Your meetings are yours.
NotesPilot is a Mac app, not a service. There's no NotesPilot account, and no server or database holding your meetings. Here's exactly where your data goes.
Updated October 12, 2026
On your Mac
Recordings, transcripts, notes and chats are stored in a folder in your Mac's Application Support that only your user account can open. You can export, move or delete them at any time, and choose in Settings how long recordings are kept. Uninstalling NotesPilot and removing that folder removes everything.
API keys you add are stored in your macOS Keychain, never in files or logs.
If you turn on Markdown files, a copy of each meeting's notes is saved in the folder you choose. If that folder syncs (iCloud Drive, Dropbox, an Obsidian vault), the copies travel wherever that service takes them.
If you turn on voice memory, NotesPilot keeps a short numerical description of how each person you name sounds, so it can suggest their name in later meetings. It's off by default, stays on your Mac, and you can delete any voice, or all of them, in Settings. Some places require people's consent before their voice is stored this way.
If you turn on Backup, NotesPilot copies your meetings once a day to iCloud Drive or a folder you choose, under that service's own terms. Sensitive meetings and voice memory are never included.
If you mark a meeting sensitive, it's kept out of search, Spotlight, Ask, Claude, Backup and voice memory.
Private mode
With Private mode on, transcription uses Apple's on-device speech model and notes are written by Apple Intelligence on your Mac. No audio, transcript or note leaves your Mac.
Some optional on-device features, such as telling voices apart or searching by meaning, need a one-time model download from Hugging Face. NotesPilot tells you the size first, and nothing about your meetings is sent.
Cloud services you choose
If you add a key for a cloud transcription service (AssemblyAI, Deepgram or ElevenLabs) or an AI service (Anthropic or OpenAI), NotesPilot sends that service only what it needs: the meeting's audio for transcription, or its transcript and your notes to write a summary or answer a question. Names from your calendar invite may be sent to help the transcription spell them. Data travels directly from your Mac to the provider over an encrypted connection, under that provider's own terms and privacy policy. When NotesPilot uploads audio to AssemblyAI for its after-meeting pass, it deletes the upload once the transcript is ready.
What we collect
Nothing from the app. NotesPilot has no analytics, advertising or tracking.
Once a day it checks notespilot.ai for a new version. That request shares the app's version and what any web request does, and nothing about your meetings. Updates are downloaded from GitHub.
If you choose Send feedback, your email app opens with the app version, macOS version and Mac model filled in, and you decide what to attach.
This website uses no cookies and no analytics. Our host, Cloudflare, keeps standard server logs (such as IP addresses) for security, under its own privacy policy.
Crash reports
If NotesPilot crashes or hangs, macOS gives it a diagnostic report, which it keeps in a folder on your Mac. After a crash, NotesPilot asks you once whether to send that report to us. Nothing is sent unless you say yes, or choose Always send in Settings › General › Diagnostics. With Private mode on, crash reports are never sent.
A crash report contains the places in NotesPilot's code where the crash happened, the type of error, the NotesPilot version, the macOS version, your Mac's model (such as "Mac15,3") and your region format. It never contains meeting titles, audio, transcripts, notes, calendar events, names or API keys. Reports go to notespilot.ai over an encrypted connection; we use them only to find and fix bugs, keep them for up to a year, and track each crash as an item in our private issue tracker on GitHub. If the upload fails, NotesPilot opens an email to us with the report attached, for you to send or not.
Recording others
Laws about recording conversations differ by place, and some require everyone's consent. You're responsible for letting people know you're taking notes.
Your choices and rights
Because your meetings live on your Mac, you're in control of them: export, delete or move them at any time. For a crash report or email you sent us, write to us and we'll tell you what we hold, correct it or delete it. Depending on where you live (for example under the GDPR or CCPA), you may have further rights, and you can complain to your local data protection authority. We don't sell or share personal information, and we don't use it for advertising.
Children
NotesPilot is meant for work and isn't directed at children under 13 (or the minimum age where you live). We don't knowingly collect information from them.
Changes
If this policy changes, we'll update this page and the date above. If a change affects what leaves your Mac, the app will tell you in its release notes before it takes effect.
Contact
Questions about privacy: support@notespilot.ai. See also our Terms of use.