Privacy Policy

Last updated: November 29, 2025

Privacy-First Design

Submind prioritizes your privacy. Your voice notes and transcriptions are securely stored in the cloud and synced across your devices. We only process your data when you use features like AI chat or transcription services.

This policy explains how Submind collects, uses, and protects your information. By using our app, you agree to these terms.

Our Privacy Commitment

Secure cloud storage: Your voice notes and transcriptions are stored securely and synced across your devices
No AI training: Your content is never used to train AI models
You're in control: You decide what data to share and which features to use
Protected processing: Data is only processed when you actively use our features

What Information We Collect

Information We Store

We collect and store the following data:

Voice recordings and audio files
Transcriptions (short voice notes for free; hours of recording for premium)
AI summaries and 7 smart note types
Folder organization and note structure
Your name and email address (for account management)
App usage analytics (via PostHog)
Device information and interaction patterns (for improving the app)
Location details (if permitted)

How We Use Your Information

To provide AI-powered features (chat with voice recordings, summaries, multilingual transcription, smart structured notes)
To transcribe voice recordings you upload
To manage your account and subscription
To sync your data across your devices
To improve app performance and user experience
To provide customer support and respond to inquiries
To send important updates about the app (unless you opt out)
To analyze usage patterns and improve features (anonymized data)

Audio Data Processing

When you use transcription features or AI analysis:

Voice recordings are uploaded to our secure cloud storage and processed by our transcription partner (Deepgram)
Audio data is automatically tied to your account. No one can access it.
Transcriptions are stored in our secure cloud storage and synced to your devices
Your audio is never used to train AI models or shared with third parties beyond our transcription provider

Third-Party Services

We share specific information with the following trusted partners:

Deepgram: Receives audio recordings from our object storage for transcription services
Google Gemini: Chat messages with your voice recordings and transcripts you choose to analyze with AI
Supabase: Account information, email address, user authentication data, and cloud storage of your voice notes and related content
RevenueCat: Purchase history, subscription status, and payment details for premium features
PostHog: Anonymous usage analytics, device information, and interaction patterns (no personal content)
Cloudflare: IP addresses and access logs for security and content delivery

We also share information if required by law, court order, or with your explicit consent for business purposes.

Data Retention

Cloud data: Stored securely in our cloud storage until you delete it
Voice recordings (standard transcription): Stored on Submind's secure object storage for up to 7 days, then automatically deleted
Analytics data: Retained in anonymized form for up to 3 months

Your Rights and Controls

You have full control over your data:

Access: View all personal information we have about you
Correction: Update or correct your account information
Deletion: Delete your account and associated data at any time
Export: Download your voice recordings, transcripts, AI summaries, and AI conversations in PDF, DOCX, Markdown, text, or image format
Sync control: Access your data across all your devices seamlessly

To exercise these rights, contact us at contact@submind.co or manage settings within the app.

Data Security

We implement industry-standard security measures to protect your information, including encryption during transmission and secure storage practices. However, no method of electronic storage or transmission is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

AI Features and Accuracy

AI-powered features use Google Gemini for chat with voice recordings and smart structured notes, and Deepgram for voice transcription
AI-generated content (summaries, transcriptions, chat responses, structured notes) may not always be 100% accurate
Your chats and content are never used to train AI models
You should review AI-generated content before relying on it for important decisions
We are not responsible for actions taken based on AI-generated suggestions or content
By using AI features, you acknowledge these limitations and agree to use them responsibly

Children's Privacy

Submind is not intended for children under 13 years of age. We do not knowingly collect personal information from anyone under 13. If we discover we have collected such information, we will delete it immediately. If you believe a child under 13 has provided us with personal information, please contact us at contact@submind.co.

International Users

Submind is available globally. If you access our service from outside your country, your information may be transferred to and processed in regions with different data protection laws. By using Submind, you consent to this transfer and processing.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or in-app notifications. The "Last updated" date at the top indicates when changes were last made. Continued use of Submind after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions, concerns, or feedback about this Privacy Policy or how we handle your data, please contact us at:

contact@submind.co

We typically respond within 48-72 hours.