The security questionnaire, already answered

A software company incorporated under the Canada Business Corporations Act, with its registered office in Welland, Ontario, Canada. Its legal name and address are on the data processing position and in the Terms.

Source: Data processing position · Terms

The Privacy Officer, named by role, at privacy@recordist.app or by post to the company's address. Legal notices go to legal@recordist.app.

Source: Privacy policy

security@recordist.app, published in /.well-known/security.txt and on the vulnerability disclosure page.

Source: Vulnerability disclosure

Not yetThere is no formal written set. The product's security design is documented in public on the security page and the Trust Center, and releases are built and published by script.

Source: Security · Trust Center

On requestYes, directly to a reviewer. Write to security@recordist.app with your questionnaire.

Source: Vulnerability disclosure

NoRecordist records, transcribes and writes notes on the person's own computer. The app never uploads audio and sends the vendor no transcript or note. There is no Recordist server that stores or relays meeting content.

Source: Trust Center: what leaves your machine · Security

In one data folder on each computer, app.recordist.desktop: under ~/Library/Application Support on a Mac, under %LOCALAPPDATA% on Windows and under ~/.local/share on Linux. It holds the database, the audio and the default exports.

Source: For reviewers · Managed settings for IT

Not applicableThe vendor holds no copy and cannot see, recover or restore recordings, transcripts or notes. Backups are the customer's, under the customer's own policies.

Source: Terms · Privacy policy

PartlyOnly to a destination the person chooses: a cloud AI provider with their own key (off by default), an Ollama server they run on another computer, an assistant they connect through the local API, or an export folder they pick. On a managed Mac the organisation can choose one more: when its profile names its own S3 bucket, each finished meeting's record (audio, transcript and notes) goes from that Mac to that bucket (the organisation archive), signed with the organisation's own key; the vendor's servers are never involved, and nothing is sent without such a profile. Each request that can carry meeting content is written to the app's Privacy Ledger before it is sent.

Source: Trust Center: what leaves your machine · The Privacy Ledger, explained

As controller, only what a person gives the website or a purchase (an email address and order details for a licence key, what a site form asks for, and support tickets), a few counts, and the standard request logs of the site and the release host. None of it is meeting content. The data processing position lists each record and the processors; the privacy policy gives each retention period.

Source: Data processing position · Privacy policy

Meeting content stays on the customer's computers. The vendor's own records are held by its processors, which operate in Canada, the United States and the European Union.

Source: Privacy policy · Data processing position

NoThe vendor receives no meeting content, so it has none to train on. A cloud provider the person chooses with their own key is governed by that provider's terms.

Source: Trust Center: what leaves your machine · Terms

NoThe only diagnostic is a file the person exports and chooses whether to send; it holds no audio, no transcript text and no meeting titles, and it replaces tokens and keys.

Source: Trust Center: what leaves your machine

YesIn Settings, Privacy, the Privacy Ledger lists the app's requests with time, host, purpose and bytes sent, marked This Mac, Local network or Internet. The Privacy receipt adds them up. The ledger article lists the few kinds of request not recorded yet, none of which carries meeting content.

Source: The Privacy Ledger, explained · Trust Center: what leaves your machine

At setup the person chooses how long audio is kept, until they delete it or for 30 days, with neither chosen for them; an install that never chose keeps 30 days until it is asked once. Settings also offers 7 or 90 days and deletion right after transcription. Delete meetings after removes whole meetings past an age; it is off by default and never removes a starred meeting. On a managed Mac, MaxRetentionDays caps both.

Source: Trust Center: retention and deletion · Managed settings for IT

Delete one meeting removes its records and audio, and the deleted rows are overwritten in the database file. Delete all my data removes every meeting, transcript, note, audio file and the Privacy Ledger. Remove everything and quit also removes models, settings, the licence and keys in the keychain. Data the vendor holds about a person is deleted on request to the Privacy Officer, answered within 30 days, apart from records the law requires it to keep.

Source: Trust Center: retention and deletion · Privacy policy

YesA person can hold a single meeting, and an organisation can hold every meeting on a managed Mac with the LegalHold key. A held meeting is not deleted and keeps its audio until the hold is released. Files remain readable by that operating-system account.

Source: Managed settings for IT · Trust Center: retention and deletion

The customer. Recordings stay on the customer's computers, so the customer is responsible for that personal information and the vendor cannot act on it.

Source: Terms

Markdown, text, SRT, VTT and JSON. Automatic export after each meeting is off by default. On a managed Mac, IT can turn automatic export off, keep exports in one folder and remove audio export.

Source: For reviewers · Managed settings for IT

NoRecordist does not encrypt its own files. They are protected by the operating-system account and by full-disk encryption (FileVault, BitLocker or LUKS) where it is on, which we recommend. On a Mac, Settings, Privacy shows whether FileVault is on.

