Privacy policy

1. The short version

• We never save audio or screenshots. They are sent to be processed and then discarded.
• We save text you can see — your answers history, meeting transcripts and summaries — so the app can show them back to you. Meetings are deleted after 30 days.
• We don't sell your data, share it with advertisers, or use it to train AI models.
• No ads and no third-party tracking on the website or in the app.
• You can delete your data — see section 7.

2. What we collect

Your account

• Your email address and name, used to sign you in (handled by Clerk, our sign-in provider).
• Your plan, its status and renewal date. Card details go straight to Stripe — we never see or store your card number.
• Your referral code and any free-week credits you've earned.

What you do in the app

• Answers history: the questions and AI answers from your sessions (text only), so you can find them again. We keep your latest 200 and drop older ones; you can delete any or all of them in the app.
• Resume and reference document: the text of files you upload so answers can use them. It stays until you replace or remove it.
• Meetings: the transcript text, the speaker names you enter, the summary and the answers to your questions about the meeting. Deleted automatically 30 days after the meeting started, or sooner when you delete it.
• Usage: how much session time you used, AI usage counts (to apply plan limits and costs), and the app version and operating system you use.

Things you send us

• Contact messages, bug reports, feedback and testimonials — with the name and email you give.

Approximate location

• When you use the app or the site while signed in, we keep the last IP address your account connected from and the country and city it points to, to understand where our users are and to spot abuse. The IP is looked up with ip-api.com.

3. What we never save

• Audio. Your microphone and your computer's audio are sent in short pieces to be transcribed, and the audio is discarded. This applies to sessions and to meetings.
• Screenshots. They are sent to be answered and then discarded; only the text answer is kept in your history.
• Payment card numbers — Stripe handles them.

4. Meetings and the people in them

Meeting Summary hears other people, so a transcript contains what they said. Only you, signed in to your account, can see your meetings. You are responsible for telling the people in the meeting and for having any consent the law requires — see the meeting ground rules.

If you were in a meeting someone transcribed with ExtraMind and want something removed, ask the person who ran it, or contact us.

5. Who processes your data for us

We use a small number of providers, each only for its part:

• OpenAI — transcription, answers, meeting summaries and questions. Under OpenAI's API terms, this data is not used to train its models and may be kept by OpenAI for up to 30 days to detect abuse.
• Clerk — sign-in and account details.
• Stripe — payments and subscriptions.
• Railway — hosts our servers and database.
• Resend — sends our product emails.
• ip-api.com — turns an IP address into an approximate country and city.
• GitHub — hosts app downloads and updates.

These providers may process data in the United States and other countries. We don't sell personal data or share it for advertising.

6. Emails, cookies and site analytics

• Sign-in codes come from Clerk and payment receipts from Stripe. Our own occasional product emails, sent through Resend, include an unsubscribe link, and we honour it.
• The site uses cookies only to keep you signed in. Your browser also remembers small settings like light/dark mode and banners you dismissed.
• We count site visits and downloads as daily totals only — no IP address, device or location is recorded for them.

7. Your choices and deleting your data

• Delete history entries and meetings yourself in the app at any time; they are deleted immediately.
• Cancel your plan from your account page.
• To get a copy of your data, correct it, or delete your account and everything in it, email [email protected] or contact us. We'll do it within 30 days.

Depending on where you live (for example under GDPR in the EU and UK, or in California), you have rights over your data, including access, correction, deletion and objecting to how it is used. Write to us and we'll help — you also have the right to complain to your local data-protection authority.

Payment records Stripe keeps for tax and accounting, and copies in short-lived backups, may last a little longer before they expire.

8. Keeping it safe

Data travels over encrypted connections — except the IP-to-location lookup, which ip-api.com's free service only offers unencrypted, and which sends nothing but the IP address. Access to your data requires your signed-in account, and only a small number of admins can access our systems. No system is perfect; if a breach affects your data, we'll tell you.

9. Children

ExtraMind is not meant for anyone under 16, and we don't knowingly collect their data.

10. Changes

If we change this policy, we'll update the date at the top. For important changes, we'll let you know by email or in the app.