Privacy policy
Last updated: November 2, 2026
PolarParrot records your meetings on your Mac and gives you the notes. This page says what data we handle, why, who helps us and when it is deleted. There are no ads, we do not sell data and we do not track you across other apps or websites.
Who is responsible
POLARGATE S.L., tax ID B24895005, Calle Electrónica 6, 28027 Madrid (Spain). For anything about privacy: hello@polargate.ai.
What we handle and why
- Your account. Your email, your name if you give it, your language and settings. You sign in with Apple, with Google or with a 6-digit code we send to your email. With Apple or Google we receive your email (or the address Apple creates if you hide it), your name if you share it and an identifier for that account; never your password. For each Mac you sign in on, we keep only a fingerprint of its licence, the app version and whether it is the App Store or the website version. We need this to run the service.
- Meeting audio. The app records your Mac's audio (what you hear in the call) and your microphone, only when you press record and after macOS asks for your permission. It is saved on your Mac in pieces and uploaded to our server to make the notes. When the notes are ready, the audio is deleted (setting "Delete the audio when done", on by default). If you turn it off, the audio stays until you delete the meeting or your account.
- Screenshots. If you take screenshots while recording (up to 12 per meeting), they are uploaded, described by AI so the important bits go into the notes, and deleted when the notes are ready. Only the description stays.
- Transcript and notes. The notes (summary, decisions, action items and questions) are saved in your account. The transcript is saved with the notes so you can search inside it; you can turn this off in Settings, under Privacy, and then the transcript of new meetings is deleted when the notes are ready. Word-level timings are always deleted at the end.
- Your connected AI (MCP). If you connect Claude, ChatGPT, Cursor or another AI, we keep which AI it is, when it connected and when it was last used, and only a fingerprint of its access tokens. The AI can only read your notes; it cannot change anything.
- Payments. In the App Store app, Apple takes the payment: Apple tells us the product, date and status of the purchase, never your card. On the website, Stripe takes the payment: we keep the product, status and invoices; Stripe handles the card number and it never reaches us.
- Visits to this website. We count visits with our own counter, with no cookies and nothing stored on your device. We do not keep your IP: only a fingerprint that changes every day and is deleted.
- Preventing abuse. To keep the free trial to one per Mac we use Apple's DeviceCheck, which stores two bits per device at Apple and gives us no identifier of your Mac. For daily limits we use a fingerprint of your network (not your IP).
The legal basis is our contract with you (Art. 6.1.b GDPR) to run the service and take payments, legal obligation to keep invoices (Art. 6.1.c) and legitimate interest in preventing abuse (Art. 6.1.f).
People in the meeting
Other people speak in your meetings. You decide to record, so you must tell them and, where the law requires it, get their consent. The app reminds you during setup and while you record. If someone from a meeting wants us to delete something, they can write to hello@polargate.ai.
Who helps us
These providers handle data on our behalf, under contract and only to run the service:
- ElevenLabs: turns the audio into text.
- Anthropic (Claude): writes the notes from the transcript and describes screenshots.
- Supabase: database, and storage of the audio while it is processed.
- Vercel: hosts this website and the app's gateway.
- Resend: sends the sign-in code emails and receipts.
- Stripe: payments on the website. Apple: payments in the App Store, DeviceCheck and Sign in with Apple. Google: Sign in with Google.
Some are in the United States. Transfers use GDPR safeguards: the EU-US Data Privacy Framework or standard contractual clauses.
How long
- Audio and screenshots: until the notes are ready. If a meeting is never processed, it is deleted after 30 days.
- Notes and transcripts: until you delete the meeting or your account.
- Sign-in codes: expire after 10 minutes and are deleted every night.
- Invoices: 6 years, as Spanish law requires.
Deleting your account
In the app, go to Settings and "Delete account…". Your account, meetings, notes, transcripts, any remaining audio and connected AIs are deleted right away. Only usage records without your email and the invoices the law requires us to keep remain. If you pay through the App Store, cancel the subscription in System Settings, in your Apple Account. You can also ask by writing to hello@polargate.ai.
Your rights
You can ask to see, correct, export or delete your data, and to object to or restrict its use, by writing to hello@polargate.ai. We answer within one month. If you are not satisfied, you can complain to the Spanish Data Protection Agency (aepd.es) or your local authority.
Children
PolarParrot is not meant for children under 16.
Changes
If something important changes, we will say so in the app or by email before it applies.