Information We Process
1.1 Your content
We process conversation recordings and short voice notes you create or import, together with their transcripts, notes, summaries and translations. Depending on the feature you use, this may also include questions, photos, documents, scans, location information and generated reports.
Your content library is stored on your devices and, when sync is enabled, in your private iCloud managed by Apple. This is separate from the Memo Wizard backend. Using a feature that requires cloud processing sends the data needed for that feature to our backend and the relevant provider.
You are responsible for ensuring that any recording made using Memo Wizard complies with applicable law, including, where required by that law, informing participants and obtaining any required consents, permissions or other authorizations for recording meetings and conversations.
1.2 Account, purchases and technical data
We process your email address, account and sign-in provider identifiers, supplied display name, credit balance and usage, purchase identifiers and status, and app and communication preferences. Apple’s Hide My Email feature can conceal your actual email address, but it does not make the account anonymous.
Technical data includes device, operating system and app version information, installation identifiers, usage events, error information and network request data, including IP addresses. This supports service operation, diagnostics and abuse prevention.
Purposes of Processing
We use data to:
- transcribe audio, recognize conversation context, generate notes and summaries, translate content and provide contextual search;
- analyze selected photos and documents and prepare reports, including reports about a selected location;
- manage accounts, credits and purchases, and provide the sync and export features you choose;
- diagnose errors, assess app performance and prevent abuse, including repeated claims for free credits;
- handle support requests and communicate with users, including requests for feedback in accordance with their preferences.
The data sent to external services depends on the feature used. We limit it to what is needed to perform that feature.
Providers and Transfers Outside the EEA
We do not sell personal data. Infrastructure and AI providers process it on our behalf and may use subprocessors. We also list services connected to your own accounts and optional features. Data may be disclosed to competent authorities where required by law.
3.1 Infrastructure and AI
| Provider | Data and purpose | Location and transfer safeguards |
|---|---|---|
| Google Cloud Poland Sp. z o.o. — Google Cloud / Firebase | Account, authentication, credit and purchase data, temporary content and results, and technical data — app operation, analytics and diagnostics. | Backend: Poland (Warsaw); authentication: United States. Analytics, Crashlytics and support may process data outside the EEA. DPF / SCCs; list of locations. |
| Eleven Labs Inc. — ElevenLabs | Conversation and short voice note audio and resulting text — transcription. | United States. DPF / SCCs under the data processing agreement. |
| OpenAI Ireland Ltd. — OpenAI | Texts, transcripts, questions and, depending on the feature, images, documents and location — content generation and analysis. | United States and other countries in the subprocessor list. SCCs or an applicable adequacy decision under the data processing agreement. |
| Groq UK Limited — Groq | Conversation audio and texts — transcription and processing in the mode you select as “Cheaper”. | United States and other countries where the provider operates; contracting entity in the United Kingdom. Adequacy decision for the United Kingdom; SCCs for transfers requiring safeguards. |
3.2 Apple and optional integrations
| Provider | Data and purpose | Location and processing terms |
|---|---|---|
| Apple Distribution International Ltd. (Ireland) and Apple entities | Content and settings — private iCloud; identity, purchase and technical data — sign-in and App Store. | United States and other Apple locations. Safeguards, including SCCs, are described in Apple’s policy. Private iCloud is separate from the Memo Wizard backend. |
| Notion Labs, Inc. — optional export | Selected content, metadata and authorization data — saving to your Notion workspace. | United States by default; location depends on the workspace. Safeguards, including SCCs, are described in Notion’s privacy information. |
| Interline Technologies LLC — Transitland | Coordinates, address or location name, and search parameters — experimental transport information feature. | United States and other countries identified in Interline’s policy. |
3.3 Transfers outside the EEA
Data may be transferred outside the European Economic Area (EEA) as described above. DPF means the EU–US Data Privacy Framework: covered transfers to certified US entities rely on the European Commission’s adequacy decision. SCCs are Standard Contractual Clauses approved by the Commission. You can obtain a copy of the applicable safeguards through the linked documents or by contacting [email protected].
3.4 AI training
Content sent by Memo Wizard to OpenAI, Groq and ElevenLabs is not used to train their models under the service terms and settings we use.
