Privacy Policy

1. Introduction

MindFlow ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services (collectively, the "Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you create an account, we collect your email address and any profile information you choose to provide.
• Voice Recordings: Audio recordings you create using the Service.
• Transcriptions and Notes: Text generated from your voice recordings and any notes you create.
• Tasks and Organization Data: Tasks, tags, and organizational structures you create within the app.

2.2 Automatically Collected Information

• Device Information: Device type, operating system version, unique device identifiers.
• Usage Data: How you interact with the Service, including features used and time spent.
• Log Data: IP address, browser type, access times, and error logs for troubleshooting.

2.3 Information from Third Parties

If you choose to link your account with third-party services (such as calendar applications), we may receive information from those services in accordance with their privacy policies and your settings.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Service
• Process and transcribe your voice recordings
• Generate summaries and extract action items using AI
• Sync your data across your devices
• Send you technical notices and support messages
• Respond to your comments and questions
• Analyze usage patterns to improve user experience
• Detect, investigate, and prevent fraudulent or illegal activities

4. Local Processing and On-Device AI

MindFlow is designed with a local-first architecture. This means:

• Voice Processing: When supported by your device, transcription occurs entirely on-device without sending audio to our servers.
• Data Storage: Your voice notes, transcriptions, and tasks are stored locally on your device by default.
• Offline Functionality: Core features work without an internet connection.
• Optional Cloud Features: Sync, backup, and certain AI features may require sending data to our servers. You control which features to enable.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third parties who assist in operating our Service (e.g., cloud hosting, analytics), bound by confidentiality agreements.
• Legal Requirements: When required by law, subpoena, or legal process.
• Safety: To protect the rights, property, or safety of MindFlow, our users, or others.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to you.
• With Your Consent: For any other purpose with your explicit consent.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure authentication mechanisms
• Regular security assessments and audits
• Limited access to personal data by employees

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide you the Service. You may delete your data at any time through the app settings.

After account deletion, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal compliance.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information.
• Export: Export your data in a portable format.
• Opt-out: Opt out of certain data collection and marketing communications.
• Restrict Processing: Request restriction of processing in certain circumstances.

To exercise these rights, please contact us at team@heymind.app.

9. Children's Privacy

The Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from your country. We ensure appropriate safeguards are in place when transferring data internationally.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page, updating the "Last updated" date, and sending you a notification through the app where appropriate.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: