Privacy Policy — KwalaNotes
This policy explains what KwalaNotes does with your information. It is written in plain English. If anything is unclear, contact us at kwalanotes@gmail.com.
Who we are
KwalaNotes is a desktop app that records meetings you choose to record, transcribes them, and writes notes. It is provided by KwalaNotes, [Address]. You can reach us at kwalanotes@gmail.com.
What the app records
- Your microphone — your own voice.
- Your computer audio — the voices of other people in the meeting.
The app records only meetings you choose to record. It reminds you to get everyone's consent before recording. Getting that consent is your responsibility — see our Terms of Service.
Where your audio goes
When you record a meeting, the audio is uploaded over HTTPS to our transcription service, which runs on Modal Labs infrastructure in the United States.
- Our own copies: our service saves the audio as a temporary file only long enough to hand it to a processing job. We delete that temporary file immediately afterwards.
- While it is transcribed: Modal holds the audio as the input of that processing job. Modal discards job inputs after the job completes successfully.
If transcription fails, the audio stays on your computer for up to 14 days so you can press Retry; after that it is deleted automatically.
If you add your own notes and ask KwalaNotes to update the summary, your notes and the transcript are sent to the AI provider again to rewrite the notes. Nothing is stored on our servers.
Where your transcripts and notes are stored
- Briefly on our service: when processing finishes, the transcript and notes are stored briefly in our service's job storage on Modal. They are deleted as soon as the desktop app collects them. If the app does not collect them, they are deleted automatically, at the latest about 85 minutes after the upload (a 75-minute limit plus a cleanup that runs every 10 minutes).
- Job records kept by Modal: Modal may keep information about each processing job, including its output, for up to 7 days. Our processing job is designed to return no transcript content as its output.
- On your computer: after that, our only copy of your transcripts and notes is on your own computer. The transcript text sent to DeepSeek to write the notes is handled under DeepSeek's terms (see "AI-written notes").
AI-written notes
To write the summary, decisions and action items for a meeting, we send the meeting transcript over HTTPS to DeepSeek, an AI model provider. DeepSeek's servers are in the People's Republic of China.
- Only transcript text is sent. Your audio is never sent to DeepSeek.
- DeepSeek's own handling: how long DeepSeek keeps API data and how it uses it are governed by DeepSeek's own terms.
- This is a cross-border transfer: sending the transcript to DeepSeek transfers personal data outside Botswana. See "Sending data across borders" below.
What we never do
- We never sell your data.
- We never train our own models on your recordings or transcripts without your separate written opt-in. Whether DeepSeek may use API data for its own purposes is set by DeepSeek's terms.
Deleting your data
You can delete any meeting in the app. Deleting a meeting removes its transcript and notes from your computer.
Your rights under Botswana's Data Protection Act, 2024
If you are in Botswana, the Data Protection Act, 2024 gives you rights over your personal data, including:
- Access — to know what personal data we hold about you and get a copy.
- Correction — to have inaccurate data corrected.
- Deletion — to have your data deleted.
- Objection — to object to how your data is processed.
To exercise any of these rights, contact us at kwalanotes@gmail.com.
Sending data across borders
Your personal data is transferred outside Botswana in two ways:
- Transcription: audio is transcribed on servers in the United States.
- AI-written notes: transcript text (never audio) is sent to DeepSeek, whose servers are in the People's Republic of China.
When personal data is transferred outside Botswana, the Data Protection Act, 2024 requires safeguards for cross-border transfers. We rely on those safeguards and will describe them here once confirmed by our lawyer.
South African users
If you are in South Africa, the Protection of Personal Information Act, 2013 (POPIA) also applies to your personal data. Your rights under POPIA are similar to those above. Contact us at kwalanotes@gmail.com to exercise them.
Changes to this policy
We may update this policy. The "Last updated" date at the top will change when we do.
Contact
KwalaNotes
[Address]
kwalanotes@gmail.com