1. Scope
This Privacy Policy describes how CaptureMind (“CaptureMind,” “we,” “us,” or “our”) collects, uses, and shares information when you use the CaptureMind mobile application, the marketing site at this domain, and any related services (collectively, the “Service”).
By using the Service, you agree to the practices described here and in our Terms of Service.
2. Information we collect
2.1 Account information
When you create an account, we collect:
- Email address — to identify your account and send service messages.
- Display name — shown in your profile inside the app.
- Authentication identifier — if you sign in with Apple, we receive an opaque Apple-issued user identifier. We do not receive your Apple ID, Apple password, or your real Apple email unless you choose to share it.
2.2 Captures (screenshots and recordings)
Screenshots you share to CaptureMind, audio you record inside CaptureMind, OCR text extracted from your screenshots, and any AI-generated summaries, transcripts, action items, or tags derived from those captures are stored locally on your device using Apple’s SwiftData and an iOS App Group container.
Except when you use an AI feature (see §2.3 and §4), this content is not transmitted to our servers, and we have no ability to read, search, restore, or recover your captures.
2.3 AI processing
AI features — summaries, transcripts, action items, realtime transcription, and Ask Deeper — are processed through CaptureMind’s servers using Google’s Gemini API. You do not need to supply your own API key. To deliver these features, the relevant capture content is transmitted from your device to our servers over an encrypted connection, processed to generate the result, and returned to your device. We do not retain that content after the request completes (see §4 and §5.4).
2.4 Diagnostics and analytics
We collect a minimal set of anonymized diagnostic events to detect crashes and prioritize fixes. Events do not contain the content of your captures and are not joined to your account. You can disable this collection in Settings.
2.5 Information we do not collect
- The contents of your screenshots, recordings, or OCR output — except the specific item you submit to an AI feature, which is used only to fulfill that request and not retained afterward (see §4).
- Your location.
- Your contacts, calendar, or photo library beyond a single item you explicitly share to the app.
- Advertising identifiers (IDFA).
3. How we use information
We use the limited information we collect to:
- Create and maintain your account.
- Authenticate you when you sign in.
- Send transactional emails (password resets, security alerts).
- Investigate crashes and fix bugs.
- Communicate with you about changes to the Service.
We do not use your information for advertising, profiling, or behavioral targeting.
4. AI processing and third-party providers
When you trigger an AI action (e.g., summarize a meeting, transcribe in realtime, or ask a question about a capture), the relevant content is sent from your device to CaptureMind’s servers over a TLS-encrypted connection and processed through Google’s Gemini API. We use the content only to generate your result and do not retain capture content on our servers after the request completes. The processing is also governed by Google’s privacy policy.
| Processor | What is sent | Provider policy |
|---|---|---|
| Google (Gemini API) | Audio, image, OCR text, or capture content + prompt | Gemini API terms |
We record usage metadata — such as token counts, cost, and timestamps — tied to your account, to enforce your plan’s quota and bill CaptureMind Pro. This metadata does not include the content of your captures (see §5.4).
Ask Deeper conversation history is stored only on your device, never on our servers. Realtime cloud transcription is an opt-in setting; when it is off, transcription runs on-device and no audio is sent to us.
5. Storage and retention
5.1 On-device data
Your captures stay on your device until you delete them. Deleting the app or signing out also removes them. You can clear processed audio files in Settings → Storage while keeping the text summaries.
5.2 Account data
Account email and name are retained for as long as your account exists. When you delete your account, we permanently delete your account record within 30 days. See our Account Deletion page for the procedure.
5.3 Diagnostic data
Diagnostic events are retained for up to 90 days, then purged.
5.4 AI usage metadata
Usage records associated with AI requests (token counts, cost, and timestamps) are retained for quota enforcement and billing. They do not include the content of your captures.
6. Your rights
Depending on where you live, you may have the right to:
- Access — request a copy of the account information we hold about you.
- Correct — update inaccurate information.
- Delete — close your account and erase your data.
- Export — receive a portable copy of your account data.
- Object — opt out of any processing you disagree with.
To exercise these rights, contact privacy@capturemind.app or use the Delete account action in Settings → Account. We’ll respond within 30 days.
7. Security
We use TLS 1.2 or higher for all network traffic. Account passwords are hashed using bcrypt with a unique salt per record. We don’t store passwords in plaintext.
No method of electronic storage is perfectly secure. We can’t guarantee absolute security, but we make the threat model honest by storing as little as possible on our servers.
8. Children
CaptureMind is not directed to children under 13 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect information from children. If you believe a child has provided us with personal information, contact us at privacy@capturemind.app and we will delete it.
9. International transfers
We operate from Vietnam. If you use the Service from outside Vietnam, your account information may be transferred to, and processed in, jurisdictions with different data protection laws than your own. When you provide your information, you consent to this transfer.
10. Changes to this policy
We may update this Privacy Policy occasionally. We will post the updated version here with a new “Last updated” date. Material changes will be announced in-app or by email at least 14 days before they take effect.
11. Contact
Questions, requests, or complaints? Reach us at:
- privacy@capturemind.app
- CaptureMind · [Your Mailing Address] · Vietnam
- EU representative
- If you are in the EU and want to lodge a complaint, contact your national data protection authority.