MuteNoteDownloadPrivacy
MuteNote records your calls on your own laptop and writes notes from them. This page explains, in plain terms, what stays on your laptop, what goes anywhere else, and why. MuteNote is run by Samuel Mbugua, trading as MuteNote, in Kenya (“we”). Questions: privacy@mutenote.com.
On your laptop, and nowhere else
Your recordings, transcripts, notes, marks and settings are stored in folders on your laptop. MuteNote never uploads your audio. Transcription runs on your laptop. If you delete a meeting in the app, it’s gone from your laptop.
When notes are written
Writing notes needs an AI model. You choose which one in Settings, and what leaves your laptop depends on that choice:
| You choose | What leaves your laptop | Where it goes |
|---|---|---|
| MuteNote (our notes service) | The transcript text and our instructions. Never the audio. | Our service passes it to Anthropic, whose Claude model writes the notes. We don’t store or log the transcript. Anthropic may keep it for up to 30 days under its API terms. |
| Your own AI (Claude, Codex, OpenAI, or your own server) | The transcript text and instructions. | Straight from your laptop to that provider, under your agreement with them. We’re not involved. |
| A model on your laptop | Nothing. | Nowhere. |
Your MuteNote account
You only need an account for notes written by MuteNote and for paid plans. Our account service keeps:
- your email address;
- sign-in codes, stored only as scrambled values and valid for 10 minutes;
- sign-in sessions, stored only as scrambled values; a session ends after 180 days unused;
- how many hours of notes you’ve used each month, and whether automatic top-ups are on;
- when you first signed in and which months you used MuteNote while signed in;
- which of our welcome emails we’ve sent you, and whether you’ve unsubscribed from them.
It never receives your recordings, transcripts or notes, except transcript text passing through to write notes, as above.
Emails we send
Besides sign-in codes, we send a few emails to help you get started: a welcome, one reminder if you haven’t had notes written after a few days, a note when your first notes are done, and a short monthly recap of how many hours of notes MuteNote wrote. They’re built only from the account details above, never from your meetings. Every one has an unsubscribe link, and sign-in codes keep arriving after you unsubscribe.
The Getting started steps, counts and milestones on the Meetings screen are worked out on your laptop from your own meetings, and aren’t sent anywhere.
Payments
Paddle sells MuteNote subscriptions and top-ups as the merchant of record. When you buy, Paddle collects your name, email, billing address and payment details, works out tax, and issues invoices, under Paddle’s privacy policy. We never see your full card number. We ask Paddle what your email has bought so the app knows your plan and hours.
The Chrome extension
The MuteNote mute extension reads one thing: whether Google Meet’s microphone button is muted, on meet.google.com only. It tells the MuteNote app on the same laptop, through Chrome’s built-in channel to desktop apps. Nothing goes over the internet.
Problem and error reports
If you send a problem report from the app, we receive your message, your email if you’re signed in, the app version and your operating system. If you turn on automatic error reports (off unless you choose them), the app sends error messages with file paths, email addresses and meeting titles removed. Reports never include recordings, transcripts or notes. We keep reports for 12 months.
Updates and the website
The app checks our website once a day for a new version. Like any website visit, our host sees your IP address. The website loads fonts from Google Fonts, and the pricing section loads Paddle’s checkout script.
Who handles your data for us
We use these companies to run MuteNote. Each only gets what its job needs:
| Company | What for | Where |
|---|---|---|
| Fly.io | Runs our account service and website, and stores the account details above | Servers in Johannesburg, South Africa |
| Resend | Delivers our emails: sign-in codes, welcome emails and replies (your email address and the email) | United States (Amazon Web Services) |
| Cloudflare | Runs our domain names and forwards email sent to support@ and privacy@mutenote.com | Worldwide network |
| Anthropic | Writes notes from transcript text, when you choose MuteNote to write them | United States |
| Paddle | Sells subscriptions and top-ups, as described above | United Kingdom |
| Sentry | Receives automatic error reports if you turn them on, and our service's own errors, with email addresses removed | Germany (EU) |
Some of them are outside your country, and outside the EU and UK. For those transfers we rely on each company’s data processing terms, which include the European Commission’s standard contractual clauses and the UK’s addendum to them.
Recording other people
MuteNote doesn’t join your calls, so it won’t announce itself. Recording laws differ by country and state, and many require everyone’s consent. You’re responsible for telling people you’re recording; MuteNote gives you a consent message to paste into the meeting chat.
Your rights, and deleting your account
You can delete your account any time in MuteNote under Settings → Account. That removes everything our account service keeps about you. Invoices stay with Paddle, which the law requires the seller to keep. You can also ask us for a copy of your data, or to correct or delete it, at privacy@mutenote.com. If you’re in the EU or UK you can complain to your data protection authority.
The legal bases we rely on: providing the service you asked for (account, notes, payments), and your consent (error reports).
Children
MuteNote isn’t meant for anyone under 16.
Changes
If this policy changes in a way that matters, we’ll say so in the app before it takes effect.