ChunkNote

1. Introduction

ChunkNote is an AI-powered real-time meeting assistant for macOS. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

ChunkNote is designed with privacy-first principles: your data stays on your computer by default. We only collect and process data necessary to provide the service.

2. What Data We Collect

2.1 Audio Data

• System audio capture: ChunkNote captures audio from your meetings via macOS system audio taps. This audio is not recorded or stored permanently.
• Processing: Audio is processed locally using Whisper or sent to your configured transcription provider (e.g., cloud-based services).
• Important: ChunkNote does not join your meetings as a participant. The app only accesses audio from your own computer.

2.2 Transcripts and Notes

• Generated locally: Transcripts and meeting notes are created and stored on your computer by default.
• Cloud sync (optional): If you enable cloud sync, your transcripts and notes may be stored in your Firebase account to access across devices.
• You own your data: All transcripts, notes, and derived content remain your intellectual property.

2.3 Account Information (Optional Cloud Features Only)

If you choose to use cloud features:

• Google Account information (email address, Google ID) for authentication
• User profile data you provide to ChunkNote
• Settings and preferences synced across devices

2.4 Technical Data

• API keys: If you use your own API keys, they are stored locally on your device in encrypted storage and are never transmitted to GigaCarp, LLC's servers.
• Diagnostic data: ChunkNote may collect limited, anonymized diagnostic information such as crash reports and performance metrics to improve the product. This does not include meeting content, transcripts, notes, or API keys.
• System information: To ensure compatibility, ChunkNote may log which macOS version you're running and basic hardware capabilities (for debugging purposes only).

2.5 Local Storage

ChunkNote stores on your device:

• Meeting transcripts
• Generated notes
• Meeting history and metadata
• App settings and preferences
• Context files and templates you upload

3. How We Use Your Data

• Transcription: Audio is processed to generate transcripts (locally or via your chosen provider)
• Note generation: Transcripts are sent to your configured LLM provider (Claude, Gemini, etc.) to generate meeting notes
• Coaching guidance: Your transcript and notes may be analyzed by your LLM provider to offer real-time coaching tips
• Cloud sync: If enabled, your data syncs to Firebase for cross-device access
• Product improvement: We never use your meeting data to improve or train our models

4. Third-Party Services

4.1 AI Providers

Depending on your configuration, AI features may be processed directly by a third-party provider using your own API key, or through a ChunkNote-managed cloud instance. In either case:

• No training on your data: GigaCarp, LLC does not use your meeting audio, transcripts, notes, or any other content to train AI or machine learning models, now or in the future.
• No selling your data: GigaCarp, LLC does not sell, license, or share your content with third parties.
• Third-party providers: When you use your own API key, your data is sent directly to that provider (Anthropic, Google, etc.) under their privacy policies. We are not responsible for how they handle your data.

4.2 Firebase (Optional Cloud Sync Only)

If you enable cloud sync:

• Your transcripts, notes, and settings are stored in Firebase Firestore (operated by Google Cloud)
• Authentication uses Google Sign-In via Firebase Authentication
• Data is encrypted in transit and at rest
• You can disable cloud sync at any time; data remains on your device
• See Firebase Privacy Policy

4.3 Transcription Services

If you use cloud transcription instead of local Whisper:

• Audio may be sent to third-party transcription services (e.g., OpenAI Whisper API)
• These services handle audio according to their privacy policies
• Review your chosen provider's privacy terms before enabling cloud transcription

4.4 Google API Services (Gmail, Calendar, Drive, Tasks)

ChunkNote optionally integrates with Google services to help you work with meeting-related emails, calendar events, Drive files, and Tasks. This integration requires access to your Google account.

4.4.1 What Google Data ChunkNote Accesses

When you connect your Google account, ChunkNote may access:

• Gmail messages: Reading, drafting, and sending emails related to your meetings (requires the gmail.modify scope)
• Google Calendar events: Reading upcoming and past meeting events to pre-populate context and notes
• Google Drive files: Reading files you explicitly share with ChunkNote as meeting context
• Google Tasks: Reading and creating tasks derived from meeting action items

4.4.2 How ChunkNote Uses Your Google Data

How your Google data is processed depends on which AI mode you've selected — see Terms of Service, Section 12.1 for details on AI modes:

• Local / Bring Your Own API Key (BYOK) mode: Google data is fetched to your device and, for AI-assisted features, sent directly from your device to your chosen AI provider using your own API key. It is not routed through GigaCarp, LLC's servers.
• ChunkNote Cloud mode: Google data used in AI-assisted features (e.g. email thread summarization, draft generation) is sent to GigaCarp, LLC's Cloud Functions, which forward it to an AI provider (such as Anthropic or Google) to generate a response, then return the result to your device. This data is processed only to fulfill your request and is not stored in ChunkNote's databases or logs.
• Meeting context only: In both modes, data is used solely to provide you with relevant meeting assistance — surfacing relevant emails, calendar details, and files during a meeting session.
• No AI training: Your Google data is never used to train AI models or for any purpose beyond the specific feature you invoked.
• No data brokering: GigaCarp, LLC does not sell, license, or transfer your Google data to any third party.

4.4.3 Revoking Google Access

• In ChunkNote: Open Settings and disconnect your Google account. This immediately stops all Google data access and removes locally cached tokens.
• Via Google: You can also revoke ChunkNote's access at any time from your Google Account Permissions page.

