PithyAI Privacy Policy (DRAFT)

Draft, revision 2 (2026-10-30), after the first legal review. Facts about what the app and servers do were checked against the code and the live servers on 2026-10-30. Items marked [Counsel: …] are legal decisions or confirmations still open. Do not publish until every bracket is resolved.

Who we are. PithyAI is operated by [Counsel: the controller: your full legal name and address as the owner of the personal App Store and Google Play developer accounts, or the company name, address and registration number once incorporated]. We decide why and how your personal data is processed (the "controller"). Contact for anything about your data: privacy@meetpithyai.com. [Counsel: assess whether an EU representative under GDPR Art. 27 is required while PithyAI serves EU residents from outside the EU.]

Effective date: [date of publication]. Version: [same date].

What PithyAI does

PithyAI records meetings on your phone, transcribes them, and writes summaries, action items and minutes with AI. You can also import audio files, ask questions about a meeting, and search your meetings.

What we collect

We do not sell personal data or show ads.

Where your data comes from

• From you: your email address, recordings, imported audio, speaker names and questions.
• From your phone and the app: the push token, platform, app language, app version and the requests the app makes.
• From Apple or Google: your account identifier and, if they share it, your email address when you sign in with them. Your purchase and subscription status comes from their stores, through RevenueCat.

Automated decisions

PithyAI applies its plan limits (number and length of meetings, questions a day) and sign-in rate limits automatically. It makes no decisions about you based solely on automated processing that have legal or similarly significant effects. AI summaries and answers are produced for you to read and check; they decide nothing about you.

Sensitive information in meetings

Meetings can contain anything people say: health, religion, politics, trade union membership, money, family matters, or things about people who are not present. PithyAI does not look for these categories or treat them differently. It transcribes and summarizes whatever is recorded, and only for you. We do not use meeting content for any other purpose, and no person at PithyAI reads it, except when you ask us to look at a specific meeting to fix a problem, or when the law requires it.

If a meeting will include sensitive information, decide whether to record it, and make sure the people taking part agree. You can delete a meeting at any time.

[Counsel: determine which sensitive-data rules apply: GDPR Art. 9, and the UAE PDPL's sensitive personal data. Decide what basis and controls PithyAI needs, for example explicit consent in the app before the first recording. The app currently shows a recording-consent notice before the first recording.]

The people you record

Meetings include other people's voices and words. You are responsible for telling everyone that you are recording and for recording only with their agreement where the law requires it. The app reminds you before your first recording. Speaker names are what you type. PithyAI does not recognize voices and stores no voiceprints.

Why we may use your data (legal bases)

[Counsel: confirm or change each basis. These are proposals.]

AI and model training

Your meetings are not used to train AI models, by us or by the services below. [Counsel/owner: confirm in the current contracts and settings: Anthropic's commercial terms for the API (no training on inputs or outputs), and Soniox's terms and account settings. Confirm the same for Speechmatics before it is ever switched on.] Only one transcription service receives your audio at a time. There is no automatic fallback to a second service.

Service providers and where your data goes

[Counsel/owner: sign or accept each provider's data processing agreement before launch, and keep copies.]

International transfers

Your data is processed in Germany and sent to providers in the United States and possibly other countries. [Counsel: name the transfer mechanism for each provider: for example the EU Standard Contractual Clauses in the provider's DPA, or the EU-US Data Privacy Framework where the provider is certified. Also name the basis for cross-border transfers under the UAE PDPL.] You can ask for a copy of the safeguards at privacy@meetpithyai.com.

