Privacy Policy

Last Updated: March 16, 2026

1. Introduction

Welcome to Pocket Memo ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your information when you use the Pocket Memo mobile application and website, in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Important: Pocket Memo is designed with privacy at its core. Your notes and reminders are stored on your device and synced privately via your personal iCloud account. When you use voice recording, your transcription is sent to our secure server and then to OpenAI solely to determine where to save your note (list, calendar, reminder, or note). We never store your transcriptions — they are processed and immediately discarded.

2. Data Controller

Pocket Memo is the data controller responsible for the limited data we collect. For questions about this privacy policy or our data practices, please contact us at: cjhermantech@gmail.com

3. Information We Collect

3.1 Information Stored on Your Device and iCloud

The following information is stored on your iOS device and synced privately via your personal iCloud account using CloudKit:

  • Voice recordings and audio data
  • Transcribed text from voice notes (stored result, not the processing — see 3.2)
  • Dates, times, and reminder information
  • Note content, tags, and organizational data
  • Lists and shared list data
  • App settings and preferences
  • Calendar event data (if you enable calendar integration)

iCloud sync is handled entirely by Apple's CloudKit infrastructure. We do not have access to your iCloud data. If you share a list with another user, that data is shared via CloudKit under your control.

3.2 AI Processing of Voice Transcriptions

When you record a voice note, the following temporary processing occurs:

  • Your voice is transcribed on-device using Apple's speech recognition
  • The transcription text is sent to our secure server
  • Our server forwards the text to OpenAI to determine where to save your note (which list, calendar, or reminder)
  • The transcription is immediately discarded after routing — it is never stored on our servers or by OpenAI for training purposes

We never store your transcription content. OpenAI processes the text transiently and does not retain it. For more information, see OpenAI's Privacy Policy.

3.2 Information Collected by Apple

When you download and use Pocket Memo from the App Store, Apple may collect certain information as outlined in their Privacy Policy, including:

  • App Store analytics (downloads, updates, usage frequency)
  • Crash reports and diagnostic data (if you've opted in to share with developers)
  • Device information (model, iOS version, region)

We receive anonymized, aggregated statistics from Apple but cannot identify individual users from this data.

3.3 Website Cookies and Analytics

When you visit our website (pocketmemo.com), we may collect:

  • Basic website analytics (page views, session duration, browser type)
  • Cookies for website functionality and analytics (see our Cookie Policy)
  • IP address (anonymized)

Note: Website cookies are separate from the mobile app. The Pocket Memo app does not use cookies.

3.4 Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds:

  • Consent: When you accept our Cookie Policy for website usage
  • Contract Performance: AI routing of voice transcriptions via OpenAI is necessary to deliver the core functionality of the app you have chosen to use
  • Legitimate Interests: To improve our app and website, analyze usage patterns, and provide support
  • Legal Obligations: To comply with applicable laws and regulations

4. How We Use Your Information

Given our local-first architecture, we use the limited information we collect to:

  • Understand how users interact with our app (via Apple's anonymized analytics)
  • Identify and fix bugs or crashes
  • Improve app features and user experience
  • Analyze website traffic and optimize our web presence
  • Provide customer support (when you contact us directly)
  • Comply with legal obligations

We never store or analyze your voice note content. Transcriptions are transiently processed for AI routing and immediately discarded.

5. Data Storage and Security

5.1 Device and iCloud Storage

Your notes and app data are stored using Apple's secure frameworks:

  • SwiftData: Local database encrypted by iOS
  • CloudKit: Syncs your notes and lists across your devices via your personal iCloud account. Controlled by you and Apple — we have no access to this data.
  • App Groups: Secure data sharing between the app and widgets

Note: original voice audio recordings are stored locally only and are not synced to iCloud.

5.2 Data Security

We implement the following security measures:

  • All data is protected by iOS device-level encryption
  • Voice transcriptions sent for AI routing are transmitted over HTTPS and immediately discarded after processing
  • We do not store any note content on our servers
  • Website uses HTTPS/TLS encryption for secure connections
  • Regular security audits and updates

6. Data Sharing and Disclosure

We do not share, sell, or disclose your personal information to third parties, except in the following limited circumstances:

  • Apple: Anonymized analytics and crash reports (as described in Section 3.3)
  • OpenAI: When you record a voice note, the transcription text is sent to OpenAI for AI routing (determining where to save your note). OpenAI processes this transiently and does not retain or train on your data. See OpenAI's Privacy Policy.
  • Legal Requirements: If required by law, court order, or government regulation
  • Service Providers: Analytics providers for website traffic (e.g., Google Analytics, with IP anonymization enabled)

7. Your Rights Under GDPR

As a user in the European Economic Area (EEA), you have the following rights:

  • Right to Access: Request a copy of the limited data we hold about you
  • Right to Rectification: Correct any inaccurate data
  • Right to Erasure: Request deletion of your data ("right to be forgotten")
  • Right to Restrict Processing: Limit how we use your data
  • Right to Data Portability: Receive your data in a portable format
  • Right to Object: Object to certain types of data processing
  • Right to Withdraw Consent: Withdraw consent at any time (e.g., cookie consent)
  • Right to Lodge a Complaint: File a complaint with your local data protection authority

To exercise any of these rights, contact us at cjhermantech@gmail.com.

8. Data Retention

Given that all app data is stored locally on your device:

  • Voice Notes: Stored on your device until you delete them
  • Website Analytics: Retained for up to 26 months (if using Google Analytics)
  • Support Emails: Retained for 2 years or until the issue is resolved
  • Crash Reports: Retained for 90 days

You can delete all app data by uninstalling the app from your device.

9. Children's Privacy

Pocket Memo is not directed at children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

10. International Data Transfers

Your notes are synced via Apple's CloudKit infrastructure, which may store data in Apple's data centers outside your country. This is governed by Apple's Privacy Policy and iCloud Terms of Service.

Additionally, when you record a voice note, the transcription is sent to OpenAI for AI routing. OpenAI is a US-based company, meaning your transcription is temporarily transferred to the United States for processing. This transfer is necessary for the core functionality of the app. The transcription is immediately discarded after processing and is not retained by OpenAI. OpenAI's API terms prohibit using API data for model training.

11. Changes to This Privacy 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 material changes by updating the "Last Updated" date and, where appropriate, posting a notice in the app or on our website. Your continued use of Pocket Memo after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:

13. Related Policies

Please also review our related policies: