Privacy Policy

Information You Give Us

• Account: your email address, and the name and profile photo your provider shares if you sign in with Google or Apple. Sign-in runs on Firebase Authentication; we never see your Google or Apple password.
• Content you add to a notebook: audio you record or upload, PDFs, YouTube links, and text you paste — plus everything derived from them (transcripts, summaries and, for Pro users who request one, an audio overview) and the questions you ask the in-app assistant.
• Support and feedback: anything you send us by email or through the in-app bug reporter, including the diagnostic details attached to a report.

Information We Collect Automatically

• Device and log information: device model, operating system, app version, language, time zone, IP address and access times.
• Usage information: which screens you open and which features you use — for example that a recording was transcribed or a paywall was shown — so we can see where the product works and where it does not.
• Advertising identifiers: the iOS advertising identifier (IDFA) only if you allow tracking when the system asks, and the vendor identifier otherwise. Used for install attribution, never to build an ad profile.
• Crash data: stack traces and the device state at the moment of a crash.
• Subscription state: which plan you are on, whether a trial is running, and purchase and renewal events, reported to us by RevenueCat and the App Store.
• Visits to roomtone.io: the pages you open, the site or campaign link that sent you (the referrer and any utm_ parameters), your country, browser and device type, and whether you clicked a Download on the App Store button and which one. Counted by Vercel Web Analytics, which sets no cookies and does not recognise you from one day to the next, and by Google Analytics (see “Who We Share It With”).

We do not collect contacts, precise location, health data, or browsing activity on other apps and websites.

How Your Content Is Processed

When you add a source to a notebook, the file or text is uploaded to our server, hosted on Fly.io in Frankfurt, Germany.

• Transcription and generation: audio, extracted PDF text and transcripts are sent to OpenAI to be transcribed and summarised into meeting notes. OpenAI processes this data as our provider and does not use it to train its models.
• Audio overview (Pro): if you request one, your transcripts are sent to OpenAI to write a two-host dialogue script and turn it into spoken audio (text-to-speech). The resulting audio file is stored so you can play it back.
• Recordings are kept with your note. The audio file, its transcript and the generated notes stay on our server in Frankfurt so you can play the recording back and have it transcribed again. They stay until you delete the note; a deleted note sits in the trash for 30 days and is then erased, recording included.
• While you record, each finished minute of the recording is uploaded as a backup, so a meeting survives a lost or broken phone. Those pieces are discarded once the whole recording has arrived, or turned into a note of their own if it never does.
• Meeting notetaker (Pro): if you send the notetaker into a Zoom, Google Meet or Microsoft Teams call, it joins as a visible participant through Recall.ai, which records the call and hands the recording to us for transcription.
• Your notebooks are private to your account. We do not publish them, and no other user can read them.
• YouTube links: we fetch the video's captions or audio to build the transcript. We do not receive anything about your YouTube account.

Why We Process It

• Provide the Service and keep your notebooks in sync — contract performance, GDPR Art. 6(1)(b).
• Keep the Service secure, enforce plan limits, and prevent abuse — legitimate interests, Art. 6(1)(f).
• Understand how the product is used and improve it — legitimate interests, Art. 6(1)(f), or your consent where the law requires it.
• Measure which campaign an install came from — consent, Art. 6(1)(a), via the iOS tracking prompt.
• Send you technical and support messages — contract performance; marketing messages only with your consent.

Who We Share It With

We share data with the providers that run the Service, each acting on our instructions:

• OpenAI — transcription, summarisation and the in-app assistant
• Recall.ai — the meeting notetaker for Zoom, Google Meet and Microsoft Teams, when you use it
• Google Firebase — authentication, database, push notifications, analytics, crash reporting
• Fly.io — server and database hosting (Frankfurt, Germany)
• Vercel — website hosting, and counting page visits and download-button clicks on roomtone.io without cookies
• Google Analytics — website visit statistics for roomtone.io. In the EEA, the UK and Switzerland it sets no cookies and sends only cookieless measurements; elsewhere it uses first-party analytics cookies (_ga, _ga_*, kept up to 2 years) to tell returning visitors apart. Google signals and ad personalisation are off, and the site runs no ads.
• RevenueCat and Apple — subscriptions and payments. Card details go to Apple; we never see them.
• Mixpanel — product analytics
• Amplitude — product analytics
• AppsFlyer — install attribution
• UXCam — anonymised session analytics; text you type is masked in recordings

We also disclose data when the law requires it, or to protect the rights and safety of users and of Roomtone.

We do not sell your personal data, and we do not share it with advertising networks. If any disclosure counts as a "sale" or "sharing" under CCPA/CPRA, you may opt out by emailing us.

International Transfers

Our server and database are in the European Union. Some providers listed above process data in the United States; those transfers rely on the EU Standard Contractual Clauses or the EU–US Data Privacy Framework.

How Long We Keep It

• Uploaded audio and PDFs: deleted from our server once processed.
• Notebooks, transcripts, generated notes and audio overviews: kept until you delete them or close your account.
• Account data: deleted within 30 days of an account deletion request, except where we must keep records (for example, purchase records for tax law).
• Analytics and crash data: retained in aggregated or pseudonymised form for up to 24 months.

Children

Roomtone is for users aged 13 and over. Users between 13 and 18 may use it only with a parent or guardian's consent, and in countries where local law sets a higher digital-consent age, that age applies instead. We do not knowingly collect data from children below that age; if you believe a child has given us data, email team@getmegabrain.com and we will delete it.

Security

Traffic is encrypted in transit (HTTPS). Access to your notebooks is bound to your account's authentication token, and access to production systems is limited to those who need it. No system is perfectly secure, but we take reasonable measures to protect your information against loss, misuse and unauthorised access.

Push Notifications

If you opt in, we send push notifications about your notebooks and, where you have agreed, about the product. You can turn them off in your device settings at any time.

Your Rights

EEA and UK residents (GDPR)

• Access — request a copy of your data
• Rectification — correct inaccurate data
• Erasure — have your data deleted
• Restriction — limit how we process it
• Objection — object to processing based on legitimate interests
• Portability — receive your data in a portable format
• Withdraw consent — at any time, without affecting processing already carried out

California residents (CCPA/CPRA)

• Know what data we collect and why
• Delete your data, subject to legal exceptions
• Correct inaccurate data
• Opt out of any "sale" or "sharing"
• Not be discriminated against for exercising these rights

Email team@getmegabrain.com to exercise any of these. We respond to verifiable requests within 30 days (45 for CCPA requests).

Deleting Your Account

You can delete a notebook at any time in the app, which removes its sources, transcripts and generated notes. To delete your whole account and everything in it, email team@getmegabrain.com from the address you signed up with.

Contact

Roomtone
Email: team@getmegabrain.com

If you are in the EEA or UK and we have not resolved your complaint, you may also contact your local data protection authority.