Privacy policy

Last updated 14 October 2026

Roundnote is a Mac app for meeting notes, with companion apps for iPhone, iPad and Apple Watch, made by I-DEV B.V. in the Netherlands. In this policy “we” and “us” mean I-DEV B.V., and “you” means you, the person using Roundnote or this website.

In short

• Your recordings, transcripts, summaries and voice profiles are stored on your Mac. We never receive them.
• There's no Roundnote account, no Roundnote server, no analytics, no advertising and no tracking.
• Something leaves your Mac only when you choose it: an AI service you set up, an assistant such as Claude or ChatGPT when you ask it, an email or file you share, and your own iPhone, iPad and Watch sending recordings to your Mac. Each meeting lists where it went, under What left this Mac.
• A voice is only remembered after you confirm the person agreed. Voice profiles never leave your Mac.
• This website sets no cookies and runs no analytics.

Reviewing Roundnote for an organisation? The page for data protection officers sets out who is controller and processor, the consent for voice profiles under the GDPR, and what each choice sends where.

Contents

1. What Roundnote stores, and where
2. What leaves your Mac, and when
3. Voices and consent
4. Keeping and deleting
5. No analytics, no tracking, no account
6. This website
7. Email to support
8. Children
9. Your rights
10. Who is responsible
11. Changes to this policy

1. What Roundnote stores, and where

Everything Roundnote makes is stored on your Mac: in the app's own folder (~/Library/Containers/eu.roundnote), in the folder it shares with its helper for Claude and ChatGPT (in ~/Library/Group Containers, its name ending in eu.roundnote), and in the folders you choose for your inbox, recordings and transcripts. That is:

• Recordings: the audio or video you record or add. For calls recorded on the Mac, the microphone and the call's sound are also kept as separate tracks.
• Transcripts and summaries, and what's made from them: who spoke when, the languages, the category, topics, decisions and action items, translations of the transcript or summary you asked for, what Claude or ChatGPT saved (a refined or translated summary, action items, decisions, tags, a title or an extra section) and the fixes you made by hand.
• Your own notes and marked moments, with their times in the recording, also the marks made on your iPhone, iPad or Watch. The live text shown while you record is a preview and isn't kept, nor is its translation; the names you give voices there are kept with the meeting.
• What left this Mac: for each meeting, a short list of the times it left your Mac, with when and where (an AI service's address, the assistant, the email addresses it was opened to), never what.
• People: the names you give, email addresses linked from calendar invitations, whether a person agreed to have their voice remembered and when, and, only with that agreement, their voice profile.
• Voice profiles: numbers computed from someone's voice, used to recognise them in later meetings, with a few short pieces of their recordings to listen to. Under the GDPR a voice profile is biometric data. It's made and kept on your Mac only. See Voices and consent.
• A search index of your meetings, so you and the assistants you connect can search them, with numbers for what each passage means, made on your Mac by a model built into the app, so a search also finds what was said in other words. It's made from the meetings and can always be made again.
• Settings: your choices, word list, categories, summary prompts and requests for assistants. The key for an AI service, and any calendar link you add, are kept in your Mac's Keychain.
• The free-meetings count, in your Keychain, so reinstalling doesn't reset it. If you use iCloud Keychain, Apple syncs it between your devices, end-to-end encrypted.
• Warnings and errors: a short list of recent ones, for the diagnostics file, with titles, names, file names and paths taken out.
• A log, only when you switch on debug mode: each step and how long it took, and your Mac's model, chip, memory and macOS version. No meeting text or names.
• Markdown copies of your meetings, if you chose a transcripts folder.

The iPhone, iPad and Apple Watch apps keep their recordings on the device and send them only to your own Mac, the Watch by way of your iPhone. A recording goes anywhere else only when you share it yourself from its page.

2. What leaves your Mac, and when

Roundnote sends nothing anywhere on its own. These are the only moments something leaves your Mac, and each one is your choice. Each meeting lists the ones that happened to it, under What left this Mac.

