support. We keep that record until you ask us to delete it.

Usage data and crash reports

The app sends a small amount of usage data to our own server: for example that a recording was started or saved and roughly how long it was, that processing finished or failed, that notes were shared or copied, which onboarding screens you saw, and when the purchase screen was shown or a purchase or restore happened. It never includes your recordings, transcripts, notes or meeting titles.

The app also sends crash and performance reports from Apple's MetricKit. They describe where the app failed, not what you were doing.

Each report also includes your device model, iOS version, language and country or region, and when the app was opened and closed.

These reports carry a random install id that the app creates on your phone. It is not linked to your name, your Apple Account or your device. Deleting the app throws it away, and a new install gets a new one.

In the European Economic Area, the United Kingdom and Switzerland, nothing is sent until you agree on the consent card, and you can turn it off any time in Settings with Share usage analytics. Everywhere else, usage data and crash reports are on.

Purchases

Subscriptions are handled by Apple. We never see your card or any payment details.

To unlock the app, our server receives the purchase record Apple signs for each transaction: which product, its status and dates, and a transaction number, together with the random install id. We use it only to confirm your access and to keep our sales records. This is part of the purchase itself, so it does not depend on the usage data setting.

Settings from our server

The app downloads a few settings and the purchase screen layout from our server. Like any internet connection, this shows our server your IP address. We do not use it to identify you.

Diagnostics log

The app keeps a technical log on your phone. It is only sent if you choose Share diagnostics log in Settings and send it to us yourself.

Who we share data with

We use these service providers only to run the app: Cloudflare (our server), AssemblyAI (transcription and the LLM Gateway, subscribers only) and the language model providers AssemblyAI connects us to. They process data on our behalf. Each of these providers is bound by contract to protect your data at least as well as this policy does. We do not sell or share your personal information for advertising.

How long we keep other data

We keep usage data and crash reports only as long as they help us run and improve the app. We keep purchase records as long as accounting and tax rules require.

Deleting your data

Delete a meeting in the app to remove it from your phone and your iCloud Drive. Deleting the app removes what it stored on your phone and stops all reports. To ask us to delete data on our server, write to contact [at] minigamr [dot] com. We reply within 30 days.

Your rights

If you live in the European Economic Area, the United Kingdom or Switzerland, the GDPR gives you the right to access, correct, delete or export your data, to object to or limit its use, and to withdraw consent at any time. You can also complain to your local data protection authority. We rely on your consent for usage data and crash reports, and on our contract with you for processing your recordings and for purchase records. AssemblyAI processes data in the United States.

If you live in California, the CCPA gives you the right to know what we collect, to ask us to delete it, and to use these rights without being treated differently. We do not sell or share personal information.

To use any of these rights, write to contact [at] minigamr [dot] com.

Recording other people

Many places require everyone in a conversation to agree before it is recorded. Please tell the people in your meeting that you are recording, and follow the law where you are.

Children

The app is not aimed at children, and we do not knowingly collect data from anyone under 13, or under 16 in the European Economic Area.

Changes to this policy

If we change this policy, we will update it in the app and on this page and change the effective date at the top.

Contact

Email: contact [at] minigamr [dot] com

MiniGamr LLC, 830 Oxford Dr, North Salt Lake, UT 84054, USA.