NibNotesYour recordings, transcripts, and notes stay on your device
When NibNotes records a meeting, the audio is captured and converted to text on your computer. It is not streamed or uploaded to us or anyone else. The resulting notes, transcripts, and any audio you choose to keep are saved to a folder on your machine that you control. We never receive them, and we cannot read them.
By default, NibNotes keeps the raw audio for a week, keeps the text transcript for about two weeks, and keeps your notes indefinitely. All of this is configurable in Settings → Notes & folder, so you can keep the audio and transcript longer, or keep less.
To show who said what, NibNotes compares how each person on the call sounds, on your computer, while it writes the notes. It keeps only which lines were spoken by the same voice. It does not store a record of how anyone sounds, send anything about anyone's voice off your computer, or recognise a voice from one meeting to the next. You can turn this off in Settings → AI Notes ("Tell voices apart").
While a meeting records, NibNotes may also read the names of the people your meeting app lists as being in the meeting, and who it marks as speaking where it shows that, from the Zoom, Teams or Webex app, or on Windows a Teams, Google Meet or Zoom meeting open in Chrome or Edge. From a Slack huddle it reads only the huddle's captions. If you have turned on the meeting's live captions, it also reads those captions and who each one belongs to, to put the right name on each line of your transcript; they are kept with the transcript and deleted with it. It reads all of this the way a screen reader does, only while that meeting is recording, and uses it to name and spell the people in your notes. That happens on your computer, and nothing is sent anywhere by it. On a Mac, macOS asks you once to allow this (Accessibility permission); if you don't, the notes are written without it.
What is sent to write your notes
To turn a transcript into a written summary, NibNotes sends the transcript text, not the audio, to an AI language model. You choose how:
- Built-in AI (included with a purchase): the transcript text is routed (via OpenRouter) to a top AI model, Claude by default, under no-training and zero-data-retention terms. The model may run on a zero-retention-certified cloud host.
- Your own API key: the text goes directly to the provider you choose (such as Anthropic, OpenAI, Groq, or OpenRouter) under your own account and that provider's terms.
- A local model: run a model on your own machine and nothing is sent off your computer at all.
NibNotes shows a network activity log inside the app that records every outbound connection it makes, so you can see exactly what leaves your machine and when.
Your account, trial, and billing
To sell NibNotes and provide the free trial, we keep a small amount of account information:
- Your email address, so we can send your license and, before the trial ends, a reminder.
- Payment is handled by Stripe. Your card details are entered into Stripe and stored by Stripe. NibNotes never sees or stores your card number. We hold only opaque customer and payment identifiers that let us charge the agreed one-time price.
- For the built-in AI, we provision a spend-capped key through OpenRouter tied to your account so credits can be applied.
- We use Resend (resend.com) to send your account emails: trial reminders, receipts, and cancellation confirmations. It receives only your email address for this purpose.
- When NibNotes checks your license it tells us which version it is running, whether it is Windows or Mac, and a random ID for that computer that NibNotes generates itself. The ID is not derived from your hardware: it is not a serial number, MAC address, or machine name, and it identifies nothing outside NibNotes. We use it to know how many computers a license is being used on, to tell you which version you have if you write in, and as evidence that the software was delivered if a payment is charged back. We keep the date each computer last checked in. We never receive what you record, transcribe, or write.
We use these details only to run your license and billing. We do not sell them.
Analytics and tracking
NibNotes does not include advertising, third-party analytics, or usage tracking. The app connects out only to do its job: check your license, provision or use AI credits, download the speech and voice-matching models on first run, send transcript text when you generate notes, check for a new version, and fetch your calendar feed if you have linked one. All of it is visible in the in-app network log.
Data retention and deletion
Your notes, transcripts, and audio live on your computer; delete them any time by removing the files. Account and billing records are kept while your license is active and for as long as needed to meet legal and accounting obligations, then removed. To close your account or request deletion of your account data, email [email protected].
Children
NibNotes is a tool for work and is not directed at children under 13, and we do not knowingly collect their information.
Your rights
NibNotes holds very little about you: essentially your email address plus opaque payment and AI-provider account identifiers. Your meetings, recordings, transcripts, and notes never reach us; they stay on your computer. You have rights over the limited account data we do hold:
- If you're in the EU or UK (GDPR), you can access, correct, delete, or receive a copy of your personal data, and object to or restrict certain processing. The data controller for this information is Pratt Ventures LLC.
- If you're a California resident (CCPA/CPRA), you can request access to, a copy of, correction of, or deletion of your personal information, and you won't be treated differently for exercising these rights.
- We do not sell or share your personal data for advertising or cross-context behavioral advertising; we hold no advertising or tracking data to sell.
- To exercise any of these rights, email [email protected] and we'll take care of it.
Changes to this policy
If we change how NibNotes handles data, we'll update this page and its "last updated" date. Material changes will be noted on nibnotes.com.
Who this covers
This policy applies to the NibNotes desktop application and the nibnotes.com website, both operated by Pratt Ventures LLC ("NibNotes," "we," "us"), a Utah limited liability company. Questions? Email [email protected].
Contact
NibNotes, [email protected].