An AI service you set up

If you choose an AI service in Settings › AI instead of working on your Mac, Roundnote sends that service the meeting's audio (to transcribe it) or its transcript (to summarise it), with your word list and the names of people as spelling hints, and, for the summary, your own notes and marked moments with what was said around them. When you choose Translate Summary › With the AI Service, it sends the summary to translate. It goes straight from your Mac to the address you entered, under your own account and that service's terms; we don't receive it. Before meetings first go to a server, Roundnote asks you, saying what goes there, and it sends nothing to a server you didn't allow. Your key is sent only to that address. A model server such as Ollama or LM Studio runs on your own Mac or network. Recognising voices always happens on your Mac, whatever you choose.

Apple Intelligence, translation and Gemma

Summaries by Apple Intelligence and by Gemma 4 are written on your Mac. The live text and Translate Transcript are translated on your Mac too, and so is Translate Summary › On This Mac: by Apple's translation, or by Gemma for the languages Apple doesn't translate. macOS may first ask to download the languages from Apple. A later version may offer Apple's Private Cloud Compute for summaries of long meetings. If you choose it, the transcript is processed on Apple's servers under Apple's privacy commitments, and isn't kept there.

Claude and ChatGPT, when you ask them

You can connect Roundnote to the Claude desktop app, Claude Code or the ChatGPT desktop app (Settings › Assistants), so you can ask them about your meetings. When you ask, the assistant uses Roundnote on your Mac to search your meetings and reads the parts it needs: lists of meetings and people, summaries, action items and passages of transcript. It sends what it reads to its own service, Anthropic or OpenAI, as part of your chat, under your account with them and their privacy terms. Roundnote itself never puts your meetings online.

• Meetings and categories you mark “Hide from Assistants” are never given to an assistant through this connection, and nothing can be saved to them through it. They don't appear in Spotlight or Siri either. You can still share one yourself from its Share menu.
• An assistant can only save to a meeting what Roundnote's tools allow, shown as from Claude or ChatGPT: a refined or translated summary (Roundnote's own stays one click away), action items and marking them done, decisions, tags, a new title and an extra section under its own heading. It can't change transcripts, names or the original summary, and voice profiles are never shared with it.

Sharing a meeting

When you share a meeting from its Share menu, or download it, it goes where you send it. The Share menu offers Ask Claude, Ask ChatGPT, Ask Mistral Vibe, Ask Gemini and an assistant of your own (each one you switched on in Settings › Assistants), Copy for AI, Email, Email with Outlook and Send to Invited People. The meeting goes onto the clipboard, into an email in Mail or Outlook, into a file or into a new chat with the assistant, in its app or on its website, where nothing is sent until you press Return. An assistant you ask this way gets the meeting under your account with it and its terms. An email is addressed to the people on the meeting's calendar invitation, or else to the people Roundnote recognised whose email addresses it knows, never to you. For an email or a download, Settings › General › Share includes decides whether the summary goes along or only the transcript; for an assistant, the request you choose says what goes (the transcript, the summary, the action items or your notes), and Your Own Question follows Share includes. Your own notes can go to an assistant and into a download, never into an email. An extra section an assistant saved goes into a download too, never to other people. What left this Mac goes only into a download and the transcripts folder, never to other people.

Your calendar and reminders

If you allow it, Roundnote reads the events in the calendars on your Mac (titles, times, and attendees' names and email addresses) to name meetings and suggest names. That stays on your Mac. A calendar link (.ics) you add is downloaded now and then from the address you gave. Send to Reminders adds an action item to your Reminders app, which syncs it like any reminder you make.

Spotlight and Siri

Meetings are added to your Mac's own Spotlight index, so you can find them there, unless they're hidden from assistants or Roundnote's app lock is on. This index stays on your Mac.

Your iPhone, iPad and Apple Watch

Recordings go from the Watch to your iPhone over Apple's connection between them, and from the iPhone or iPad to the Mac you paired, over your own network, encrypted end to end with a key made when you paired them. Coming: sending through iCloud, where a recording waits in your own private iCloud database until your Mac has fetched it, and is then deleted there.

The diagnostics file

When you choose Help › Send Diagnostics, Roundnote makes a small file with the app version, your Mac's model and macOS version, whether the built-in models load, how many meetings and people you have, your settings (without keys or folders) and recent warnings and errors. It holds nothing from your meetings: no transcripts, summaries, titles or names. You see what's in it, and it only reaches us if you send the email it opens.