Source: Security · For reviewers

YesThe app's own downloads and update requests and the Anthropic and OpenAI APIs use HTTPS. A notes server on another computer is reached only over HTTPS unless an organisation allows plain HTTP with AllowPlainHTTPAIServer. A calendar feed is fetched at the address the person gives, which can be plain HTTP. The local API is plain HTTP on 127.0.0.1 only.

Source: Security

In the operating system's keychain, never in settings files, exports, diagnostics or logs.

Source: Security · Trust Center

Licence keys are Ed25519-signed and verified offline against a public key built into the app. The key is never sent to the vendor; the app downloads only a public list of withdrawn keys with its update check.

Source: Security · For reviewers

Not applicableThere are no accounts, so there are no passwords to lose and nothing for single sign-on to protect. Nothing joins a meeting, so there are no meeting-platform credentials or OAuth grants.

Source: Security

NoMeeting content is never on the vendor's systems. Support never asks for transcripts or audio.

Source: Security · Privacy policy

The local API listens on 127.0.0.1 only and refuses requests carrying another Host. Every request that reads or changes meetings needs a bearer token; each connected program has its own token with only what it needs, and Settings, Integrations lists each one with Revoke. The browser extension's token cannot read, change or delete meetings.

Source: Security · Developers

PartlyOn a managed Mac, DisableAgentRecording stops agents from starting recordings. The local API cannot yet be switched off by policy, and a connected assistant can read meetings within its token's scope; where it sends what it reads depends on that assistant.

Source: Managed settings for IT

PartlyThe Mac app is signed with our Apple Developer ID (Team ID JNC57WQK69) and notarised by Apple, and from 0.3.13 it checks at launch that it is still signed with that ID. The Windows installer is not code-signed yet, so the SHA-256 on the download page is how a person knows the Windows and Linux files are ours. Updates the app installs are signed with our own key on every platform.

Source: Security · Download

An update installs only when the person chooses, and only if its signature matches the public key built into the app. The update check carries no app version, platform or identifier, and IT can turn it off with DisableUpdateCheck.

Source: Security · Trust Center: what leaves your machine · Managed settings for IT

YesThe speech models, the voice-activity model and the notes engine are checked against an exact size and a SHA-256 built into the app before use, and a file that does not match is deleted. The notes model is checked by the notes engine against the SHA-256 values in its registry manifest.

Source: Security

Dependencies are pinned through lockfiles. An automated audit for known vulnerabilities (cargo audit and npm audit) runs once a week and on every pull request that changes a lockfile, and automated pull requests propose dependency updates.

Source: Security

On requestA CycloneDX SBOM of the desktop app, covering its Rust and JavaScript components and the speech models and notes engine it downloads, with their SHA-256 values, is available from security@recordist.app.

Source: Vulnerability disclosure

Open-source components such as whisper.cpp, Tauri, SQLite and Ollama, each under its own licence. The app lists its components and licences under Settings, About, Third-party software.

Source: Trust Center: third-party licences

Not yetWhen one is done, the scope and the result will be stated here.

Source: Security

NoThe app is closed source. Its open-source components remain under their own licences.

Source: Terms

YesIt is published, with scope, safe harbour for good-faith research and response times: acknowledgement within 3 business days, and the aim of a fix for confirmed high-severity issues within 14 days. It is referenced from /.well-known/security.txt.

Source: Vulnerability disclosure

NoThere is no paid bounty. Reporters who wish it are credited in the changelog.

Source: Vulnerability disclosure

The current minor version. The Free plan receives them on the same day as paid plans.

Source: Security

A security notice in the update feed shows a banner in the app for the versions it names, while update checks are on. People who asked on the download page for news of new versions also get an email for a security notice. Fixes are listed in the changelog.

Source: Vulnerability disclosure · Privacy policy · Changelog

Not yetThere is no formal written plan. Because the vendor holds no meeting content, there are no customer meetings on its systems for an incident to expose. For the records it does hold, it notifies the people affected and the authorities as the law requires.

Source: Data processing position

YesVersions 0.1.4 and earlier of the optional MCP gateway did not check the token on their optional network ports. Gateway 0.1.5 requires it, and the security page describes the exposure and how to update.

Source: Security

NoRecording, transcription, notes with the built-in engine, search and export work offline once the models are installed. The vendor's servers answer update checks, serve downloads and publish the list of withdrawn keys.

Source: Trust Center: what leaves your machine · Privacy policy

The Terms promise at least 90 days' notice on the site and by email to everyone with a paid plan, and a refund of the unused part of any paid period. Installed copies keep working, because keys are checked on the computer: on the customer's plan until the end date in the key, then on the Free plan. The data is already on the customer's computers, in open export formats.

