Privacy Notice

Effective date: August 23, 2026

This Privacy Notice explains what data ChadFlow ("we", "us", "our") collects when you use the ChadFlow applications for macOS, Windows, and iOS (including the ChadFlow keyboard extension), the chadflow.app website, and the ChadFlow account console (together, the "Service"), and how that data is used.

1. Data we collect

• Account data — email address, name (if you provide one), sign-in identifiers, and plan/subscription status.
• Content you submit — audio captured from your microphone (and, on desktop, system audio when you enable it), text you dictate or type into AI features, screenshots you explicitly share with AI features on desktop, and the transcripts, notes, and AI responses generated from them.
• Usage and billing metering — how much transcription time and AI usage your account consumes, so we can enforce plan limits and bill correctly.
• Basic technical data — app version, platform, and diagnostic logs needed to keep the Service working. We do not use advertising or analytics SDKs that profile or track you.
• Purchase data — App Store purchases are handled by Apple and our subscription-management provider (RevenueCat); we receive subscription status, not your payment card details. Web purchases are handled by the payment provider shown at checkout.

2. How your content is processed

When you use transcription, dictation, meeting notes, or AI answers, your audio and prompts are streamed through our servers to our external AI provider's API — currently OpenAI — which performs the speech recognition and text generation. The audio itself is used to produce your text and is not kept by ChadFlow after processing. Our servers act as a relay and metering layer: they authenticate your account, forward the data to OpenAI, count usage against your plan, and return the results to your app.

We use your content for one purpose only: to deliver the results back to you. Specifically, we do not:

• use your audio, transcripts, prompts, or AI output to train or fine-tune any AI model (ours or anyone else's);
• sell or rent your data, or share it with third parties for their own purposes;
• use your content for advertising, marketing, or profiling;
• read your content except where strictly necessary to operate the Service, debug a problem you report, enforce our Terms, or comply with the law.

OpenAI processes this data as a service provider under its API business terms: per OpenAI's policy, data submitted through the API is not used to train OpenAI's models and is retained by OpenAI for a limited period (currently up to 30 days) for abuse monitoring, after which it is deleted, unless OpenAI is legally required to keep it. OpenAI may process data on servers in the United States. OpenAI acts as our data processor and is contractually required to protect your data to the same or an equivalent standard as we do, and may use it only to provide the service to us — never for its own purposes.

3. Where your content lives

• On your device — voice notes, recordings, transcripts, and notes are stored locally in the app so you can access them. Deleting them in the app deletes them from your device.
• On our servers — audio is processed in transit and is not kept as a copy of record after processing completes. We store account data, usage metering, and the minimum service data needed to run features you use (for example, a transcription job while it is being processed, or history that a feature explicitly syncs to your account).
• With processors — OpenAI (AI processing, as above), Apple and RevenueCat (iOS purchases), our authentication provider, and our hosting providers. Each processes data only to provide their service to us, and each is contractually required to protect your data to the same or an equivalent standard as we do.

4. Recording other people

ChadFlow can record and transcribe conversations and meetings. You decide what to record; we process what you send us on your instructions. It is your responsibility to notify all participants that they are being recorded and to obtain any consent required by the laws that apply to you and to them, before recording. If you record another person, you are the party responsible for the lawfulness of that recording.

5. Retention and deletion

We keep account and metering data for as long as your account exists and as needed for billing, tax, and legal compliance. Content stored on your device is under your control. To delete your account and associated server-side data, contact us at support@talkflow.app and we will delete it within 30 days, except where retention is legally required.

6. Your rights

Depending on where you live (for example, under the GDPR in the EU/UK or the CCPA in California), you may have the right to access, correct, export, delete, or restrict the processing of your personal data, and to object to processing or withdraw consent. You also have the right to complain to your local data-protection authority. To exercise any right, email support@talkflow.app. We do not sell personal data, and we do not discriminate against you for exercising your rights.

7. Legal bases (EU/UK users)

We process your data to perform our contract with you (providing the Service you asked for), for our legitimate interests (keeping the Service secure and functioning, preventing abuse), and to comply with legal obligations. Where processing relies on consent (for example, microphone access granted through your operating system), you can withdraw it at any time in your device settings.

8. Security

Data in transit is encrypted with TLS. Access to production systems is restricted. No system is perfectly secure, so we cannot guarantee absolute security — please use judgement about what you record and submit.

9. Children

The Service is not directed to children under 13 (or the higher minimum age in your jurisdiction), and we do not knowingly collect their data. If you believe a child has provided us data, contact us and we will delete it.

10. International transfers

Our servers and our processors (including OpenAI) may be located in countries other than yours, including the United States. Where required, transfers are protected by appropriate safeguards such as standard contractual clauses.

11. Changes and contact

We may update this Privacy Notice; material changes will be posted here with a new effective date. Questions or requests: support@talkflow.app.