4.4.4 Google Data Retention

• Local device storage: Any Google data ChunkNote fetches is cached locally on your device.
• ChunkNote Cloud mode processing: If you use ChunkNote Cloud mode, Google data used in AI-assisted features passes through GigaCarp, LLC's Cloud Functions only for the duration of processing your request. It is not persisted in ChunkNote's databases or logs after the request completes.
• Cleared on disconnect: When you disconnect your Google account in Settings, locally cached Google data and OAuth tokens are deleted.
• Cleared on account deletion: Deleting your ChunkNote account removes all locally cached Google data.

5. Data Storage, Security, and Breach Notification

5.1 Local Storage

• All meeting data is stored locally on your macOS device using standard file encryption
• Device-level security (macOS FileVault, etc.) protects your data
• You have full control over your local data

5.2 Cloud Storage (If Enabled)

• Firebase stores your data in Google Cloud datacenters
• Data is encrypted in transit (TLS) and at rest
• Access is restricted to your account only

5.3 No Permanent Audio Storage

Important: ChunkNote does not permanently store your meeting audio. Audio is transcribed and then discarded.

5.4 Data Breach Notification

In the event of a security breach affecting your personal data, we will notify affected users as required by applicable law. Notifications will be sent to the email address associated with your account. Because the majority of your data is stored locally on your device, the risk of a server-side breach exposing your meeting content is limited to users who have opted into cloud features.

6. Your Data Rights and Controls

6.1 Access and Export

• You can export your meeting transcripts and notes from ChunkNote at any time
• Cloud-synced data can be downloaded via Firebase export tools

6.2 Deletion

• Local deletion: You can delete any meeting, transcript, or note from your device
• Cloud deletion: If cloud sync is enabled, deleting data from the app removes it from the cloud
• Account deletion: You can delete your cloud account, which removes all synced data from Firebase

6.3 Opt-Out

• You can use ChunkNote entirely offline without cloud sync
• You can disable cloud sync at any time
• You can choose which LLM provider to use or use none at all

7. macOS Permissions

ChunkNote requires the following macOS permissions to function:

• Microphone/Audio: Captures system audio from meeting applications
• Accessibility (optional): Used for meeting phase detection and real-time coaching triggers
• Screen recording: May be required for certain features (e.g., capturing meeting participant names)

You control these permissions through macOS System Settings. You can revoke permissions at any time, which may disable certain features.

8. Recording Consent and Legal Compliance

IMPORTANT: You are responsible for complying with all applicable laws regarding meeting recording and consent:

• Some jurisdictions require consent from all meeting participants before recording or transcribing
• Some jurisdictions require only one-party consent (the person running the app)
• It is your responsibility to inform meeting participants that you are using ChunkNote to capture and transcribe the meeting
• ChunkNote is not responsible for your violation of recording consent laws

See our Terms of Service for more details.

9. Beta Software Disclaimer

ChunkNote is in beta. As beta software:

• Features may change or be removed
• Data structures and storage formats may change, requiring migration
• Privacy practices may be updated as we improve the product
• Material changes to this policy will be communicated to users

10. Children's Privacy

ChunkNote is not intended for users under 13 years old. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has created an account, we will delete the account and associated data.

11. International Data Transfers

If you use cloud sync, your data may be transferred to and stored on Google Cloud servers, which may be located outside your country of residence. By using cloud sync, you consent to this transfer.

12. Your Privacy Rights (Jurisdiction-Specific)

12.1 California (CCPA/CPRA)

• You have the right to know what personal information is collected, used, and shared
• You have the right to delete your information
• You have the right to correct inaccurate information
• You have the right to opt-out of data sales (we do not sell your data)

12.2 European Union (GDPR)

• You have the right to access your personal data
• You have the right to correct or delete your data
• You have the right to restrict processing
• You have the right to data portability
• You have the right to object to processing
• You have the right to lodge a complaint with your local data protection supervisory authority

12.3 Exercise Your Rights

To exercise these rights, contact us at privacy@chunknote.app with your request and verification of identity.

13. Cookies and Tracking

ChunkNote is a native macOS application and does not use cookies or tracking within the app itself.

Our website and web properties use third-party tools including HubSpot for marketing analytics and visitor tracking. These may set cookies and collect standard web analytics data (such as page visits, referrer, and browser type). By visiting our website, you consent to this use. You can opt out via your browser's cookie settings or HubSpot's opt-out tools.

14. Data Retention

• Meeting data: Stored locally until you delete it
• Cloud data: Stored in Firebase until you delete it or close your account
• Account data: Retained until you close your account

15. Business Transfers

If GigaCarp, LLC is involved in a merger, acquisition, sale of assets, or similar transaction, your information may be transferred as part of that transaction. We will notify you via email or prominent in-app notice before your personal data becomes subject to a materially different privacy policy.

16. Changes to This Privacy Policy

We may update this Privacy Policy as ChunkNote evolves. Material changes will be communicated to users via email or in-app notification. Your continued use of ChunkNote after changes constitutes acceptance of the updated policy.

17. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data:

18. Legal Basis for Processing (GDPR)

If you are located in the EU, our legal basis for processing your personal data includes:

• Consent: You consent when you use ChunkNote and configure cloud sync
• Performance of contract: We process data to provide the service you've signed up for
• Legitimate interest: We have a legitimate interest in improving product security and functionality