1. How we collect data

We collect data directly from you when you create an account, create or upload content, record audio, connect an integration, make a purchase, or choose to enable a feature. We also collect limited technical and device data automatically when needed to operate, secure, and deliver the service.

2. What data we collect

When you use Vibify, we may collect and process:

• Account data your name, email address, profile image and the authentication providers you connect.
• Subscription and purchase data your Vibify account identifier used as RevenueCat’s App User ID, plus purchase and subscription data needed to validate purchases and provide access, such as product IDs, transaction identifiers, entitlement status, renewal status and expiry dates.
• Push and device-installation data an Expo push token, an app-installation or device security identifier, platform, notification settings and registration timestamps used to deliver notifications and protect the service.
• Product content workspaces, tasks, events, notes, files, links, audio recordings, voice-masked or robotised audio versions, transcripts, reminders and collaboration data that you create or choose to share.
• Connected-service data data needed to operate integrations you choose to connect, such as calendar or messaging integrations.
• Session and technical data authentication tokens, interface preferences, device and browser information needed to keep the service secure and working.
• Product analytics data when enabled in production, a pseudonymous user identifier and limited product events, such as the type of action, platform, masked route, locale, time zone and screen size.

3. How we use your data

We use your data to:

• Provide, synchronise, support and secure Vibify features you use.
• manage subscriptions and paid-feature access, including validating purchases and restoring access through RevenueCat;
• register your device for notifications you choose to enable and protect accounts, sessions and notification delivery;
• Enable AI-powered and voice features such as:
  • Smart Capture and AI planning (turning text or voice into structured tasks, events, notes and plans)
  • AI assistance and analysis (summaries, suggestions, project analysis and AI chat)
  • Semantic search (finding content by meaning, not only exact text)

When you use an AI or real-time voice feature, the content needed for that feature, including selected text, original audio, robotised audio or a transcript, may be processed by external AI providers. OpenAI is used for real-time voice. OpenAI is used for Smart Capture, AI chat, summarisation and semantic search. We will not add other AI providers without updating this section.

4. Sharing, storage and security

• We store and process data needed to operate, synchronise, protect and improve the service. We use technical and organisational safeguards appropriate to the service, but no internet service can guarantee absolute security.
• We disclose content to collaborators only when you share it through a workspace, note, booking page or other sharing feature.
• We may use service providers to host, operate, analyse or support Vibify. They may process data only as needed for their services and under their applicable terms and safeguards.
• Call recordings: original microphone and/or system audio is processed temporarily to create the requested transcript, summary or note. If you choose to save call audio, we store and make available for playback only the resulting voice-masked or robotised version; the original recording is deleted from our server after processing.
• Audio saved in notes: audio that you record or upload directly into a note is stored as your content and made available for playback using an audio URL. It is retained while the related note or account is retained, subject to limited backup, security and legal retention periods.
• We do not intentionally include note text, task titles, AI prompts, AI responses, audio, full URLs, locations or entity IDs in custom product-analytics event properties.

5. Subscriptions and purchases

• We use RevenueCat to manage in-app subscriptions. We send RevenueCat your Vibify account ID as an App User ID, together with purchase and subscription data needed to validate purchases and determine access, such as product IDs, transaction identifiers, entitlement status, renewal status and expiry dates.
• We use the resulting subscription status to activate, maintain, restore and support paid features. RevenueCat may provide subscription status to our backend through webhooks.
• Apple, Google or another applicable store processes the payment. We do not receive or store your full payment-card number or card security code.

6. Integrations, AI and audio

• Connected integrations, including Telegram and calendar services, are optional. Their providers may process data under their own privacy terms when you enable them.
• Audio capture, transcription and call-recording features process audio only after you choose to use them. This may include your voice and other voices captured from microphone and/or system audio. You are responsible for making any disclosures and obtaining any consent required from other participants.
• Voice masking or robotisation is intended to reduce recognisability, but it may not fully anonymise the recording, transcript or generated content.
• We do not use voice recordings to identify people, create voiceprints or authenticate users unless we clearly state this and obtain any required consent.
• AI providers and real-time voice services may process the selected content necessary to return the requested result.
• OpenAI processes transmitted content under its API terms only to provide the requested feature and does not use it to train its models. We require OpenAI to provide a level of data protection equivalent to that described in this Policy.

AI processing choices Vibify sends selected text, original or processed audio, and transcripts to OpenAI only after you enable AI processing in the app. You can choose to use Vibify without AI during onboarding and change this choice at any time in Settings → Data and AI. When AI processing is disabled, Vibify does not send your content to OpenAI for AI features.

7. Retention, deletion and your choices

• You can delete individual content in the application and use Settings → Data and AI to delete all account data or delete your account.
• We retain active account data for as long as needed to provide the service. Limited retention may be necessary for backups, security, dispute resolution or legal obligations.
• Depending on applicable law, you may request access to, correction of or deletion of your personal data by contacting us.
• For privacy requests or help with deletion, contact srodionov@vibify.io.

8. Cookies and analytics

Vibify may use cookies or local storage to:

• Keep your session secure (authentication and session management)
• Remember preferences (for example, onboarding and interface settings)
• Measure product use (PostHog may be enabled in production for limited product analytics; automatic capture and automatic page views are disabled)

We do not configure custom product analytics to capture user-entered content. The applicable cookie or consent requirements depend on where you use Vibify.

9. Updates to this policy

We may update this Privacy Policy when the service, its providers or applicable requirements change. We will publish the updated date and, for material changes, provide an appropriate notice in the application or by email.

Contact and privacy requests

For questions about privacy, your data or this policy, contact: srodionov@vibify.io.