Privacy Policy

1. Core principles

2. Information we process and why

3. Meeting mode on Mac

• Meeting mode records microphone input and starts transcription only after you explicitly start it on a Mac.
• Speech transcription is performed using on-device speech recognition on that Mac.
• Original audio, the transcript before finalization, and suggestions created during the meeting are stored locally on that Mac and can be deleted by the user.
• Original audio is not synced to iCloud. When you confirm publication, only the title and body of the meeting minutes are sent to the board, and only these finalized minutes may be eligible for optional iCloud sync.
• You choose whether to use an external AI provider separately for each meeting. Selecting external AI never sends the original audio.
• If you request external AI assistance, the finalized transcript, materials you select, and agenda and participant information may be sent to the selected provider only as needed to handle that request.

4. iCloud and backups

• iCloud sync is used only when you enable it and uses your Apple CloudKit private database.
• Original meeting audio, transcripts before finalization, and meeting suggestions are not uploaded to iCloud. Only meeting minutes that you finalize for publication may be eligible for sync.
• Workspace CloudKit records do not contain raw API keys. If iCloud integration is enabled, an API key may sync to devices on the same Apple Account through iCloud Keychain.
• Backups are separate from iCloud sync. API keys are excluded by default and may be included in an encrypted backup only after you acknowledge the warning and explicitly select an API-key-inclusive backup.
• Disconnecting or removing one linked device does not by itself delete data on that device or in iCloud.

5. External AI and web content

AI connections are optional. When you use an external AI connection, the request message, conversation and work context needed to answer, and supported attachments may be sent to the provider you select. If you have configured a fallback connection and the primary connection fails, the same request context may be sent to that fallback provider.

When you select external AI for a meeting, original audio is not sent. Only the transcript you approved, materials you selected, and agenda and participant information may be sent to the selected provider as needed for that meeting request.

Each provider's retention period, use for model training, account terms, and billing terms are governed by that provider's policies, not by Pocket CEO. A compatible API endpoint or local server that you enter is governed by the policy of its operator.

If you open an arbitrary website in the built-in browser, that website may process cookies, login sessions, access information, and information you enter under its own policy. Pocket CEO does not automatically collect the body of an open webpage as work data or automatically send it to AI.

Policies of key external providers

• Apple Privacy Policy
• OpenAI Privacy Policy
• Anthropic Privacy Policy
• Google Privacy Policy
• Cloudflare Privacy Policy

6. Optional permissions

The app may request access to the camera or photo library, Calendar or Reminders, the local network, notifications, Face ID or Touch ID, or system authentication when you use a feature that needs it. Starting meeting mode on Mac requests microphone and speech-recognition permission. If you decline a permission, you can continue using features that do not require it. You can change permissions in Apple system settings.

The App Store build does not include the direct-download server, lab or debug features, or the camera black-box feature.

7. Retention and deletion

1. Delete individual items
   You can delete conversations, posts, attachments, employees, and connection settings from their respective screens in the app.
2. Delete meeting data
   You can delete the original audio, transcript, and suggestions for an individual meeting session in the app. Minutes that you confirmed for publication are managed separately as board content.
3. Reset this device only
   You can reset Pocket CEO data on the current device from the data section in Settings. This keeps data on other devices and in iCloud.
4. Reset iCloud as well
   On Mac, choose the option to clear iCloud and start over under Settings → Devices → Data → Reset to clear CloudKit company data and linked-device records before resetting the current device.
5. Withdraw an external AI connection
   Turn off an external AI connection or delete its configuration under Settings → Conversations → Connections. To delete information already sent to a provider, use that provider's account and privacy tools.
6. Delete backup files
   A backup file remains where you chose to save it. Delete it separately from the app's backup library or the file system.

8. Security measures

• The app uses App Sandbox and Apple platform permission controls.
• API keys are stored in Keychain separately from ordinary settings data.
• New-format backups created by the user use password-based encryption and integrity verification.
• CloudKit sync is designed not to delete local data merely because remote data is absent without an explicit deletion marker.

9. Contact and policy changes

Contact us about privacy, incomplete deletion, or this policy using the address below. If features or processing practices change, we will update the effective date and the contents of this page.