This policy explains what personal data is processed when you use Gistsmith — the Mac app, the service behind it and this website — why it is processed, who it is shared with, how long it is kept and how you can use your rights under the EU General Data Protection Regulation (GDPR).
1. Who is responsible
Gistsmith is operated by T:mi Aslan Dogan Marketing, a Finnish sole proprietorship (yksityinen elinkeinonharjoittaja), business ID (Y-tunnus) 3346878-5, Sarvivälkkeentie 3 C 27, 90240 Oulu, Finland (“we”, “us”). We are the controller for the personal data described in this policy. For any privacy question or request, write to contact@senoldogan.dev.
2. The short version
- Your notes, transcripts and recordings are stored on your Mac. Our servers do not keep a copy.
- Meeting audio and text pass through our server only to be transcribed and summarised by our AI providers; our server does not store them. We keep only usage numbers (how long, how many tokens) to apply the plan limits.
- We don't use cookies, analytics or advertising trackers on this website, and we don't sell your data.
- You can delete your account yourself at any time; the data on our server is deleted immediately, except a pseudonymous record of how many free-trial meetings your sign-in identity has used (see section 9).
3. Your meeting content
- Live transcript. While you record, the live transcript is produced on your Mac by an on-device speech model. The audio does not leave your Mac for this.
- Final transcript and speaker separation. When a meeting ends, the app sends the recording through our server to ElevenLabs, which returns the transcript. Our server streams the audio through without writing it to storage and records only its duration.
- Notes, live translation, “What did I miss?” and Ask. The relevant parts of the transcript (and of earlier notes, when you use Ask) are sent through our server to Anthropic's Claude model, and the answer returns to your Mac. Our server does not store or log this text; it records only the number of tokens used.
- Storage. Notes, transcripts, recordings and the people and terms you add are stored in the app's folder on your Mac. The subscription app does not sync them to any cloud service. You can export or delete them in the app at any time.
- Integrations. When you send a note or tasks to Notion, Slack, Microsoft Teams, Discord, Zoom, Linear, Jira or Reminders, the app sends that content from your Mac directly to the service you chose, using the account you connected. It does not pass through our server, and the receiving service processes it under its own terms.
Meetings involve other people. You decide whether to record a meeting and what to do with the result, so you are responsible for telling participants that you are recording and, where the law requires it, getting their consent. We process meeting content only to provide the service to you and never for any other purpose.
4. Data we process, why, and on what legal basis
| Data | Purpose | Legal basis (GDPR Art. 6(1)) |
|---|---|---|
| Account. With Sign in with Apple: the user identifier Apple gives us and, if you share it, your email address (which may be an Apple private relay address). With Sign in with Google: your Google account identifier and email address. | Creating your account and signing you in | (b) contract |
| Sessions. One-way hashes of sign-in tokens, with creation and expiry times | Keeping you signed in; detecting stolen tokens | (b) contract; (f) legitimate interest in security |
| Device attestation. Apple App Attest key identifier, public key and attestation receipt, app version | Checking that requests come from our genuine app; preventing misuse of the free trial | (f) legitimate interest in preventing abuse |
| Usage. Start and end time and length of each meeting session, audio duration and AI tokens used; daily and monthly totals | Applying the trial and plan limits; controlling costs | (b) contract |
| Free-trial abuse prevention. (a) Apple DeviceCheck: Apple lets us store two bits for each device with Apple, and we use one of them to record that a Mac has already been used for a free trial. The app sends a short-lived token from Apple; we never receive a device identifier, and the bits are stored by Apple, not by us. (b) A pseudonymous keyed one-way hash of your sign-in identity (Apple or Google account identifier), stored together with the number of free-trial meetings used, when your trial started and whether a Mac was verified for your trial. We keep it after you delete your account, so deleting and re-creating an account does not give a new free trial. | Preventing the same person or Mac from getting the free trial again (fraud prevention) | (f) legitimate interest in preventing fraud and abuse |
| Network data. Your IP address, briefly, for rate limiting; and a keyed one-way hash of your IP address with the date when a new account starts its first trial meeting | Preventing abuse and bulk account creation | (f) legitimate interest in preventing abuse |
| Subscription. Stripe customer and subscription identifiers, subscription status, period end and billing country. Card and payment details are entered at Stripe and never reach us. | Managing your subscription and access | (b) contract; (c) legal obligation for accounting records |
| Technical logs. Endpoint, result or error code, account ID and time. Logs never contain meeting audio or text. | Operating the service, finding errors, security | (f) legitimate interest in a reliable and secure service |
| Messages and reports. See section 5. | Answering you; fixing problems | (f) legitimate interest; (b) contract for support requests |
| Downloads. A count of app downloads per day. No IP address or other identifier is stored with it. | Understanding how many people download the app | Not personal data |
Where we rely on legitimate interest, we have weighed it against your interests and kept the data to the minimum needed. You can object at any time (see section 10).
5. Contact form, feedback and crash reports
- Contact form. When you write to us through the contact form, we store your email address and message so that we can answer you. The form is protected by Cloudflare Turnstile (see section 6). We delete the message and email address 180 days after we receive them. If you email us directly, the message stays in our mailbox for as long as needed to handle your request.
- Feedback and crash reports from the app. These are sent only when you choose to send them. They contain your message or the crash report, the app version and the macOS version, and — if you are signed in — your account ID; an email address is included only if you add one. We use them to answer you and to fix problems, and delete them 180 days after we receive them.
