Privacy Policy

At Convoxa, we believe privacy is not a feature—it is a fundamental right. We designed the service to limit data collection and retention. This policy explains how we handle personal data and support rights under applicable privacy laws, including the GDPR and CCPA.

1. Data Collection & Processing

Convoxa is designed to give you full control over your data. It offers two processing modes: On Device, which works offline, and Cloud.

A. On Device Mode

Transcription, speaker labels, and note generation all run on your device, with notes powered by Apple Intelligence. No recording content leaves your device for processing: audio, transcripts, notes, live notes, and attachments are not sent to us or to our cloud providers. Optional iCloud sync is separate from processing, so to keep recording content only on this device, also disable iCloud sync and do not share the recording.

Speaker label model: Speaker labels in On Device mode use the open-source Nemotron 3 Diarization model, about 100 MB in size, built by NVIDIA and converted for Apple devices by FluidInference. While speaker labels are on, which is the default, the model downloads from Hugging Face automatically once you use On Device mode and your connection allows it: on an unmetered connection, outside Low Data Mode and Low Power Mode. Turning speaker labels on yourself starts the download on any connection. Your recordings are analyzed on your device; the download itself sends none of your content. You can turn speaker labels off in Settings.

B. Cloud Mode

Transcription, speaker labels, and note generation are powered by Convoxa AI, which runs on our cloud infrastructure and the providers listed in Section 2. Audio is uploaded and processed for transcription. Our temporary audio copy is deleted when transcription finishes. The transcription provider's copy of the transcript is deleted after note generation completes, or when the job is cancelled or expires.

A cloud job may contain your transcript, typed live notes, images, and recognized text from PDFs. We temporarily store these inputs and the completed transcript-and-note result so processing and delivery can recover from interruptions. This content is not used for training.

When Cloud mode transcribes on your device: if a recording does not fit in your remaining Cloud hours, it may be transcribed on your device instead, and if you previously kept audio on your device while using Cloud notes, it stays there until you choose to send it. In both cases, note generation sends the transcript text and any live-note context you include—but not the audio—for cloud processing.

Moving an On Device note to Cloud: if you choose to enhance an On Device note with Cloud, its content is sent for cloud processing under this section.

C. Your Library

Your lasting library of recordings, transcripts, and notes remains on your device and in your personal iCloud account when sync is enabled. iCloud sync includes recordings, transcripts, and notes, is enabled by default, and can be disabled in Settings on each device. It is available on every plan. Our servers hold only the temporary processing copies described in Section 3.

D. Account & Metadata

To operate and secure the service, we collect:

• Sign in with Apple: Convoxa requires you to sign in with Apple. We receive the account identifier Apple issues for Convoxa and the email address you choose to share—which can be Apple's Private Relay address, so you never have to give us your real one. We use this to authenticate you and to attach your subscription tier and usage quota to your account. We do not ask for or store a password.
• Account Identifiers: Your account identifier links to your subscription tier and quota management. For transaction processing, we also use an anonymous transaction identifier.
• Usage & Processing Metadata: Information needed to operate and improve the service, such as timestamps, recording duration, locale, processing mode and status, performance metrics, platform and app version, and counts and types of live-note attachments. These records do not contain the content of your audio, transcripts, notes, or attachments. We collect these records in both modes, including when you use On Device mode.
• Subscription & Device Data: Purchase and renewal records supplied by Apple, quota totals, authentication records, and the device and installation identifiers needed to deliver job-ready notifications.

Content submitted for Cloud processing is kept separately and temporarily under the retention periods in Section 3.

E. How We Use Your Email

We may occasionally email you about the product itself—to ask for feedback, to understand how Convoxa is working for you, or to tell you about a change that affects how you use it. That is the only reason we would ever contact you.

We do not send marketing campaigns, we do not use your email address for advertising, profiling, or tracking, and we never sell, rent, or share it. If you would rather not hear from us, tell us at hello@convoxa.com and we will stop.

F. Zero Tracking & No Ads

Convoxa is built for you, not for advertisers. We provide an ad-free experience and do not engage in invasive tracking:

• No Ad SDKs: We do not include any advertisement SDKs or trackers.
• No Marketing Pixels: We do not use Meta Pixels, Google Analytics, or social media tracking.
• No Data Brokering: We never sell, rent, or trade your data to third parties.

2. Third-Party Processors

We use the following providers to operate the service. They receive only the data needed for the functions described below. Our primary cloud processing providers maintain recognized security and compliance programs, including SOC 2 Type II, HIPAA, and ISO 27001, as applicable to their services.

3. Data Retention

• On Device Content: In On Device mode, no recording content leaves your device for processing, so we hold no copy of it. If you choose to enhance a note with Cloud, the periods below apply.
• Cloud Processing Content: Audio is stored only while transcription is in progress and our copy is deleted when transcription finishes. Transcripts, live-note context and attachments, and completed results are stored temporarily for processing and reliable delivery. Where supported, the app deletes these copies when it confirms receipt or when you cancel. Independently, every object in our cloud storage is scheduled for automatic deletion one day after upload. Lifecycle processing normally removes expired objects within the following 24 hours, although provider processing may occasionally take longer. This backstop also covers uploads that are never submitted for processing.
• Usage & Operational Records: Usage logs and completed processing records are retained for up to 90 days. They contain metrics and identifiers, not recording or note content.
• Account, Subscription & Device Data: Your Apple account identifier and email, subscription records, quota totals, authentication records, and registered notification data are retained while your account is active or until no longer needed. Authentication records may be retained for up to 180 days. Subscription-event records are retained for up to 90 days.
• Account Deletion: Deleting your account revokes active sessions and starts a 30-day recovery period. Signing in during that period reactivates the account. After the recovery period, the account and associated server-side records are scheduled for deletion. Temporary job content normally expires sooner under the periods above.
• Device Data: You control the data on your device. Deleting the app removes its local data. Deleting your account does not delete recordings, transcripts, or notes stored on your device or in your personal iCloud account; these remain under your control.

4. Your Rights (GDPR & CCPA)

You have the right to access, rectify, or delete your data. You can exercise these rights from the account you signed in with, in the app settings.

• Right to Erase: You can delete any recording within the app. You can also request account deletion through app settings. Access is revoked immediately, and the account and associated server-side records are scheduled for deletion after the 30-day recovery period. Your recordings, transcripts, and notes stored on your device or in your personal iCloud account remain under your control.
• Right to Object: Choose On Device mode, and no part of that recording is processed by us or our cloud providers.
• Export: Your data is yours. You can export transcripts and notes directly from the app.

To exercise these rights, contact: hello@convoxa.com

5. International Transfers

Our infrastructure is distributed globally. When using Cloud Mode, content and operational data may be processed in the United States or other locations where Apple, Soniox, Google Cloud, Cloudflare, and Telegram operate. Speaker label model downloads are served by Hugging Face. The retention limits above apply to copies controlled by Convoxa; provider-side operational and backup records may follow the provider's applicable retention schedule and legal obligations.

6. Children's Privacy

Convoxa is not intended for use by anyone under the age of 13. We do not knowingly collect information from children.

7. Changes to This Policy

We may update this policy as our app evolves. Changes are indicated by the "Last Updated" date at the top of this page. For material changes, we will provide notice through our website or within the App interface as appropriate. We recommend checking this policy regularly to stay informed about our data practices.

8. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: hello@convoxa.com
• Operator: Karam Al-Askar (Convoxa)
• Address: Vaci ut 133, Budapest 1044, Hungary