Effective date: July 27, 2026
Last updated: July 27, 2026
Masaya Sakuragi, an individual developer (the "Provider"), sets out below how user information is handled in "KotoRoku" (the "App"), an application for iPhone and iPad.
The App supports recording, transcription, summarization, and minutes creation for meetings and other conversations.
The Provider does not operate any server that receives or stores meeting data. The App never sends meeting audio, transcripts, or minutes to the Provider.
Recording starts only when you perform the record action. The App does not start recording automatically upon detecting sound. While recording, that fact is shown on screen.
Transcription is performed on your device using Apple's speech recognition.
You choose one of three ways for summaries and minutes to be produced. Whether meeting data leaves your device, and where it goes, depends on your choice.
1. On-device (Apple's on-device AI)
2. Local AI (a model downloaded to your device)
3. Cloud AI (the API of an AI provider you select)
The App may handle the following information in order to provide its functions.
1. Audio recordings of meetings and other conversations
2. Transcripts created from the audio
3. Meeting title, location, participant names, speaker information, and other information you enter
4. Summaries, agenda items, decisions, and other minutes data
5. Settings such as the AI type, AI model, number of speakers, and voice detection level you selected
6. The endpoint URL and model ID of a custom AI you configured
7. API keys and other credentials you entered
8. The location of the destination folder you selected and access rights to that folder
9. The minutes-generation instruction text you edited (custom instructions)
10. Processing-state records used to recover incomplete recordings
11. Statistics provided by Apple, such as number of users, installs, and crash reports
12. Information you submit through the contact form
The App does not require account registration. The App does not display advertising and does not track users.
Information handled by the App is used for the following purposes.
1. Recording and storing audio
2. Transcribing audio
3. Summarizing meeting content and creating minutes
4. Exporting and sharing files in the format and location you specify
5. Recovering recordings or processing that did not complete
6. Fixing defects, improving quality, and understanding usage of the App
7. Responding to your inquiries
The Provider does not use meeting data for advertising, user profiling, or training AI models of its own.
If you select on-device or local AI, meeting data is processed on your device and is not sent outside the device for summarization or minutes creation.
On-device processing uses the AI features Apple provides on the device. This processing is completed on the device.
Local AI uses a model you select (Qwen3, Gemma 3, or a model you specify) that is downloaded to your device. Downloading a model involves communication with the model distribution site (Hugging Face). This communication does not include meeting audio, transcripts, or minutes.
Models used for local AI are subject to the licenses and conditions of use (including prohibited uses) set by their respective rights holders. The applicable licenses are listed in the "Info" tab of the App.
Communication that does not include meeting data may also occur, for example to obtain models, to use Apple services, or to update the App.
If you select a cloud AI service and run minutes generation, the following information is sent directly from your device to the cloud AI you selected.
The recorded audio file itself is not sent to the cloud AI.
This information is sent from your device directly to the AI provider, without passing through any server of the Provider. It is sent only when you have selected a cloud AI and run generation.
The cloud AI services available in the App are as follows.
Storage, use, AI training, human review, processing countries, and deletion methods at each cloud AI are governed by that provider's current terms and privacy policy.
Before sending to a cloud AI, the App displays the provider name, the destination host name, and the types of information to be sent, and obtains your consent. You can withdraw consent at any time from the "AI" tab. If you change the destination, consent is obtained again.
The Provider does not use meeting data or generated results to train AI models of its own, and the Provider does not review the content of meeting data.
Whether a cloud AI provider uses input data or generated results for AI training, quality improvement, safety review, or other purposes depends on the service, whether it is a free or paid tier, the contract, and account settings. On free tiers, inputs and outputs may be used to improve the service and may be reviewed by the provider's personnel.
Employees, contractors, or others engaged by a cloud AI provider may review input data or generated results for safety review, quality control, legal compliance, or other purposes.
On the cloud AI selection screen, the App displays notes on each provider's data handling (whether data is used for training, retention, processing countries, age requirements, and similar). Please review the provider's current terms before selecting a cloud AI.
For a custom AI on the internet or otherwise outside your local network, the App permits HTTPS connections only.
HTTP connections are permitted only for destinations that the App determines to be the device itself or within the local network. In addition, the App rejects the following.
HTTP traffic is not encrypted and may be intercepted or altered by third parties on the same network. When an unencrypted destination is used, the App shows that fact and the host name before sending. Use HTTP connections only on local networks and destinations you trust.
When you use a custom AI, the handling of data, retention period, processing country, use for AI training, and human review are determined by the operator of the destination you specify. The Provider does not control or guarantee how that operator handles information.
