BrainZend

Privacy Policy

Effective Date: April 14, 2026

BrainZend(“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share information when you use the BrainZendapplication on iOS, Android, or Windows (the “App”).

Please read this policy carefully. By using BrainZend, you agree to the practices described here.

1. Information We Collect

1.1 Content You Create

BrainZend is designed to be a local-first application. The following content is stored primarily on your device:

  • Notes and memories — Text, transcripts, and summaries are stored locally in a SQLite database on your device.
  • Audio recordings — Audio captured for transcription is used only for that purpose and is not retained after processing completes.
  • Other inputs — Anything you type, import, or generate through the app (e.g. summaries, voice memos) follows the same local-first pattern. Cloud processing applies only when you explicitly enable it.

1.2 Account and Identity (when you sign in)

If you choose to create an account, we collect:

  • Email address and password (handled securely via Appwrite authentication)
  • Optional display name
  • A unique Appwrite user ID and session token
  • Synced settings — such as onboarding status, cloud feature preferences, and note profile configuration — stored per account in Appwrite

1.3 Device Permissions

BrainZend may request access to the following device features, used solely for their stated purpose:

  • Microphone — for capturing voice and audio recordings
  • Notifications — for delivering reminders tied to your notes and tasks
  • Biometrics — for app lock / secure access (optional)
  • Calendar — for scheduling reminders (optional)

These permissions are used only to power the features they are associated with. We do not use them for profiling or advertising.

1.4 Website Interactions

If you submit your email via our website waitlist or notification form, we collect your email address and the platform you selected. This is stored server-side to send you product updates. Contact form submissions are received at our support email address.

2. How We Use Your Information

We use the information we collect to:

  • Provide transcription, summarisation, and reminder features within the App
  • Sync your notes and settings across devices when you have signed in and enabled cloud sync
  • Authenticate your identity and maintain your session securely
  • Send product updates or announcements if you have opted in via our website waitlist
  • Improve the reliability and performance of the App

We do not use your content to train AI models. We do not sell your personal data. We do not serve advertisements.

3. How Your Data is Processed

3.1 On-Device Processing (default)

By default, BrainZend processes audio and generates transcripts entirely on your device using a local Whisper model (GGML). Summaries and note generation can also run locally using an on-device Gemma model. In this mode, no audio or content leaves your device.

3.2 Cloud Processing (optional, user-enabled)

When you choose to enable cloud AI features and provide your own API credentials, audio and text content may be sent to the third-party AI gateway and model providers you configure in the App for transcription and summarisation. Those providers process data on their infrastructure, not ours. Cloud processing is:

  • Opt-in only — off by default
  • Per-capture — local and cloud paths are not used simultaneously for the same recording
  • Controlled by you — you can disable cloud features at any time in Settings

When using cloud processing, your audio and text are subject to the privacy practices of the gateway and model providers you select. We recommend reviewing their policies before enabling cloud features. The App may update which integrations are supported; check in-app settings for the current options.

3.3 Cloud Sync (optional, user-enabled)

If you sign in and enable cloud sync, your note content and settings are stored in Appwrite — a third-party backend infrastructure provider. Data is tied to your account and is not shared with other users.

4. Information Shared with Third Parties

BrainZend shares data with third parties only in the following circumstances:

  • Appwrite— When you sign in or enable cloud sync, your account credentials and synced content (notes, settings) are processed and stored on Appwrite's infrastructure. Appwrite acts as a data processor on our behalf.
  • Cloud AI gateway and model providers— When cloud AI is enabled, audio and text required for transcription and summarisation are sent to the third-party services you configure (for example, an AI API gateway and the models behind it). This is a functional requirement of those features, not optional analytics. We do not control those providers' servers; their terms and privacy notices apply to that processing.
  • Apple, Google, and Microsoft platform services — Standard OS-level integrations such as push notifications, microphone access, calendar, and biometrics are handled by platform APIs as is standard for any mobile or desktop application.

We do not share your data with advertising networks, data brokers, or analytics providers. We do not sell your personal information to any third party.

5. Data Storage and Retention

  • Local data — Stored on your device and deleted when you uninstall the App or manually clear your data.
  • Appwrite (account and sync data) — Retained while your account is active. You may request deletion at any time (see Section 7).
  • Waitlist / notification email — Retained until you unsubscribe or request removal.

We take reasonable technical and organisational measures to protect your data from unauthorised access, loss, or disclosure.

6. Children's Privacy

BrainZend is not directed at children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

7. Your Rights and Choices

Depending on where you live, you may have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate information
  • Request deletion of your account and associated data
  • Withdraw consent for optional cloud features at any time via in-app Settings
  • Opt out of waitlist communications by contacting us

To exercise any of these rights, contact us at: privacy@brainzend.com

8. Data Transfers

If you use cloud features (Appwrite sync or optional cloud AI), your data may be transferred to and processed in countries outside your own, including countries that may have different data protection laws. We rely on our service providers' and your configured AI providers' standard data protection measures for these transfers.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date at the top of this page. For material changes, we will provide notice within the App or via email (if you have an account). Continued use of BrainZend after changes are posted constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Email: privacy@brainzend.com

We aim to respond to all privacy-related requests within 30 days.