Know what stays local and what goes to the cloud.

1. Scope and controller

This notice applies to the Otoha Meet macOS app, meet.otoha.co, Otoha account, and related support. ChainBow Co., Ltd. determines how personal data is used for these services unless a third-party provider acts under its own terms.

It does not replace the privacy rules of your employer, school, meeting platform, or the person who organized a recording.

2. Local, Cloud Speech, and Cloud AI data paths

Local mode processes captured audio, speech recognition, sentence translation, and supported AI assistance on your Mac using Apple frameworks. Meeting history and generated artifacts are stored locally unless you export or otherwise share them.

Cloud Speech sends active meeting audio from the selected system-audio and microphone channels to our speech provider using a short-lived credential. The provider returns transcript, language, translation, and related timing data. Our service records the account, session, entitlement, and usage information needed to authorize and meter the session; it is not designed to store raw meeting audio.

When a Cloud AI feature is available and you invoke it, relevant transcript excerpts, your question or instruction, and the context needed for the answer may be sent through Otoha services to an AI provider. The resulting interpretation, answer, or meeting note may be saved in local meeting history.

• Local data: audio being processed, transcript, translation, meeting plans, history, and local AI output.
• Cloud Speech data: meeting audio, language settings, transcript, translation, timing, and technical session identifiers.
• Cloud AI data: selected transcript context, prompts, generated output, and technical usage metadata.

3. Account, device, and billing data

Sign in with Apple provides a provider-scoped identifier and, if you choose to share them, your name and email. We use these details to create an Otoha account, secure device sessions, restore entitlements, prevent abuse, and provide support.

Stripe processes DMG subscription payments. We receive customer, subscription, invoice, payment status, refund, and limited transaction identifiers, but not your full card number. App Store purchases are processed by Apple under Apple's terms.

We may also receive support messages and limited security or operational logs such as timestamps, request identifiers, error categories, IP-derived security signals, and device/app version information.

4. Why we use data

We use personal data to provide requested transcription and AI features, authenticate accounts, manage subscriptions and usage, secure the service, diagnose failures, answer support requests, comply with law, and improve reliability using appropriately minimized information.

Where applicable, our legal bases include performing a contract, your consent for an optional action, our legitimate interests in security and service reliability, and compliance with legal obligations. You can stop optional Cloud processing by using local mode, but some account and transaction data is necessary for paid service.

5. Providers and international transfers

We use service providers for cloud speech recognition, hosting, authentication, payment, and support. They may process data in countries other than yours. A third-party Cloud AI provider is not enabled in the public release; if that changes, we will identify the provider and update this notice before the feature is activated.

Where required, we use contractual and organizational safeguards for international transfers. Provider processing locations, retention, and use are governed by the applicable provider agreement and production configuration. We do not promise zero retention unless both support that promise.

• Apple: Sign in with Apple, Apple frameworks on your Mac, and App Store distribution and billing when used.
• Cloudflare: website delivery and Otoha account, entitlement, session, security, and usage infrastructure.
• Soniox: Cloud Speech recognition and translation for audio sent when you select the Cloud engine.
• Stripe: checkout, subscription management, payment status, and refunds for DMG purchases.

6. Retention and security

Local meeting records remain on your Mac until you delete them or the app data. Cloud account, subscription, usage, fraud-prevention, and audit records are retained only as long as reasonably needed for the service, security, disputes, tax, accounting, and legal obligations. Retention periods vary by record and jurisdiction.

We use access controls, encryption in transit, short-lived cloud speech credentials, token rotation, and data minimization. No system is completely secure, so do not process information in Otoha Meet when the risk is unacceptable for your use case.

7. Your choices and rights

You can choose local or Cloud speech, decide whether to invoke a Cloud AI feature, review and delete local meetings, export your data, cancel a subscription, and revoke an account device. Account deletion can be requested through support until an in-product deletion flow is available.

Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a copy of personal data, withdraw consent, and complain to a privacy authority. We may verify your identity and retain records that law requires us to keep.

8. Children and changes

Otoha Meet is not directed to children who cannot legally consent to the service in their country. Schools and guardians must apply the rules that govern their learners and recordings.

We may update this notice as the product, providers, or law changes. Material changes will be communicated as required. The effective date and change log identify the version that applies.