The short version
- Your voice is turned into text on your Mac. The audio never leaves it.
- When Toldit answers or makes a page, your request goes through our AI server to OpenAI. We ask OpenAI not to store your requests. OpenAI may still keep them for up to 30 days to detect abuse (section 5).
- Your notebook is saved on your Mac. It is copied to your account only if you turn on sync.
- Paddle handles your payment, under its own privacy notice.
- No ads and no analytics. We don't sell your data, and we don't use your notes to train AI.
This summary helps you read the policy. The full text below is what counts.
1. Who is responsible
Toldit is made and run by Luc Python and Gilles Bertheau, two private individuals in Switzerland. Together we are responsible for your personal data under this policy. It covers the Toldit Mac app, your Toldit account and this website, toldit.ai.
Luc Python, c/o Frey Services, Eggstrasse 14f, 8134 Adliswil, Switzerland
Gilles Bertheau, c/o Frey Services, Eggstrasse 14f, 8134 Adliswil, Switzerland
Email: hello@toldit.ai
Our representatives. If you live in the EU, you can also contact our representative there under the GDPR: Euverify Limited, Unit 3D, North Point House, North Point Business Park, New Mallow Road, Cork, T23 AT2P, Ireland, gdpr@euverify.com. If you live in the UK, our representative under the UK GDPR: Euverify Ltd, 3rd Floor, 86-90 Paul Street, London EC2A 4NE, United Kingdom, gdpr@euverify.com. Under the EU Digital Services Act, our legal representative in the EU is Prighter DSA GmbH, represented by Dr. Andreas Mätzler, Schellinggasse 3, 1010 Vienna, Austria, support@prighter.com.
2. What stays on your Mac
- Your voice. Speech is turned into text on your Mac. The audio is never sent anywhere. While you speak, it is held in a temporary file, which is deleted as soon as the text is ready. If Toldit quits unexpectedly, the file is deleted the next time Toldit starts.
- Meetings. When you record a meeting, Toldit keeps only the text, never the audio. Each meeting's text also has a copy in a Meetings folder on your Mac, with a short technical report.
- Dictation into other apps. These words stay on your Mac and are never sent to an AI. Toldit pastes them through your clipboard, where they stay until you copy something else. Toldit keeps a short log of recent dictations: the time, the number of words and the app they went to, not the words.
- Your notebook, with its attachments, history and time tracking, is stored on your Mac, in Toldit's folders in your Library. Your own Mac backups, such as Time Machine, include it.
- Your Apple Calendar. Toldit shows your Apple Calendar events, read only. It never changes them and never sends them to the AI.
- Your clipboard. Toldit only reads it when you paste into Toldit's own field.
- Your sign-in is kept in the macOS Keychain, on that Mac only.
- No analytics. The app has no analytics and no advertising. A problem report leaves your Mac only if you send it (section 6).
Permissions the app asks for:
- Microphone: to hear you when you use the shortcut.
- Accessibility: to paste dictation into other apps. Without it, the words are only copied.
- Calendars: to show your Apple Calendar events. Toldit only reads them.
- Location, if you allow it: only for local weather.
- Mac audio, on macOS 14.2 or later: only while you record a meeting.
- Notifications: for reminders and timers.
3. Your account
You need a Toldit account to use Toldit's AI. You create it on our website with your email address and a password. We keep:
- your email address, and your password in a protected (hashed) form;
- for each device or browser where you are signed in, its internet address and the app or browser version;
- a scrambled code for each Mac you sign in on (section 8);
- your plan and its status, which we get from Paddle (section 7).
We use your email address to confirm your account, reset your password and send you notices about your account, your subscription and our terms.
Without an account, the parts of Toldit that run only on your Mac keep working, such as dictation into other apps.
4. Sync
Sync is off until you turn it on. If you do, your notebook is copied to your account and kept the same on each Mac where you sign in: your pages, reminders and events, memories, time tracking, settings and attached files. Your history of requests, waiting requests, open questions and Undo stay on your Mac. You can turn sync off or sign out at any time; your Mac keeps its notebook.
