Privacy Policy

Last updated: August 2026

Data Processing

All data processing happens locally on your Mac:

• Audio recording is captured via ScreenCaptureKit and kept on your Mac while the meeting is being recorded and transcribed. Audio files are deleted only after the meeting archive is saved and checked. Unfinished recordings, including failed or empty transcriptions, remain available until you recover or discard them. If deletion fails, Robota keeps a recovery entry so you can retry.
• Transcription uses Apple's built-in speech recognition (SpeechAnalyzer), which runs entirely on-device. No audio is ever sent to a server.
• Snapshots are taken only when you press the snapshot button during a recording. Robota captures a single still image of the window that is in front at that moment, saves it on your Mac alongside the meeting, and does nothing else with it. Robota never captures your screen on its own, and never records video.
• Summarization and chat run on your own machine using Apple Intelligence or a GGUF model that Robota runs with its bundled llama.cpp engine. A GGUF model can be downloaded once from Hugging Face or selected from a linked folder on your Mac. Your transcripts are never sent to a remote service.

Data Collection

Robota collects no data whatsoever. Specifically, there is:

• No personal information collection
• No analytics or usage tracking
• No crash reports or diagnostics
• No device identifiers
• No cookies or tracking mechanisms
• No account creation or login

Network Access

Robota's core features run fully offline. The only outbound connections it ever makes are:

• Downloading an on-device model - if you choose a GGUF model and start a download, Robota fetches the selected public model file once from Hugging Face (huggingface.co). After that it is stored on your Mac and no further network access is needed. None of your meeting content is sent. If you select a .gguf from a linked folder already on your Mac, no download happens at all.

Robota never transmits your audio, transcripts, summaries, or any personal data off your device.

Third-Party Services

Robota does not connect to any third-party services or external APIs to process your data. Core functionality is provided by macOS system frameworks (ScreenCaptureKit, SpeechAnalyzer, FoundationModels) and a bundled copy of the open-source llama.cpp engine. The only third-party connection is the optional model download from Hugging Face described above.

File Access

Robota accesses the following locations on your file system:

• Recording recovery - unfinished audio and checkpoints of transcripts, notes, agendas, bookmarks, and vocabulary are stored under Application Support/com.worldtiki.robota/recording-sessions/ in the app's container. Recovery folders are excluded from backup and removed after a confirmed save or an explicit discard.
• Settings - stored at ~/Library/Application Support/com.worldtiki.robota/settings.json
• Downloaded on-device models - GGUF files are stored under ~/Library/Application Support/com.worldtiki.robota/models/
• Linked model folders - only if you link a folder holding a GGUF file. Robota receives read access to that folder and uses the selected weights in place without copying them.
• Meeting archive - saved meetings are stored under ~/Library/Application Support/com.worldtiki.robota/meetings/. Any snapshots you take live in a shots folder there, and are deleted with the meeting.
• Obsidian vault - only if you configure Obsidian export, and only the specific folder you designate

Data Storage

Settings are stored locally at ~/Library/Application Support/com.worldtiki.robota/settings.json. This file contains only your app preferences (summarization provider, model selection, Obsidian vault path, etc.). No meeting content, transcripts, or personal data are stored in this file.

Saved meetings - transcripts, summaries, your notes, and any snapshots you took - are stored on your Mac under ~/Library/Application Support/com.worldtiki.robota/meetings/. They stay there until you delete them, and they are never uploaded anywhere. If you export to Obsidian, the resulting markdown files are stored in your vault under your control.

macOS Permissions

Robota requests the following system permissions, which are standard for its functionality:

• Microphone - to capture your voice during meetings
• Screen & System Audio Recording - to capture other participants' audio via ScreenCaptureKit, and to take a snapshot of the frontmost window when you press the snapshot button during a recording
• Speech Recognition - to enable on-device transcription via SpeechAnalyzer
• Calendar - only if you use the optional "Auto-fetch details for my next meeting" button before a recording. Robota reads your upcoming events locally to prefill the meeting title, agenda, and attendee names. Nothing is stored or sent anywhere; the details only end up in the meeting archive on your Mac if you start that recording.
• Automation (Apple Events) - only if you export notes to Apple Notes, or use the auto-fetch button while the legacy Microsoft Outlook app is running (to read its calendar locally)

These permissions are managed entirely by macOS. You can review and revoke them at any time in System Settings > Privacy & Security.

Children's Privacy

Robota does not collect any data from anyone, including children under 13. Since no data is collected or transmitted, there are no COPPA concerns.

Changes to This Policy

If this privacy policy changes, the updated version will be published on this page with a new "Last updated" date. Since Robota collects no data, significant policy changes are unlikely.

Contact

If you have questions about this privacy policy, reach out via email at msafeworks@gmail.com.