Source: Terms

NoNo formal SLA. Support is by email and by ticket, and a person replies within one business day.

Source: Support

Recordist 1.0.0. Every release is on the changelog and every open limitation on the known-issues page.

Source: Changelog · Known issues

Mac (macOS 14.6 or later on Apple silicon), Windows 10 or 11 (64-bit) and Linux (x86_64). Windows and Linux are a preview: the Windows installer is not code-signed yet, and the managed settings are Mac-only.

Source: Download · For reviewers

On a Mac: Microphone, and Screen & System Audio Recording, which macOS requires to record a call's sound; the app uses the audio only and never captures screen images or video. Calendar and Notifications are optional, and Screen Recording or Accessibility is optional, to read meeting window titles. It does not ask for Contacts, Location, Camera, Full Disk Access or Automation.

Source: Trust Center: permissions

NoBy default it asks before it records. Two settings let a recording start without the card, both off by default: apps added to Record without asking for, and Allow agents to start recordings. On a managed Mac, DisableAutoRecordApps and DisableAgentRecording keep both off.

Source: Security · Managed settings for IT

PartlyOn a Mac, with a configuration profile from the organisation's MDM: fifteen keys, including ForceLocalModel, DisableCloudAIKeys, MaxRetentionDays, LegalHold, DisableUpdateCheck and, from 1.0, DisablePromiseLedger, DisableInstantReplay and DisableConsentPassport, with a sample profile and a Jamf Pro schema. There is no admin console, and the app reports nothing back, so compliance is checked on each Mac. Windows and Linux have no managed settings yet.

Source: Managed settings for IT

Not yetThe Mac app ships as a signed and notarised disk image.

Source: Download

The log holds no transcript text and no meeting or calendar titles. On a Mac it is in ~/Library/Logs/app.recordist.desktop, starts a new file at 2 MB and keeps the five most recent older files.

Source: Security

Once set up, unless the person adds something: media.recordist.app (update checks and the updates the person installs) and, while a licence key is stored, license.recordist.app (the public list of withdrawn keys). At setup, and when the person adds a model, speech models and the notes engine come from media.recordist.app, with huggingface.co and github.com as fallbacks, and notes models from registry.ollama.ai. A cloud provider or calendar feed is contacted only if the person sets one up. Model and notes-engine downloads, the withdrawn-keys list and cloud AI requests trust a list of root certificates built into the app, not the system's, so a proxy that inspects TLS makes them fail; update checks and notes-model downloads use the system's certificates.

Source: Trust Center: what leaves your machine · Security

Speech recognition runs on the computer with whisper.cpp. Notes are written on the computer by a built-in engine (Ollama with Qwen models) unless the person chooses a cloud provider with their own key or an Ollama they run. Recordist refuses the Ollama cloud models it can recognise.

Source: Trust Center: what leaves your machine · Trust Center: third-party licences

YesOn a managed Mac, ForceLocalModel keeps notes on the computer and DisableCloudAIKeys refuses cloud providers' keys. Neither covers what a connected assistant does with what it reads.

Source: Managed settings for IT

PartlyEach decision, action item, open question and quotation is checked against the transcript line it cites, and items the transcript does not support are removed. The check compares words and can miss errors, so notes carry a reminder to check them against the recording.

Source: Changelog · Trust Center: accuracy

NoThe notes have no fields for scores or rankings, and every template runs with an instruction never to add people, topics, decisions, owners or numbers that are not in the transcript.

Source: For reviewers

YesWren, the website's support assistant, is an AI and is labelled as one. Messages typed to it go to Anthropic's API with anything that looks like a key removed first; the site does not store or log them.

Source: Privacy policy

Not yetThe vendor's systems hold no meeting content, so a SOC 2 of them would cover the website, checkout and licence records only. We will revisit it when a customer needs it.

Source: Data processing position

NoWe make no certification or compliance claim.

Source: Trust Center

NoThe company does not sign business associate agreements under HIPAA, or agreements under PHIPA or other health privacy laws.

Source: For reviewers

Not applicableFor meeting content there is nothing for one to cover: the vendor processes none on the customer's behalf. The data processing position sets out what the vendor holds as controller and the processors it uses. If your process needs a signed document, write to legal@recordist.app.

Source: Data processing position

Not yetThe company holds no cyber or professional liability policy today.

Not yetThe accessibility statement says what we have built, what we have not tested and how to tell us about a barrier.

Source: Accessibility statement

The laws of Ontario and the federal laws of Canada that apply there, with the courts of Ontario. There is no mandatory arbitration and no class-action waiver, and a consumer keeps the mandatory protections of their own country or province.

Source: Terms