Where. Our cloud runs on Supabase; our agreement is with Supabase Pte. Ltd., Singapore. It keeps your account, your synced notebook and your files in Amazon Web Services data centres in Frankfurt, Germany. Some of its own service providers may process data in other countries, including the USA and Singapore.
Who can read it. Your data is encrypted on the way and where it is stored, backups included, but not end to end, so we could read it. We look only if you ask us to, to protect the service's security, or where the law requires it.
5. Toldit's AI
Before your first AI request, the app tells you what is sent and to whom, and asks again if that changes.
What a request contains. Your words, the date and time, your currency, your saved memories, an overview of your notebook and a short summary of your time tracking. The AI sees your recent requests, can search older ones and can open any page of your notebook when it needs to. Pictures and PDFs you add are sent too; other files are only named.
Our AI server. Your requests go from your Mac to our AI server at ai.toldit.ai, which checks your sign-in and your plan, adds Toldit's own key and passes them to OpenAI; the answers come back the same way. The server doesn't store or log what you ask or what the AI answers. It doesn't add your name, your email address or your account number, only the code described in 5.1. It keeps only daily totals per account (the AI service, model and kind of task, the number of requests and errors, the amount of text processed, the time and the cost), with no internet address, no device and no content. We use these totals to apply your plan's limits, to control costs and to stop abuse, and delete them after 6 months or with your account.
The server runs on Cloudflare (Cloudflare, Inc., USA), as our processor, in its data centre nearest to you. Like any network that carries your connection, Cloudflare sees your internet address and may keep it for a limited time to protect its network.
5.1 OpenAI. OpenAI handles your requests for us, as our processor, under a data processing agreement with OpenAI Ireland Ltd., Dublin. Toldit sends every request with OpenAI's "store: false" setting, so OpenAI keeps no copy for later requests. OpenAI still keeps records of requests and answers to detect abuse, for up to 30 days, or longer if the law requires it or to protect its services or other people from harm; flagged requests can be reviewed by its staff and contractors. To answer faster, it can also keep parts of a request in an encrypted temporary cache for up to 24 hours. OpenAI does not use your requests or its answers to train its models. It may process them in the USA and in other countries. With each request, our server sends OpenAI a code that stands for your account, so that OpenAI can stop one misused account without stopping Toldit for everyone.
5.2 The backup: Anthropic. If OpenAI isn't working, Toldit may send your request, through our server, to Anthropic's AI, Claude, with the same content. Anthropic handles it for us, as our processor, under a data processing agreement with Anthropic Ireland, Limited, Dublin. It deletes requests and answers within 30 days at the latest, but may keep a request flagged as breaking its usage rules for up to 2 years. Anthropic does not use your requests to train its models. It processes and stores them in the USA. This backup isn't switched on yet; until it is, nothing goes to Anthropic.
Requests with a PDF. For these, our server first sends the request's content to the AI provider's token counter, which measures it, so that the right amount of your plan is reserved before the request. The count is sent without the code described in 5.1 and, at Anthropic, without the setting that keeps the processing in the USA. If the request is allowed, the server then sends it, so a request refused after its count has still reached the provider once.
Weather. When you ask about the weather, your Mac asks Apple to find the place: the name you gave, or, for the weather where you are and only if you allow Location, your Mac's location. Your Mac then gets the forecast straight from MET Norway, the Norwegian weather service, which receives the place's coordinates and your internet address. MET Norway keeps them in its logs, in Oslo. The AI service never gets your location.
Speech models that Toldit downloads come from Hugging Face (USA), which records each download with your internet address.
Updates. The app checks toldit.ai for updates. This sends your internet address and the app's version to our website's host (section 9). Updates are signed, so the app only installs updates from us.
