The meeting recording stays on your PC. While transcribing, short speech snippets pass through our server to the speech provider whose key you added (OpenAI, Google Gemini or OpenRouter); transcript snippets and screenshots go to the AI provider you chose. We store none of them. Your provider keys are stored encrypted and used only for your requests.
This policy explains what Callwise (the Windows app and the website at this domain, together “the service”) does with data, in plain terms. [Your company name] is the operator and data controller.
1. What stays on your PC
- Meeting recordings. Both audio streams (what you hear and your microphone) are recorded on your PC. Recordings, transcripts and minutes are saved only in your local data folder.
- Notes, projects and the memory index. Your project notes and past meetings are stored on your PC. Embeddings for the memory index are computed through the service with your provider key, but the index itself stays local.
- Settings and usage history. Kept in your local data folder.
2. What passes through our server and is not stored
Speech to text. Callwise does not transcribe on your PC. While the live transcript is on (Pro), the app cuts each audio stream into short speech snippets at pauses and sends each finished snippet once to our server, which forwards it with your encrypted provider key to the speech provider whose key you added (OpenAI, Google Gemini or OpenRouter) and returns the text. Silence is never sent. When minutes are written, the saved recording is transcribed again in full the same way. We do not store or log the audio. On the Free plan nothing is transcribed, so no audio leaves your PC.
AI requests. When you press Listen, Ask, Scan, Solve, Explain, Details or Ask notes, or when auto-answer or minutes run, the app sends the relevant transcript snippet, screenshot or notes excerpt to our server, which forwards it with your encrypted provider key to the AI provider you selected and streams the answer back. We do not store these texts or images.
For each request we keep an accounting record only: your account id, device id, the feature used, the provider and model, token counts, cost, duration and whether it succeeded. Never the prompt, text or image.
3. What we store
- Account. Your Google account email, name and profile picture, your plan and trial dates, and your sign-in sessions.
- Provider keys. API keys you add on the website are encrypted (AES-256-GCM) before they are saved, are decrypted only for the duration of your own requests, and are never sent to the desktop app or written to logs. Only the last four characters are shown back to you.
- Devices. The name and a fingerprint of each PC you sign in from, when it was last seen and its app version, so you can revoke a lost one.
- Usage counts as described in section 2, and an audit log of security-relevant actions (sign-ins, key changes, device revocations) with IP address and browser user agent.
- Billing. Subscription status and invoice references from Razorpay. We do not receive or store your card details.
4. Third parties
- Your AI and speech providers process the snippets you send, as processors for each request, under your own account with them and their terms:
- Speech snippets go to OpenAI, Google (Gemini) or OpenRouter, whichever your chosen speech model belongs to. Anthropic and xAI have no speech models and never receive audio.
- Transcript snippets, screenshots and notes excerpts go to the provider you chose for answers: OpenRouter, OpenAI, Anthropic, Google (Gemini) or xAI.
- OpenRouter passes each request on to the vendor of the model you picked (for example OpenAI, Google or AssemblyAI) under OpenRouter's terms.
- Google for sign-in. We receive your verified email, name and picture.
- Razorpay processes payments for Pro.
- Microsoft online neural voices speak answers aloud by default; the answer text is sent to Microsoft to be synthesised. Offline Windows voices are available in Settings › Voice.
- Sentry receives crash reports from the website and, if enabled, the app. Reports contain stack traces and your account id, not meeting content.
5. Recording other people
You are responsible for using Callwise lawfully. Recording or transcribing a conversation may require the consent of the other participants where you or they are located. The app shows a notice before a recording starts; tell the people in your meeting when you record.
6. Retention
Account data is kept while your account exists. Usage records and audit logs are kept for up to 12 months. Revoked device tokens and expired sessions are purged on a schedule. Nothing in section 2 is retained.
7. Your rights and deleting your account
You can see and remove your provider keys and devices in your account at any time. To export or delete your account and everything in section 3, email support@callwise.rovidant.com from the address you signed in with. We complete deletion within 30 days; invoice records are kept as long as tax law requires. Your local data folder is yours to delete (install.ps1 -Uninstall -RemoveData).
8. Security
Traffic is encrypted in transit (TLS). Keys are encrypted at rest with a key held separately from the database. Access to production systems is limited to the operator. If we learn of a breach affecting you, we will tell you without undue delay.
9. Changes
We will post changes here with a new effective date and, for material changes, show a notice in the app.