How long we keep it

• Audio on our storage: deleted as soon as the summary is ready, unless you chose to keep it for 30, 60 or 90 days. Audio of a meeting that could not be processed is deleted. A recording left unfinished is closed and its audio deleted after 7 days. A storage rule removes any audio older than 100 days as a safety net.
• Audio on your phone: kept until the server has it, so nothing is lost offline. It is deleted 7 days after a meeting fails, or when you delete the recording.
• At the transcription service: we delete the transcription job and the uploaded file as soon as the transcript is saved, and retry if that fails. [Counsel/owner: confirm Soniox's own retention, including logs and backups, after deletion.]
• At the AI service: Anthropic keeps API inputs and outputs for a limited period for safety monitoring. [Counsel/owner: confirm the current period in Anthropic's terms, for example up to 30 days.]
• Transcripts, summaries, questions, speaker names: until you delete the meeting or your account.
• Sign-in codes: 2 days. Session tokens: until a day after they expire.
• Web server logs with IP addresses: 7 days.
• Database backups: copies of the database are kept 14 days on our server and 30 days in off-site storage. Data you delete stays in these copies until they expire. We use them only to recover from a failure. [Owner: before launch, decide how a restore re-applies deletions made after the backup, for example a short log of deleted account and meeting IDs kept for 30 days.]
• Cost records: the cost of processing each meeting is kept for our accounts with no link to you or the meeting once the meeting or account is deleted.
• Sign-in code emails at Resend: [Counsel/owner: confirm Resend's log retention].

After you delete your account

When you delete your account (Settings › Account › Delete account):

• Deleted straight away: your profile, meetings, transcripts, summaries, questions, speaker names, sessions, push tokens and pending sign-in codes on our servers. The audio is deleted from our storage, and pending transcription jobs are deleted at the transcription service. The app clears its data on the phone you use.
• Removed from backups as they expire: up to 30 days.
• Deleted shortly after: your customer record at RevenueCat (we ask RevenueCat to delete it; the request is retried until it succeeds). [Counsel/owner: confirm what RevenueCat keeps after a deletion request.]
• Not deleted by us: Apple and Google keep their own purchase and subscription records under their policies. Deleting the account does not cancel a store subscription: cancel it in the App Store or Google Play settings.
• Kept until the usage period would have ended: the current usage counts (number of meetings and audio minutes), kept until the free plan's meetings would have come back (30 days after the last meeting) or until the end of the Pro subscription month, under keyed hashes of your email and sign-in identifiers. These hashes can only be matched by someone holding our server secret and the same identifier, so they still count as personal data. They exist only to stop the free plan from being reset by deleting and re-creating an account, and they are deleted when that period ends.

Your rights

Depending on where you live, you may have the right to:

• access your data and get a copy;
• correct it;
• delete it;
• restrict or object to its processing;
• take it to another service (portability);
• withdraw consent where we rely on it.

In the app: Settings › Account › Export my data gives you a file with your profile, meetings, transcripts, summaries and questions. You can change speaker names, delete meetings, and delete your account. To correct anything else, write to us.

By email: write to privacy@meetpithyai.com from the email address on your account, or tell us which address you sign in with. If you sign in with Apple or Google, we may ask you to confirm the request from inside the app. We do this to make sure we act only for the account holder. We answer within [Counsel: one month, or the period the applicable law sets], and tell you if we need longer and why.

Complaints: you can complain to a data protection authority. In the UAE, that is [Counsel: the UAE Data Office]. In the EU, it is the supervisory authority where you live or work.

Security

• In transit: data is encrypted with TLS 1.2 or 1.3.
• On the phone: sign-in tokens are kept in the phone's secure storage (Keychain, Android Keystore).
• Audio uploads: audio goes to private storage through links that expire within 15 minutes. The transcription service fetches it through a link that expires within 2 hours.
• Codes and tokens: sign-in codes and session tokens are stored only as hashes.
• Server access: limited to authorized personnel, with key-based login. The hosting providers' own staff may have access under their security terms.

Children

PithyAI is not for children under [Counsel: 13 or 16, by region; the store age rating must match].

Changes

When we change this policy, we update the version and date above. If a change matters (for example a new purpose or a new provider that receives meeting content), we tell you in the app before it applies.