6. Problem reports and emails
Problem reports. Help › Report a Problem puts together a report. Before you send it, Toldit lists what's in it, and nothing leaves your Mac until you send it yourself, for example from Mail. It always holds what you write, the versions of Toldit, its speech models and macOS, your Mac's model, language and time zone, your Toldit settings and permissions (for keys, only whether one is set), Toldit's technical log from the last 7 days (without your words or the names of your pages, reminders and events) and Toldit's crash reports from the last 7 days. It never holds your requests, your notebook, audio, transcripts or keys. After Toldit quits unexpectedly, the app asks whether you want to report it. A report reaches us only if you send it, by email to hello@toldit.ai. We use it only to find and fix the problem.
Emails. When you write to hello@toldit.ai, we receive your email address and what you send, and use it to answer you. Our email runs on Zoho Mail; our agreement is with Zoho Corporation GmbH, Germany, and its mail servers are in the USA. Our sign-up and password emails also come from hello@toldit.ai through Zoho.
We keep an email conversation until 2 years after its last message, and a problem report until 12 months after the problem is solved. Then we delete them, unless the law requires us to keep them longer.
7. Payments
Paddle sells Toldit to you as our authorised reseller and is responsible for your payment data under its own privacy notice (paddle.com/legal/privacy). The Paddle company you buy from depends on where you are: Paddle.com Market Limited (UK) for most buyers, Paddle.com Inc. for buyers in the US and Paddle.com (Canada) Ltd. for buyers in Canada. Your card number goes to Paddle, never to us.
We give Paddle your email address and your account number, so that your payment switches on your account. Paddle tells us your name, address, email address and what you bought, and tells us when your trial starts and ends, when a payment succeeds or fails, and when your subscription changes or ends. We keep your plan and its status in your account, and a 30-day log of Paddle's notices, which holds no account number.
8. One free week per Mac
To keep the free week to one per Mac, we keep a scrambled code of the Mac and of the card used for a trial for up to 2 years, even after the account is deleted.
The app makes the Mac's code from your Mac's hardware identifier when you sign in. Our server makes the card's code from the card's type, last four digits, expiry date and the cardholder's name, which Paddle gives us for the trial; we keep only the code. If a Mac or a card already had a free trial, including on another account, the new trial ends at once and nothing is charged. You can then subscribe without a trial.
9. This website
- Hosting. This website is hosted by Cloudflare. Like any host, it receives your internet address and the page you ask for, and may keep them for a limited time to protect its network.
- Prices and checkout. To show your local price and tax, the price card asks Paddle, which sees your internet address to find your country. The checkout on our start page is Paddle's: what you enter there goes to Paddle, under its privacy notice.
- Signing in. When you create your account or sign in on the website, your email address and password go to our cloud (section 4). Your browser keeps the sign-in on this device, not just in the tab you used, until you've subscribed or signed out. The start page also keeps your email address, plan and trial end date in that tab, to show them on the next page.
- Your preferences. The website saves your light or dark choice in your browser, so it carries between pages. You can remove it by clearing this website's data in your browser.
- No tracking. The website has no analytics and no advertising, and we don't let advertising or analytics companies collect data about you on it. It doesn't follow you across other sites, so it does nothing different when your browser sends a "Do Not Track" signal.
- The examples use fictional people and information. What you type into an example is processed in your browser and not sent to us or to an AI. The examples don't use your microphone.
10. Who receives your data, and where
| Who | Why | Where | Safeguard for the transfer |
|---|---|---|---|
| Supabase Pte. Ltd., Singapore, our processor | Accounts, sync, AI totals, your plan | Frankfurt, Germany; some of its providers in other countries, including the USA and Singapore | Data processing agreement with the EU standard contractual clauses and a Swiss addendum |
| Cloudflare, Inc., USA, our processor | Our AI server, this website | Its data centre nearest to you; the USA | Data processing agreement; EU-US and Swiss-US Data Privacy Framework |
| OpenAI Ireland Ltd., Dublin, our processor | AI answers | The USA and other countries | Data processing agreement; standard contractual clauses |
| Anthropic Ireland, Limited, Dublin, our processor | AI answers when OpenAI isn't working (not switched on yet) | The USA | Data processing agreement; standard contractual clauses with a Swiss addendum |
| Zoho Corporation GmbH, Germany, our processor | Our email | The USA | Data processing agreement with Zoho, being signed |
| Paddle, responsible for its own processing | Payments | The UK, the USA, Canada | Its own privacy notice |
| MET Norway, responsible for its own processing | Weather | Norway | Not needed (Norway is in the EEA) |
| Hugging Face, responsible for its own processing | Speech model downloads | The USA | Its own privacy policy |
We also share data where the law requires it, for example with an authority under a valid order.
