recordist

Legal

Privacy Policy

Effective 22 September 2026.

We don't store your data. We can't. Your recordings, transcripts and notes exist only on your device; Recordist has no server that could hold them. The only thing we keep is the email on your receipt. This policy explains what little we do process, why, and what your rights are.

Who we are

Recordist is made and sold by Havihi Digital Inc., a corporation under the Canada Business Corporations Act, of 2 McMillan Pl, Welland, Ontario L3B 0L5, Canada ("we", "us"). We are the controller of the personal data described in sections 2 to 4. Questions about this policy go to [email protected]; legal notices to [email protected].

Summary

  • The desktop app records, transcribes and summarises on your computer. Audio, transcripts and notes are stored there and are never sent to us.
  • We run no analytics, tracking or crash reporting, in the app or on this website.
  • We send no marketing email, to anyone, ever. The only emails you get from us are ones you asked for: a note that your early-access place is held, the invitation itself, a receipt, a licence key, or a reply.
  • If you buy a plan, Stripe processes your payment and we receive your email address and order details so we can issue a licence key. Billing is handled by Stripe and the licence email is delivered by Resend; both see the email address on your receipt and nothing about your meetings.
  • If you choose to use a third-party AI provider with your own key, transcript text goes to that provider directly from your computer, under their privacy policy. That is your choice, off by default, and listed in the app's Privacy Ledger.

1. The desktop app

1.1 Data the app stores on your device

Audio recordings, transcripts, AI notes, action items, markers, speaker names, templates, settings and a search index. All of it lives in a folder under your user account (see the Privacy and data guide in the Help Center). We have no access to this folder. It is "personal data" only in the sense that it is on your device; we are not its controller or processor.

1.2 Network connections the app makes

The app connects to the internet only in these cases, each described in the documentation, each listed in the app's Privacy Ledger, and each avoidable:

  • Model downloads from a public release mirror when you choose a transcription model. The request contains no personal data.
  • Update checks against our release host, sending only the app version and platform. Can be disabled in Settings.
  • Optional licence verification and key recovery, sending your licence id or the email you used at checkout to our licence service. Never required for the app to work.
  • Third-party AI providers (Anthropic, OpenAI or an OpenAI-compatible endpoint) when you enter your own API key. Transcript text and your template are sent directly to that provider. We are not involved in that transfer and it is governed by the provider's terms.

The app never transmits audio to us or to anyone else.

1.3 Recording other people

You decide what to record. The app records only after you confirm each meeting, and before your first recording it asks you to confirm that you are responsible for any consent or notice required where you record. Laws on recording conversations differ between countries and states; some require the consent of all participants. You are responsible for complying with the laws and policies that apply to you. We recommend telling participants when you record. See our plain-English guide, which is not legal advice.

2. This website

The site is static. It sets no cookies and loads no analytics. Fonts are loaded from Google Fonts, which means your browser requests font files from Google and Google receives your IP address and browser details as part of that request; Google's privacy policy applies to it. The films on this site are served from our own domain with your browser's built-in player; no third-party video service is involved. Our hosting provider (Cloudflare) records standard server logs (IP address, user agent, requested URL, timestamp) for security; these are retained for a short period.

While the site is in private preview it may require a password; entering it is not linked to any account.

2.1 Forms on this site

  • Early access: your email, your first name if you gave it, which computer you would run Recordist on, the time you asked, and the plan you chose if you asked from the pricing page, stored in our hosting provider's key-value store. We use it for three things: to send one short email confirming your place, to send you one invitation when your wave opens, and to run the early-access draw described in the rules. We send no other email. We keep it until invitations have gone out and the draw is complete, then for up to 12 months in case of a dispute, and we delete it sooner if you ask.
  • Support tickets: your email, subject, message, the page you were on and, if you gave it, your app version. Kept for up to 2 years after the last message, like support email.
  • Wren, the support assistant (AI): messages you type are sent to Anthropic's API from our hosting function to generate a reply, with anything that looks like an API or licence key removed first. We do not store chat messages and do not log their contents; Anthropic's API terms govern its processing. If you open a ticket from the chat, only the ticket is stored.

3. Purchases and licence keys

Checkout is handled by Stripe. We never see your card number. Stripe sends us:

  • your email address,
  • the plan you bought, the amount, currency, date, and a Stripe customer and payment id,
  • your country and, where Stripe collects it for tax purposes, your postal code or VAT id.

We use this to issue your licence key, send it by email (through Resend, our transactional email provider), calculate and remit taxes, provide support, and keep accounting records. Your licence key embeds a one-way hash of your email so that recovery can be verified; the key itself does not contain your email.

Legal basis (where the GDPR or UK GDPR applies): performance of a contract with you, and our legal obligation to keep tax and accounting records. In Canada, we collect and use this information for the purposes above with your consent, as PIPEDA requires.

4. Support

If you email us we keep the correspondence to answer you and to improve the product. We never ask for transcripts or audio. If we need details, we ask for the diagnostics bundle only, which contains neither. Please do not send audio or transcripts of other people unless they have agreed.

5. Data we share

We share personal data only with the processors needed to run the business: Stripe (payments), Resend (email delivery), Cloudflare (hosting, site forms and the licence service), Anthropic (generating Wren's replies), and our release host (serving downloads and answering update checks). We do not sell personal data and we do not share it for advertising.

6. Retention

  • Order and license records: for as long as your licence may be valid, plus the period required by tax law (typically 7 years).
  • Support email and tickets: up to 2 years after the last message.
  • Early-access requests: until invitations have gone out and the draw is complete, then up to 12 months in case of a dispute.
  • Server logs: up to 30 days.
  • Data on your device: entirely under your control; the Help Center explains how to delete it.

7. Your rights

Depending on where you live you may have the right to access, correct, delete or export the personal data we hold about you, to withdraw consent, to object to or restrict certain processing, and to complain to a supervisory authority (in Canada, the Office of the Privacy Commissioner). Email [email protected] and we will respond within 30 days. We may need to keep transaction records we are legally required to retain even after a deletion request.

California residents: we do not sell or share personal information as defined by the CCPA/CPRA, and we do not use it for cross-context behavioural advertising.

8. International transfers

We are based in Canada. Our processors operate in Canada, the United States and the European Union. Where data leaves the EU or UK we rely on the processors' standard contractual clauses or adequacy decisions.

9. Children

Recordist is not directed at children under 16 and we do not knowingly collect their data.

10. Changes

We will post any change to this policy here with a new effective date, and, for material changes affecting paying customers, email you before it takes effect.

In good faith

Recordist was built in good faith by a small team who wanted meeting notes without a bot in the room or a vendor holding the recording. It is a tool for remembering your own conversations. It is not a tool for recording people who do not know, monitoring staff, or surveilling anyone. The app asks you before every recording, keeps a visible indicator while it records, and gives you notice templates because we think the people you talk to deserve to know. Use it responsibly; the recording is yours, and so is the responsibility for it.

Contact

Havihi Digital Inc. · 2 McMillan Pl, Welland, Ontario L3B 0L5, Canada · [email protected]