Your privacy, in plain words.

What information I keep.

• Your recordings. They're encrypted on your phone until they've uploaded, then kept in a private store.
• Transcripts of those recordings.
• Your notes and tasks, with any changes you make.
• Your name and email, from Google or Apple when you sign in.
• A short log of what's done with your account, such as a download, a deleted note or a sign-out. It holds reference numbers and times, never what you said.
• A record of your sign-ins, with your name, email and the time, for security.
• Reports when something fails, saying what broke. They hold reference numbers, never what you said.

What you dictate often describes your clients and the people around them, including their health, family and benefits. I treat all of it as sensitive.

Where your notes go.

• Supabase, in Sydney, stores your notes, tasks, transcripts and account.
• Amazon, in Sydney, stores your recordings until they're deleted.
• Google, in Sydney, turns your recording into a transcript.
• Amazon, in Sydney or Melbourne, writes your note from the transcript, and keeps nothing afterwards.
• Vercel, in Sydney, runs Ara. Its network is global, so your encrypted connection may pass through other countries on the way.
• Google or Apple, overseas, handle your sign-in. They get your name and email, never anything you dictate.

None of these services may use what you tell me to train AI.

How long I keep your notes.

• Recordings: until you approve the note, by copying the whole note or marking it done. If you never do, they're deleted after 30 days.
• Notes, tasks and transcripts: until you delete them. Approving a note doesn't delete it. Deleting a note is immediate and permanent.
• Your account: until you delete it. You then have 7 days to change your mind, and after that everything is removed, apart from the two records below.
• The log of what's done with your account stays after your account is gone, as reference numbers that no longer link to anything.
• The record of your sign-ins stays after your account is gone, with your name and email, for security. It has no set end date yet.

Who sees your notes.

You. A note is visible only to the person who dictated it.

No one at GoGravy, the New Zealand company that makes me, reads your notes unless you've agreed and that's been recorded.

Google's safety checks are the one exception. They automatically look for misuse of Google's models. If they flag a recording, Google keeps it for up to 90 days, in Sydney, and its staff may read it. It's never used for training.

Your clients' information.

I hold it for you, to write your notes, and use it for nothing else. So it stays yours to look after.

• Check every note before you use it. I can get names, agencies and dates wrong.

Getting or deleting your information.

• Read or change a note: open it from your notes.
• Download your notes: Settings, then Download your notes.
• Delete a note: open it, then choose Delete note.
• Delete your account: Settings, then Delete account.
• Lost your phone? Settings, then Sign out of all devices.

Questions or complaints.

Rhys Jeffery is GoGravy's privacy officer. You can reach him at rhys@gogravy.co.nz.

If you're not happy with the answer, you can complain to the Privacy Commissioner: privacy.org.nz or 0800 803 909.