6. This website, cookies and browser storage
This website sets no cookies of its own and uses no analytics, advertising or tracking tools. Fonts are served from our own domain. The site stores the following in your browser:
- Theme preference (
localStorage, keyainotepad.theme): saved only if you use the light/dark switch, so the site remembers your choice. - Sign-in session (
sessionStorage, keyainotepad.session): your session tokens after you sign in, kept only in that browser tab and removed when you close the tab or sign out.
These are strictly necessary for features you ask for, so they don't require consent. On the sign-in page, Apple's and Google's sign-in scripts are loaded from Apple and Google; they may use their own cookies and process your IP address and browser information when you sign in, under Apple's and Google's privacy policies. On the contact page, Cloudflare Turnstile checks that the form is used by a person; it processes technical data such as your IP address and browser characteristics. Cloudflare, which hosts the site, processes IP addresses to deliver and protect it.
7. Service providers and international transfers
We use the following providers (processors) to run the service. Each processes data only on our instructions:
| Provider | What for | Data | Location and safeguards |
|---|---|---|---|
| Cloudflare, Inc. | Hosting the website and our server, database, rate limiting, Turnstile, logs | Account, usage, message and technical data; meeting content in transit | Database stored in the EU. Cloudflare's network is global and the company is based in the USA: EU–US Data Privacy Framework and Standard Contractual Clauses. |
| Anthropic | Writing notes, translations and answers with the Claude model | The relevant parts of meeting transcripts and notes | USA; Standard Contractual Clauses. Under Anthropic's commercial terms, API data is not used to train models and is kept only for a limited period for safety and abuse monitoring. |
| ElevenLabs | Transcribing recordings and separating speakers | Meeting audio | USA and EU; Standard Contractual Clauses. ElevenLabs may keep request data for a limited period as described in its data processing terms. |
Payments. Subscriptions are sold through Link, Stripe's payment service, which is the merchant of record for your purchase. Stripe and Link process your payment, billing and tax details (such as your email address, billing address and payment method) as independent controllers for the transaction, under the Stripe privacy policy and Link's privacy policy. From them we receive only your Stripe customer ID, your subscription status and period, and your billing country — never your card details.
Apple (Sign in with Apple, App Attest, DeviceCheck) and Google (Sign in with Google) are also independent controllers for their sign-in services, under their own privacy policies. We do not sell personal data or share it for advertising.
8. How long we keep data
- Account, device registrations, meeting session records and monthly usage: while your account exists; deleted immediately when you delete it.
- The pseudonymous free-trial record (a keyed hash of your sign-in identity, the number of free-trial meetings used and when the trial started): while your account exists and for up to 24 months after you delete it, then deleted automatically.
- The DeviceCheck bit for your Mac is stored by Apple, not by us; it holds no personal details, only that the Mac has already given a free trial.
- Sign-in tokens: up to 60 days; deleted within a day after they expire or you sign out.
- Daily usage totals: 2 days. The hashed IP record for new trials: until the end of that day.
- Contact messages, feedback and crash reports: 180 days.
- Processed payment events and total daily AI spend (not linked to you): 90 days.
- Technical logs: kept for a short period by Cloudflare, normally no more than a few days.
- Database backups (Cloudflare D1 point-in-time recovery): up to 30 days, after which deleted data is gone from backups too.
- Our accounting records of subscription income: for as long as Finnish accounting law requires (currently up to 10 years). Receipts and payment records are kept by Stripe and Link under their own policies.
9. Deleting your account
You can delete your account at any time with “Delete account” on your account page. Any unfinished subscription is first cancelled immediately at Stripe; then your account, sign-in identities, sessions, device registrations, meeting session records, usage, subscription record and Stripe customer link are deleted together in a single step.
What remains: a pseudonymous record of your free-trial use (a keyed one-way hash of your sign-in identity, the number of free-trial meetings used, when the trial started and whether a Mac was verified), kept for up to 24 months to prevent free-trial abuse — if you sign in again with the same Apple or Google account, your new account continues the trial where the old one left off; the DeviceCheck bit for your Mac, which Apple stores; today's trial counter for your network (a hashed IP address, not linked to any account, deleted at the end of the day); payment records kept by Stripe and Link as the seller; messages and reports until their 180 days run out (ask us if you want them deleted sooner); and technical logs and backups until they expire. Notes and recordings on your Mac stay where they are; you delete them in the app.
10. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you and get a copy of it;
- have inaccurate data corrected;
- have your data erased;
- restrict processing;
- receive the data you gave us in a portable format;
- object to processing based on legitimate interest.
Write to contact@senoldogan.dev. We may ask you to confirm that the account is yours, and we reply within one month. You also have the right to lodge a complaint with a supervisory authority — in Finland, the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto, tietosuoja.fi), or the authority in the EU country where you live or work.
11. Security
All connections are encrypted with TLS. Sign-in tokens are stored on our server only as one-way hashes and IP addresses only as keyed hashes. Requests from the app are verified with Apple App Attest. Our provider keys exist only as encrypted secrets on our server, and access to the service's systems is limited to the operator.
12. Automated decisions
We don't make decisions about you based solely on automated processing that have legal or similarly significant effects. Usage limits are applied automatically according to your plan, as described in the Terms of service.
13. Children
Gistsmith is not intended for anyone under 18, and we don't knowingly process children's data.
14. Changes to this policy
When we change this policy we update the date at the top. We announce material changes in the app or by email before they take effect.
15. Contact
T:mi Aslan Dogan Marketing
Sarvivälkkeentie 3 C 27, 90240 Oulu, Finland
Business ID 3346878-5
contact@senoldogan.dev