11. How long we keep things
| What | How long |
|---|---|
| Your notebook, history and meetings on your Mac | Until you delete them. Undo keeps your last 100 changes. History is kept until you delete it, or after a day, a week or a month if you choose. |
| Your account | While it exists. A device's sign-in record until you sign out there. |
| Your synced notebook | While your account exists. A page or item you delete leaves your account at once, and its last copies leave the sync history within 8 days. Attached files stay until you delete your account. |
| Backups of our cloud | 7 days |
| Our cloud provider's technical logs, which can include your internet address, account number and email address | 7 days |
| What you ask and what the AI answers, at our AI server | Not kept: held only in memory while it is passed on |
| Daily AI totals per account | 6 months; deleted with your account |
| Requests at OpenAI | Up to 30 days for abuse checks (longer if the law or safety requires it); an encrypted temporary cache for up to 24 hours |
| Requests at Anthropic, the backup | Within 30 days; flagged requests up to 2 years |
| Your plan and its status | While your account exists |
| Paddle's notices to us | 30 days, without your account number |
| The Mac and card codes of a free trial | Up to 2 years, even after your account is deleted |
| The number of a deleted account and the time of the deletion | 7 days |
| Emails and problem reports | Emails: 2 years after the conversation's last message. Problem reports: 12 months after the problem is solved (section 6) |
| Payment records | As Paddle's privacy notice says |
12. Deleting your data
- In the app: Settings › Data › Delete my data. You choose this Mac only, or this Mac and your account. Deleting your account asks for your password again.
- On the website: toldit.ai/account, Delete account, with your password.
When you delete your account, our server deletes, at once, the notebook and files in your account, your AI totals, your plan and your sign-in, and it finishes by itself if it is interrupted. It also asks Paddle to cancel your subscription at once. For 7 days we keep only your account's number and the time of the deletion, so that your other devices stop syncing. Copies in our backups and our cloud provider's technical logs are gone within 7 days. The codes in section 8 stay for up to 2 years. Paddle keeps its own records of your purchases, under its privacy notice.
Deleting the data on this Mac only leaves your account as it is. Removing the app does not remove your data from your Mac: use Delete my data first.
13. Why we may use your data
- To provide Toldit under our terms: your account, sync, AI answers, your plan, and help when you ask for it or send a problem report.
- For our legitimate interests in running Toldit safely and fairly: keeping it secure, stopping abuse, applying the AI allowance and controlling costs, keeping the free week to one per Mac, and showing your local price on the website.
- With your consent: your Mac's location for weather, only if you allow it. You can turn this off at any time in your Mac's settings.
- To meet legal duties: keeping the records the law requires and answering authorities.
If your notes or requests contain sensitive information, such as about your health, we use it only to do what you ask.
We don't make decisions about you based only on automated processing that have legal or similarly significant effects.
14. Your rights
You can ask us what personal data we hold about you and get a copy, ask us to correct or delete it, ask for your data in a portable format, object to how we use it or ask us to limit it, and withdraw a consent you gave. Write to hello@toldit.ai. We may need to check that it is really you.
If you are unhappy with how we handle your data, tell us at hello@toldit.ai. You can also complain to a data protection authority: in Switzerland, the Federal Data Protection and Information Commissioner (FDPIC); in the EU, the authority where you live or work; in the UK, the Information Commissioner's Office (ICO).
15. Children
Toldit is for people aged 18 and over and is not directed at children. If we learn that we hold a child's data, we delete it.
16. Changes to this policy
When we change this policy, we change the date at the top. If a change matters for how we use your data, we tell you in the app or by email before it applies.