Privacy Policy

1. Introduction

GrowTech Development, LLC ("Company," "we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use SoundMindAI ("the Software").

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

2. Our Privacy Commitment

SoundMindAI is designed with privacy as a core principle. We believe your data belongs to you, not us. Here's what makes us different:

• Local-First Architecture: All your recordings, transcripts, and summaries are stored locally on your Mac
• No Cloud Storage: We do not upload, store, or have access to your content
• No Analytics Tracking: We do not track your usage patterns, features used, or behavior
• No Data Selling: We will never sell, rent, or share your personal data with third parties for marketing
• BYOK Model: Your API keys go directly to service providers - we never see or store them on our servers

3. Information We Collect

3.1 Information You Provide

We collect limited information that you voluntarily provide:

• License Information: When you purchase a license, our payment processor (Paddle) collects payment information. We receive your name, email address, and license key for order fulfillment
• Support Communications: If you contact us for support, we collect your email address and any information you provide in your message

3.2 Information Collected Automatically

The Software collects minimal technical information necessary for operation:

• Machine Identifier: A hashed hardware fingerprint used solely for license validation and trial tracking. This identifier cannot be used to personally identify you
• License Validation Data: Periodic checks to verify license status (activated, trial, expired)
• Crash Reports (Optional): If you opt-in, anonymous crash reports may be sent to help us improve the Software

3.3 Information We Do NOT Collect

We want to be explicit about what we do not collect:

• Your recordings or audio files
• Your transcripts or summaries
• Your API keys (stored locally in Keychain)
• Your usage patterns or feature analytics
• Your IP address (beyond initial license validation)
• Your contacts, calendar, or other personal data
• Any content from other applications

4. How We Use Your Information

We use the limited information we collect for the following purposes:

• License Management: To validate your license, manage activations, and prevent unauthorized use
• Trial System: To track trial period usage on your device
• Customer Support: To respond to your inquiries and provide assistance
• Order Fulfillment: To process purchases and deliver license keys
• Software Improvement: To analyze crash reports (if opted-in) and fix bugs
• Legal Compliance: To comply with applicable laws and regulations

5. Third-Party Services

5.1 Payment Processing (Paddle)

We use Paddle as our payment processor. When you make a purchase, Paddle collects and processes your payment information. Paddle's privacy policy governs their use of your data: paddle.com/legal/privacy

We receive from Paddle: your name, email address, country, and purchase details for order fulfillment. We do not receive or store your credit card information.

5.2 BYOK Service Providers

When you use BYOK (Bring Your Own Keys) features, your data is transmitted directly from your Mac to the third-party service providers you choose:

• OpenAI: For Whisper transcription and GPT summarization
• Anthropic: For Claude summarization
• Google: For Gemini summarization
• AssemblyAI: For transcription services
• HuggingFace: For AI model access
• OpenRouter: For multi-model AI access

Important: When you use these services, your audio and text data is transmitted directly to them. Their privacy policies govern how they handle your data. We have no control over and assume no responsibility for their data practices. We strongly recommend reviewing their privacy policies before using their services.

Links to third-party privacy policies:

• OpenAI: openai.com/privacy
• Anthropic: anthropic.com/privacy
• Google: policies.google.com/privacy
• AssemblyAI: assemblyai.com/privacy-policy

5.3 Apple Services

When you use Apple Speech (native transcription), processing occurs on-device using Apple's built-in speech recognition. Apple's privacy policy applies to their services.

6. Data Storage and Security

6.1 Local Storage

Your content is stored locally on your Mac:

• Recordings: Audio files stored in your chosen location (default: Application Support folder)
• Database: SQLite database containing metadata, transcripts, and summaries stored locally
• API Keys: Stored in macOS Keychain with system-level encryption
• Preferences: Stored in UserDefaults on your Mac

6.2 Security Measures

We implement appropriate security measures:

• API keys are stored using macOS Keychain encryption
• Machine identifiers are hashed using SHA-256
• License validation uses secure HTTPS connections
• We follow industry-standard security practices in our development

6.3 Your Responsibility

Because your data is stored locally, you are responsible for:

• Backing up your recordings and data
• Securing access to your Mac
• Managing your API key security
• Encrypting your disk (recommended: FileVault)

7. Data Retention

Our data retention practices:

• Your Content: Stored locally on your Mac indefinitely until you delete it
• License Data: Retained as long as your license is active, plus any legally required period
• Support Communications: Retained for 3 years to provide ongoing support
• Purchase Records: Retained as required by tax and accounting regulations (typically 7 years)

8. Your Rights and Choices

8.1 Access and Control

You have control over your data:

• Access: All your recordings and data are on your Mac - you have full access
• Delete: You can delete any recording, transcript, or summary at any time
• Export: You can export your data in standard formats
• API Keys: You can add, modify, or remove API keys at any time

8.2 Crash Reports

Crash reporting is optional. You can disable it in the Software's settings.

8.3 Marketing Communications

We do not send marketing emails. The only emails you may receive are:

• Purchase receipts and license delivery
• Responses to your support requests
• Critical security notices (rare)

9. International Data Transfers

GrowTech Development, LLC is based in the United States. If you access the Software from outside the United States:

• License validation requests are processed in the United States
• Purchase information is processed by Paddle (based in the UK with global operations)
• BYOK services may process data in various locations depending on the provider

By using the Software, you consent to the transfer of your limited data to the United States and other countries where our service providers operate.

10. Children's Privacy

SoundMindAI 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 immediately.

11. Regional Privacy Rights

11.1 European Economic Area (GDPR)

If you are in the EEA, you have certain rights under the General Data Protection Regulation:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Request limitation of processing
• Right to Data Portability: Request transfer of your data
• Right to Object: Object to processing of your data

Our legal basis for processing: legitimate interests (license validation, fraud prevention) and contract performance (order fulfillment).

11.2 California (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it's used
• Request deletion of your personal information
• Opt-out of the sale of personal information (we do not sell your data)
• Non-discrimination for exercising your rights

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

11.3 Other Jurisdictions

We endeavor to comply with privacy laws in all jurisdictions where we operate. If you have questions about your specific rights, please contact us.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on our website
• Updating the "Last Updated" date
• Notifying you in the Software for material changes

Your continued use of the Software after changes indicates acceptance of the updated Privacy Policy.

13. Contact Us

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

GrowTech Development, LLC
Email: rgrow@growtechinc.com
Website: soundmindai.net

For privacy-related requests, please include "Privacy Request" in your email subject line. We will respond to requests within 30 days.