Your meeting data and privacy

Your camera video, meeting audio and what was said are handled on your Mac, and promptpov's servers never receive them. Here's what is kept, what does leave your Mac, and how to remove things.

What promptpov keeps on your Mac

Saved in promptpov's folder in your Library and its preferences, on your Mac only:

• Notebook items — the action items, decisions and questions from each meeting, including the ones you typed.
• Transcripts — while transcription is on, the transcript of each meeting is saved as the meeting goes. It is kept until you delete it, whether or not Save meeting history is on. Settings → Privacy → Transcripts shows how many are saved and how much space they use.
• Meeting history — only with Save meeting history on: each meeting's transcript, summary and action items, plus the summary of a recurring meeting series. This is what briefings and the AI Assistant use to recall past meetings.
• Spellings you've taught promptpov, and your settings.
• What promptpov has learned from how you use AI features, such as suggestions you kept or dismissed.

Meeting audio is never saved as a recording. To transcribe it, promptpov writes the audio to a temporary file on your Mac and deletes it when transcription finishes. If transcription fails, the file is kept for 15 minutes so you can retry, then deleted.

What leaves your Mac

• Your account and widget settings, to promptpov.com — what you enter on your dashboard (name card text, callouts, your logo) is stored with your account so it reaches your video.
• A health report, to promptpov.com, every few minutes while you're signed in. It says whether the camera is working, your app and macOS version, memory use, and counts of how often features were used. It never carries meeting titles, transcript text, attendee names or anything you wrote. No setting turns it off.
• Weather — if you use the weather widget, the place you entered is sent to the weather service.
• Outlook calendar — if you connect Outlook, your Mac talks to Microsoft directly. promptpov's servers don't receive your calendar.
• Bug reports you send with Report a Bug…. With Include recent logs (helps with diagnosis) ticked, the report includes the last 15 minutes of promptpov's own log.

AI

• With on-device AI on (Use on-device AI (Pro Privacy) in Settings → AI), every AI feature runs on your Mac. Nothing goes to a cloud AI, and if the on-device model can't run, the feature waits or skips rather than falling back to the cloud.
• With your own Anthropic or OpenAI key instead, the parts of a transcript a feature needs, and meeting details such as the title, attendees and calendar notes, are sent from your Mac directly to that provider under your account with them. They don't pass through promptpov's servers. Your keys stay in your Mac's Keychain.
• Audio is never uploaded. Transcription always runs on your Mac.

Settings that control it

Settings → General

• Transcribe my voice during meetings — off until you turn it on. Nothing is transcribed or saved as a transcript without it. Start on automatically each meeting or Start off, I'll enable each meeting manually decides how each meeting begins; the transcription button on the Control HUD pauses and resumes it.
• Also capture remote participants' voices (for headphone users) — off by default. Adds the other side of the call to the transcript.
• Auto-pause transcription in sensitive meetings (HR, interview, legal, medical…) — on by default. When a meeting's title suggests HR, an interview, legal or medical matters, transcription pauses and a Sensitive meeting detected banner appears. Choose Keep off (recommended) or Enable anyway (this meeting).

Settings → Privacy

• Send crash reports to promptpov — off by default. Sends crash details (what failed, app and macOS version) to our crash-reporting service, with your account ID and email so we can follow up.
• Share usage diagnostics — off by default. Sends timings and counts about on-device AI and each meeting's processing — numbers only, never your transcript, prompts, meeting titles or attendee names.
• Help promptpov learn from how you use AI features — on by default; stays on your Mac. View what promptpov has learned… shows it and offers Clear all learning….
• Save meeting history — off by default (setting up on-device AI during first-time setup turns it on). Turning it off stops saving new meetings but keeps what's already saved.

What participants see

While you're transcribing, your video carries a small 🎙 transcribing on my device badge. With your camera off the badge can't reach anyone, so promptpov pauses transcription and asks you to confirm you've told them: I've announced it — continue, Show card + badge instead, or Pause transcription (this meeting). You're responsible for getting consent where the law requires it.

How promptpov notices a call

To notice a call that starts with your camera off, promptpov checks whether a known meeting app (Zoom, Microsoft Teams, Slack, Discord, or the Chrome, Edge, Arc or Brave browser) has a live audio connection open while it's using your microphone. It looks only at the kind of connection — never what is sent, who it connects to, or which websites you visit — and at no other apps. Only a count of calls noticed per app leaves your Mac, in the health report. If you've allowed Screen Recording, promptpov also reads the window titles of Zoom, Teams and Webex to tell when you're in a meeting.

Deleting

In the Notebook window (menu bar → Cockpit → Show Notebook), pick a meeting and click ⋯:

• Delete Meeting… removes that meeting's action items, decisions and questions, its transcript, and its history and summary from your Mac. This can't be undone, and isn't available while the meeting is in progress.
• This wasn't a meeting keeps everything but leaves the meeting out of Open loops and meeting history. This was a meeting brings it back.

In Settings → Privacy:

• Delete all transcripts… deletes every saved transcript, including the meeting in progress. Notebook items and meeting history stay, without the source quotes behind them.
• Clear all meeting history… deletes every saved meeting history entry and recurring-meeting summary. Tick Also delete all saved transcripts to remove those at the same time. Notebook items are kept.

Notebook items are deleted meeting by meeting (Delete Meeting…). There's no single button that erases everything promptpov has kept, and deleting the app doesn't remove these files.