Buying Pro

Pro is bought through Apple's App Store. Apple handles the payment and tells Roundnote on your Mac that you bought it. We receive sales figures from Apple, never your name or payment details.

Crash reports

If you chose to share analytics with app developers in macOS, Apple sends us anonymous crash reports. You can switch this off in System Settings › Privacy & Security › Analytics & Improvements.

3. Voices and consent

A voice profile is biometric data, a special category under the GDPR, so Roundnote keeps one only when the person agreed:

• When you name a new voice, Roundnote asks whether that person explicitly agreed to have their voice remembered. If you choose “Name for This Meeting Only”, no voice profile is stored, and the person is never learned automatically later.
• Until you've confirmed a person agreed, Roundnote doesn't store or learn their voice. Your own voice (“This is me”) doesn't need the question.
• While you record, the live text tells voices apart as Speaker 1, Speaker 2 and so on, and compares them only with people who agreed, to show their names; it keeps no voice data. A name you give a voice there counts for that meeting, and for someone who hasn't agreed yet, Roundnote asks when the finished meeting first opens.
• You can switch off remembering voices for the whole app, for a category or for one meeting.
• Consent can be taken back: “Forget Voice” deletes all of someone's voice profile and keeps their name; “Delete” removes the person; “Forget All Voices” deletes every profile.
• Voice profiles never leave your Mac: not to an AI service, not to Claude or ChatGPT, not to us.

The recordings and voice profiles you make are yours to look after. Tell people they're being recorded, ask for consent where the law requires it and ask before you remember someone's voice. Roundnote reminds you, but doesn't announce itself in a call.

4. Keeping and deleting

Everything stays on your Mac until you delete it. You can:

• delete a meeting, with its recording;
• delete only the recording and keep the transcript;
• have recordings deleted after a number of days, and meetings after a set time, also per category (both off until you switch them on; deleted meetings are gone for good);
• forget a person's voice, a person or all voices at once.

To remove everything, delete the app and its data folders, ~/Library/Containers/eu.roundnote and the folder ending in eu.roundnote in ~/Library/Group Containers, and the folders you chose for recordings and transcripts. What you sent elsewhere, such as to an AI service, in an email or in a chat, follows that service's rules.

5. No analytics, no tracking, no account

Roundnote contains no analytics, no advertising, no tracking and no third-party code that collects data. There's no Roundnote account and no Roundnote server, so there's nowhere your data could reach us.

6. This website

roundnote.eu sets no cookies, runs no analytics and loads no fonts or scripts from elsewhere. The site is hosted by Cloudflare, Inc., which keeps server logs (your IP address, the time, the page asked for and your browser's description) to deliver the site and protect it from abuse, and deletes them as Cloudflare's privacy policy describes. We don't use them to follow anyone. The legal basis is our legitimate interest in running a secure website (GDPR Article 6(1)(f)). Cloudflare is based in the United States and certified under the EU-US Data Privacy Framework.

7. Email to support

If you email support@roundnote.eu, we receive your email address, what you write and anything you attach, such as the diagnostics file. We use it only to help you, and delete it once it's no longer needed, at the latest two years after our last contact. Email is handled by Google (Google Workspace), also certified under the EU-US Data Privacy Framework. The legal basis is answering your question (GDPR Article 6(1)(b) and (f)).

8. Children

Roundnote is made for work and isn't meant for children under 16. The app collects nothing, from anyone, so we don't hold children's data either.

9. Your rights

Under the GDPR you can ask us for access to the personal data we hold about you, and to correct it, delete it, limit its use, object to its use or receive a copy to take elsewhere. In practice we hold only website logs and support emails. Your meeting data is on your Mac, where you can see, change and delete it yourself.

If someone recorded you with Roundnote, the recording and any voice profile are on their Mac, not with us, so ask them; we can't see or delete them.

To use your rights, write to support@roundnote.eu. You can also complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, or the authority where you live.

10. Who is responsible

For this website and for support emails, the controller is:

I-DEV B.V.
Kattendijk 49
2831 AB Gouderak, the Netherlands
support@roundnote.eu
KvK 78044979

More in the legal notice. For what you record with Roundnote, you decide what's recorded and kept, so you are responsible for it.

11. Changes to this policy

When Roundnote starts handling data differently, we update this page and its date before that version is released, and mention it in the version's notes in the App Store.