Privacy Policy

Voice Notes AI · effective 29 May 2026 · contact: yayappsltd+voicenotes@gmail.com

The short version. Voice Notes records audio on your device. We transcribe it locally on your iPhone using WhisperKit, then send the resulting text only to our AI proxy, which forwards it to a third-party AI provider (OpenAI or Google Gemini) to extract titles, tasks, dates and locations. Your raw audio never leaves your phone. By using the app you accept that text you produce may be processed by these AI services subject to their own privacy policies.

You are responsible for what you record. Make sure you have legal consent from everyone whose voice you capture, especially in jurisdictions where consent is required. We do not monitor or moderate recordings. The choice — and the responsibility — is entirely yours.

1. How your data flows

1.1 Recording (on-device only)

When you tap record, the iPhone microphone is used and a local audio file is written to the app's sandbox. This file never leaves your device unless you explicitly export or share it via iOS share sheet.

1.2 Live preview (Apple Speech, on-device)

While recording, Apple's on-device SFSpeechRecognizer may show a live transcript preview. This runs locally on iPhone 12 and newer for supported languages and does not transmit audio off the device.

1.3 Final transcript (WhisperKit, on-device)

When you save a recording, the app runs WhisperKit (OpenAI's Whisper model running as Apple Core ML on your device) to produce a high-quality transcript. The audio is processed locally; nothing is uploaded. The transcript text is then stored on your device.

1.4 AI extraction (cloud — text only)

To produce a structured note (title, category, due date, tasks, location strings), the transcript text is sent over HTTPS to our backend at voicenotesai.app/api.php. Our backend forwards the text to either OpenAI or Google Gemini (whichever is currently active in our admin panel) which returns a JSON response. We do not keep a copy of the transcript or the response.

AI providers may process your text. Once your transcript is sent to OpenAI or Google, their privacy and data-use policies apply. You should not assume any specific retention, training-use, or confidentiality guarantee. If your transcript contains sensitive information, do not press Save (the AI extraction step is what produces a Voice Note; raw audio stays local regardless). See OpenAI's privacy policy and Google AI's terms.

2. What we collect on our servers

Anonymous Firebase UID. A random anonymous identifier is created the first time you launch the app, to enforce free-tier quota and verify subscriptions. It is not linked to your name, email or phone number unless you explicitly sign in (future feature).
Quota counters. The number of AI-extracted notes you've created this month is stored in Firebase Firestore against your anonymous UID.
Subscription state. If you subscribe, RevenueCat records the transaction and the active entitlement (subscriber) for your anonymous UID.
Request logs. Our backend logs each API request (action, anonymous UID, IP, timestamp, status, duration) for up to 14 days to detect abuse and debug failures. Logs do not contain transcripts or audio.
Crashes & diagnostics. Firebase Crashlytics + Analytics collect crash traces and anonymous app-interaction events to improve quality. They do not include transcripts, audio, or content.

3. What we never collect

Your name, email, phone, contacts, photos, or other personal information.
Audio files (they stay on your device).
Your precise location (we don't request location permission; if a transcript mentions an address, it's just text the user said).
We do not embed any third-party advertising or tracking SDKs.

4. Third parties we use

OpenAI / Google Gemini — process your transcript text to produce the structured note. Their own privacy policies apply.
Firebase (Google) — anonymous authentication, Firestore (for quota), Crashlytics, Analytics, Remote Config, Storage.
RevenueCat — subscription processing & verification.
Apple — App Store, iCloud (only if iOS chooses to back up app sandbox files), and on-device Speech Recognition for the live preview.

5. Your rights and choices

Delete any note (and its on-device audio) from inside the app at any time.
Revoke microphone, speech recognition, calendar, reminders, or notification permissions in iOS Settings.
Choose not to save a recording — the AI extraction step is what sends text off-device. If you Discard instead of Save, nothing leaves your phone.
Manage or cancel your subscription from iOS Settings → Apple ID → Subscriptions.
Email us at yayappsltd+voicenotes@gmail.com with your anonymous UID (visible in the app's Settings → About) to request deletion of any server-side data tied to it.

6. Children

Voice Notes is not directed to children under 13. If you believe a child has used the app, contact us and we will remove any associated data.

7. Changes

We may revise this policy. The effective date at the top of the page will be updated, and we will surface the change in the app on next launch when it is material.