API keys and other credentials you enter are used to authenticate and connect to the corresponding AI service.
API keys are stored in the device keychain (the credential storage provided by iOS). They are not included in ordinary settings (UserDefaults), logs, exported files, or device backups.
The Provider does not send or store API keys on any server of its own. API keys are not sent to third parties except as required to authenticate with the corresponding AI service. API keys are never sent over unencrypted HTTP connections.
You are responsible for managing your API keys in accordance with the conditions set by their issuer.
The App stores recorded audio in a private storage area on your device. This audio is retained on the device as the original even after minutes have been created. Minutes that are created are also saved in the private storage area. This is so that a recording is not lost if export or sharing fails, or if the App terminates abnormally.
If a recording or its processing does not complete normally, the App presents it as a recovery candidate at the next launch and offers you the choice to recover or discard it. If you choose to discard, the audio is deleted from the private storage area. A discarded recording cannot be restored.
Audio in the private storage area is deleted automatically after one week by default. You can change this period in the "Info" tab (right after minutes are created / after 1 week / after 1 month / never). Minutes are not subject to automatic deletion.
Recordings and minutes retained in the private storage area can be reviewed, played back, and deleted from the "Info" tab of the App. You can also transcribe a stored recording again to recreate its minutes.
Temporary files created for processing, sharing, or file creation (document files, audio for re-transcription, and similar) are deleted after they have served their purpose. If deletion does not complete because of abnormal termination of the device or App, operating system behavior, or other circumstances, temporary files older than a certain period are deleted at the next launch.
Deleting the App from your device deletes all data stored in the private storage area, including recordings, minutes, settings, and API keys.
The following information you export as files is saved to the destination folder you specify.
These exported files are not deleted automatically by the App. You can delete them directly from the destination, or from the file list in the "Info" tab. The file list shows only files inside the folder that the App creates within your destination folder.
If exported files are saved to iCloud Drive or another cloud storage service, the terms and privacy policy of that storage provider apply. Files sent using the share function are handled by the destination service and the recipient.
Deleting the App or data on your device does not necessarily delete the following.
1. Information contained in device or cloud storage backups
2. Files you copied or shared elsewhere
3. Information retained by cloud AI providers under their terms
4. Information retained by the operator of a custom AI
To have information held by a cloud AI provider deleted, you must follow the procedure set by that provider.
Because the Provider does not hold meeting data, the Provider cannot view, correct, or delete such data on behalf of a cloud AI provider.
Files you export are saved to the device, folder, or cloud storage you select.
When you use on-device or local AI, meeting data is processed on your device.
When you use a cloud AI, meeting data may be processed or stored on servers outside Japan used by that AI provider. For specific countries or regions, please review the provider's current terms and privacy policy.
For a custom AI, the countries of processing and storage are determined by the operator of the destination you specify.
The Provider may use statistics provided by Apple, such as number of users, installs, usage, and crash reports, to improve the App and investigate defects.
The Provider does not use this information to identify a particular user or the content of a particular meeting.
The Provider does not collect meeting audio, transcripts, or minutes for usage analysis. The App does not obtain advertising identifiers or perform any tracking.
Inquiries about the App are accepted through the following form.
Contact form: https://forms.gle/EyrPEwhZBkD3KdHo6
The contact form is provided by Google Forms (Google LLC). Information you enter is transmitted to and stored on Google's servers, and Google's privacy policy applies to it.
The form opens in Safari or another external browser. The form is never displayed inside the App, and the App never sends meeting data to the form automatically.
Please do not include meeting audio, transcripts, minutes, API keys, or other confidential information in your inquiry.
The Provider endeavors to take reasonable security measures to prevent leakage, loss, damage, and unauthorized access with respect to information handled by the App.
Meeting data is stored in the App's private storage area on the device and is isolated from other apps by the protections of iOS. API keys are stored in the device keychain.
HTTPS is used in principle for external connections over the internet. HTTP connections may be used only when you connect to a custom AI on your local network.
No guarantee of complete security can be given for internet communication or electronic storage.
The Provider may change this Policy in response to changes in law, the functions of the App, the AI services used, or other circumstances.
For significant changes, the Provider will notify users within the App or by another appropriate method.
The revised Policy applies from the date it is posted in the App or on a web page designated by the Provider, or from another effective date specified.
The latest version of this Policy is published on the following web page.
https://steelhead818.github.io/kotoroku/privacy-en.html
Provider: Masaya Sakuragi, individual developer
Contact form: https://forms.gle/EyrPEwhZBkD3KdHo6
End of Policy