Data Security
We use encryption for transmissions to our backend and service providers, together with data access controls. Administrative access is limited to authorized people and purposes related to operating the service. Your content library is stored on your devices and, when sync is enabled, in your private iCloud. As a rule, user content is not stored permanently in the Memo Wizard backend — it remains there temporarily for the time needed to process it and allow your device to download the results. Detailed retention and deletion rules are described in section 6.
Your Rights
Subject to the GDPR, you may request access, rectification, erasure, restriction of processing and data portability. You may object to processing based on legitimate interests, including the retention of identifiers after account deletion.
Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. You may opt out of requests for feedback or surveys. You can delete your account in the app’s settings; the scope of deletion is explained below.
Send requests to [email protected]. You may also lodge a complaint with a supervisory authority, including the President of the Personal Data Protection Office in Poland.
Data Retention and Deletion
Your content library remains on your devices and, when sync is enabled, in private iCloud. Memo Wizard does not create a persistent audio library in its backend.
6.1 Retention periods
| Data and location | Retention period or deletion rule |
|---|---|
| Conversation audio in the backend | Deleted promptly after successful transcription. Files remaining after an error are removed with the temporary data described below. |
| Short voice note audio in the backend | Processed for the duration of the transcription request. |
| Temporary transcripts, notes, translations, other results and remaining backend files | Deleted automatically, usually 24–32 hours after the last processing update. Further processing updates this timing; technical failures may extend it. |
| Content on devices and in private iCloud | Until you delete it. For short voice note audio, you may choose to keep recordings or delete them after processing, after one week or when the feature is deactivated. Deleting audio alone leaves texts and notes. |
| Account data | For the lifetime of the account, except for the identifiers described in section 6.3. |
| Technical data used to analyze app operation | Up to 2 years. |
6.2 Deleting content and your account
Content deletions sync through iCloud; completion on other devices depends on connectivity and sync. Deleting temporary backend data does not remove content from your library. Files and documents exported elsewhere, such as to Notion or Obsidian, must be deleted separately.
Choosing Delete Account in settings automatically starts deletion of app data on your device and of the profile, authentication data, credit balance and temporary backend content, without undue delay. This also covers app data synced to private iCloud.
6.3 Data retained after account deletion
We retain limited account and purchase identifiers, whether free credits have been used, and account-related dates, including the deletion date. We remove the display name; the retained record contains no recordings, transcripts or notes.
Free-credit usage information is retained for as long as the one-time grant rule applies and to the extent needed to enforce it. Purchase links are retained for as long as needed to manage the resulting entitlements, including restoration and renewals. This relies on our legitimate interests in preventing abuse and handling purchases. You may object as described in section 5.
6.4 Provider retention
Deletion from the backend does not mean simultaneous deletion by providers. OpenAI normally retains abuse monitoring logs for up to 30 days, with longer retention possible for legal or security reasons. Groq may retain content for diagnostics and abuse monitoring for up to 30 days, or longer if required by law. ElevenLabs does not specify a uniform maximum content deletion period in its standard agreement. Firebase’s documentation describes processing and deletion of authentication and diagnostic data. You may contact us about data submitted through Memo Wizard.
Analytics and App Technologies
The app uses Firebase Analytics and Crashlytics to analyze usage and diagnose errors. These services may use installation identifiers and process events and diagnostic data.
Policy Changes
We may update this policy as the app, its providers or processing practices change. We publish the current text and update date on this page. We communicate material changes as required by applicable law.
Controller and Contact
Data controller: Soloxus Paweł Wichniewicz — a sole proprietorship operating in Poland.
Privacy and rights requests: [email protected]
Support: [email protected]
Legal Bases for Processing
- Performance of a contract (Article 6(1)(b) GDPR): account management, delivery of requested features and handling purchases.
- Legitimate interests (Article 6(1)(f) GDPR): security, diagnostics needed to maintain the service, handling support requests and preventing abuse. Section 6.3 explains the limited record retained after account deletion.
- Legal obligations (Article 6(1)(c) GDPR): processing required by law, where applicable.
- Consent (Article 6(1)(a) GDPR): where required, for the purpose specified when consent is collected; it may be withdrawn.
Using the app or reading this policy does not constitute consent to every type of processing. Providing data needed for an account or a feature is voluntary, but without it we cannot provide that part of the service.