Privacy Policy

1. Information We Collect

1.1 Account Information

When you sign in with Apple or Google, we receive:

• Your email address (if you choose to share it)
• Your display name (if you choose to share it)
• A unique authentication identifier

We do not receive or store your Apple ID password or Google password.

1.2 Audio Recordings

James records audio only when you explicitly press the record button. We never record in the background or without your action. Audio recordings are stored in your chosen location (iCloud, local device storage, or Firebase Cloud Storage).

1.3 Transcripts and Notes

Audio recordings are processed by AI to generate:

• Speaker-segmented transcripts (diarization)
• Structured meeting notes (summaries, decisions, action items, key points)
• Auto-generated titles for recordings

1.4 People and Communication Profiles

When you identify speakers in a recording, James creates people entries associated with your account. If you choose to generate communication profiles, AI analyzes confirmed speaker segments to build running communication profiles including patterns, strengths, and coaching suggestions.

1.5 Usage Preferences

We store your app preferences locally on your device, including:

• Appearance mode (light/dark/system)
• Preferred language for note generation
• Storage location preference
• Note template selections

1.6 Usage Analytics and Crash Data

We collect anonymous product-usage statistics and crash reports to understand which features are used and to fix problems:

• Usage events: Which screens are visited and which features are used (for example, "a recording was started" or "notes were viewed"), with coarse technical context such as app version, device model, and OS version
• Crash data: Stack traces and device state at the time of a crash

Analytics events describe app usage only. They never include your audio, transcripts, notes, profiles, names, or any content you create. We do not use the advertising identifier (IDFA), we do not track you across other companies' apps or websites, and analytics data is not linked to your identity.

2. How We Use Your Information

We use your information solely to provide the App's features:

• Audio processing: Uploading recordings to generate transcripts and notes
• Speaker identification: Associating confirmed speaker segments with people you create
• Profile generation: Analyzing speech patterns to build communication profiles you request
• Note generation: Creating structured meeting notes from transcripts
• Account management: Authenticating your identity and associating your data with your account

We do not use your data to:

• Train AI models
• Build advertising profiles
• Sell or share data with third parties for marketing
• Track your behavior across other apps or websites

3. Third-Party Services

James uses the following third-party services to provide its functionality:

3.1 Firebase (Google Cloud)

• Firebase Authentication: Manages sign-in with Apple and Google
• Cloud Firestore: Stores recordings metadata, transcripts, notes, people, and profiles
• Firebase Cloud Storage: Temporarily stores audio files during AI processing
• Firebase App Check: Protects backend services from unauthorized access
• Firebase Cloud Messaging: Delivers push notifications (if enabled)
• Google Analytics for Firebase: Collects anonymous usage statistics (see Section 1.6; can be disabled in Settings)
• Firebase Crashlytics: Collects crash reports so we can fix stability problems

Firebase services are governed by Google's Privacy Policy.

3.2 Google Vertex AI (Gemini Models)

Audio and transcript data are sent to Google's Vertex AI for processing:

• Diarization: Identifying distinct speakers in audio
• Note generation: Creating structured meeting summaries
• Profile analysis: Analyzing communication patterns
• Title generation: Creating descriptive recording titles

Data sent to Vertex AI is processed according to Google Cloud's Data Processing Terms. Your data is not used by Google to train their AI models.

3.3 Apple Sign In

If you sign in with Apple, authentication is handled by Apple's identity service. See Apple's Privacy Policy.

3.4 Google Sign In

If you sign in with Google, authentication is handled by Google's identity service. See Google's Privacy Policy.

4. Data Storage and Security

4.1 Storage Locations

• Audio recordings: Stored in your chosen location — iCloud (via CloudKit), local device storage, or Firebase Cloud Storage
• Metadata and transcripts: Stored in Cloud Firestore, scoped to your user account
• Preferences: Stored locally on your device using UserDefaults

4.2 Data Isolation

All data in Firestore is scoped to your authenticated user ID. You cannot access other users' data, and they cannot access yours.

4.3 Security Measures

• All data transmission uses encrypted connections (HTTPS/TLS)
• Firebase App Check validates that requests come from legitimate app installations
• Authentication tokens are managed securely by Firebase Auth
• Audio files uploaded for processing can be automatically deleted after notes are generated

4.4 Cloud Processing

When audio is processed, it is temporarily uploaded to Firebase Cloud Storage, sent to Vertex AI for analysis, and the cloud copy can be automatically deleted after processing completes (configurable in Settings).

5. Data Retention

• Recordings, notes, and profiles: Retained until you delete them or delete your account
• Cloud processing copies: Deleted after notes are generated (if auto-delete is enabled) or retained in cloud storage until you delete them
• Account data: Deleted when you delete your account
• Local preferences: Remain on your device until you uninstall the App

6. Your Rights and Controls

6.1 Access and Deletion

You can at any time:

• View all your recordings, transcripts, notes, people, and profiles within the App
• Delete individual recordings (which cascades to their transcripts and notes)
• Delete individual people and their associated profiles
• Delete all your data at once from Settings
• Delete your entire account and all associated data from Settings

6.2 Data Portability

You can request a copy of your data by contacting us at the email below.

6.3 Recording Consent

James requires you to press a button to start recording. You are responsible for obtaining consent from all participants before recording, in accordance with applicable local laws.

7. Children's Privacy

James is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us and we will delete it.

8. Website Cookies and Analytics

Our website (james-app.com) uses Google Analytics 4 to understand how visitors use the site — for example which pages are viewed and how people arrive. Google Analytics sets first-party cookies (such as _ga and _ga_<id>) that store a randomly generated identifier and usage information. IP addresses are anonymized.

These cookies are only set if you accept them via the cookie banner shown on your first visit. If you decline, no analytics cookies are set and no analytics data is collected. You can change your choice at any time using the “Cookie settings” link in the website footer. This website analytics is separate from the in-app analytics described in Section 1.6.

Website analytics data is processed by Google; see Google’s Privacy Policy. You can also opt out globally with Google’s browser add-on.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes through the App or by other means. Your continued use of James after changes are posted constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or your data, contact us at: