Legal
Data processing position
Version 1, 18 October 2026.
We do not process your meetings. Recordist records, transcribes and writes notes on each person's own computer, and the app has no way to send audio, transcripts or notes to us. This page sets out that position for a privacy or procurement review: what we never receive, the little we do hold and in what role, who processes it for us, and what that means for a data processing agreement.
1. Who we are
Recordist is made by Havihi Digital Inc., a corporation under the Canada Business Corporations Act, of 2 McMillan Place, Welland, Ontario L3B 0L5, Canada. Our Privacy Officer is accountable for how we handle personal information and is reached at privacy@recordist.app or by post at that address. Legal notices go to legal@recordist.app.
2. Meeting content: what we never receive
- Where it is processed. Audio capture, transcription, search and, with the built-in engine, note writing all run in the desktop app on the person's computer. Audio, transcripts, notes, speaker names and the search index are stored in a folder under that person's account. There is no Recordist server that stores or relays meeting content.
- Our role. We have no access to that folder. For meeting content we are neither controller nor processor (privacy policy, section 1.1). The customer decides what is recorded and is responsible for the personal information of the people recorded, and for their requests, under laws such as PIPEDA, the GDPR and the UK GDPR (Terms, "Your responsibilities").
- When content leaves the computer. Only where the person sends it: to a cloud AI provider with their own key (Anthropic, OpenAI or a compatible endpoint), to an Ollama server they run on another computer, to an assistant they connect through the app's local API, or to a folder they export to. Those transfers are between the person and that service, under its terms; we are not part of them, and the app's Privacy Ledger records each request that can carry meeting content before it is sent. On a managed Mac, an organisation can keep notes on the computer with ForceLocalModel and refuse cloud providers' keys with DisableCloudAIKeys.
- Model training. We receive no meeting content, so none is used to train or improve any model of ours.
- Support. Support never asks for transcripts or meeting audio, and the diagnostics file a person may choose to send contains neither.
3. What we do hold, as controller
We hold only what a person gives our website or a purchase, a few counts, and the standard request logs of our hosting. None of it is meeting content. For each record we are the controller. The privacy policy (sections 2.1, 3 and 6) gives every field and period in full; in short:
- Purchases: the email address, plan, amount, currency, date, country, billing name and address and a payment reference that Stripe sends us, to issue the licence key, answer the customer and keep the records tax law requires. We never see a card number. Free and programme keys are kept as section 3.1 of the privacy policy says for each.
- Website forms: what each form asks for (the early-access request, news of new versions, checkout interest, the team contact form, support tickets and the withdrawal and cancellation form), each kept for the period the privacy policy states for it.
- Page views: a count of views per page, with the referring site, the country and whether the device is a phone, using no cookies and storing no IP address or identifier of any kind.
- Counts of repeated tries: short-lived counts against a connection or a one-way hash of an address, kept from a minute to a day, only to limit abuse.
- The app's requests to us: the update check and the public list of withdrawn licence keys carry no app version, licence key or identifier; our hosting provider sees only what any web request carries, such as the IP address, in its standard logs.
4. Our processors
These services process the records in section 3 for us (privacy policy, section 5). None receives meeting content from the app.
| Processor | What it does for us | What it receives |
|---|---|---|
| Stripe, with Link as the seller of record | Takes payments, sends receipts and billing notices | The buyer's payment details under Link's own privacy policy; the vendor receives the email address, plan, amount, currency, country, billing name and address, and never a card number |
| Cloudflare | Hosts recordist.app, its forms, the installers' private storage, the release host and the licence service | What a site form asks for, licence and order records, and the standard request logs of the site, the release host and the licence service |
| Resend | Delivers the vendor's transactional email | The recipient's address and the message, such as a licence key or a download link |
| Slack | Carries notifications to the vendor's own team | A line per request, with any address shown only masked, as its first letter and its domain |
| Anthropic | Writes the replies of Wren, the website's support assistant | What a visitor types to Wren, with anything that looks like a key removed first |
To decide whether an address on a form can receive mail, our site also looks up the domain, never the full address, through Cloudflare's public DNS and, for a domain it does not know, the public registration database through rdap.org (privacy policy, section 2.1). We do not sell personal data and do not share it for advertising, and we send no marketing email.
5. 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 the UK we rely on the processors' standard contractual clauses or adequacy decisions (privacy policy, section 8). Meeting content is not transferred at all: it stays on the customer's computers.
6. A data processing agreement
A data processing agreement, such as one under Article 28 of the GDPR, governs a vendor that processes personal data on a customer's behalf. For meeting content there is nothing for one to cover, because we process none. For the records in section 3 we act as controller, under the privacy policy, and not on the customer's instructions. If your process needs a signed document all the same, write to legal@recordist.app with what you need.
7. Security of what we hold, and incidents
Payments are hosted by Stripe. Our site's forms are rate-limited, anything that looks like an API or licence key is removed before a support message is stored, and our team's notifications show an address only masked. Licence keys are verified on the customer's computer, and no meeting data is held on our website or licence service, so a compromise of either would find none. If a breach of security safeguards affects records we hold, we notify the people affected and the authorities as the law requires. Security reports go to security@recordist.app, under our disclosure policy.
8. Requests and changes
Requests to access, correct, delete or export what we hold go to the Privacy Officer at privacy@recordist.app, answered within 30 days (privacy policy, section 7). This is version 1 of this position. Where it and the privacy policy differ, the privacy policy applies, and this page is brought level with it. The rest of the vendor pack: the security brief, the pre-filled questionnaire and the Trust Center.