Privacy Policy

Effective date: September 2, 2026

Contact: Jacob.Metcalf@appomatix.com

Warp Notes ("the app") is a voice-note organizer made by Appomatix — personal by default, and shared with the people you choose: your household or team when you share a category, or your organization with Warp Notes Business. This policy explains what we collect, why, and what happens to it.

What we collect

• Account information. Your email address (email sign-up) or the identity provided by Sign in with Apple / Google Sign-In. Used to authenticate you and keep your notes private to you. If you join a shared category, your email and display name are visible to that category's other members.
• Voice recordings. Audio you record in the app is uploaded to our servers so it can be transcribed and organized.
• Transcripts and derived data. Transcriptions of your recordings, plus AI-generated titles, summaries, action items, follow-ups/reminders, and the categories and groups your notes are filed into.
• Search and questions. Questions you type or speak into Ask/Search are processed to retrieve and answer from your own notes; a spoken question is transcribed only for that purpose and is not stored. Your recent-searches list is stored only on your device. Questions about your calendar are answered on your device — your calendar is never sent to our servers.
• Calendar linkage. If you turn on calendar sync, the app creates events in the device calendar you choose and stores only the event identifiers. Your calendar contents are never uploaded to our servers.
• People you mention. When you mention someone by name in a note, the app builds a contact card for them — their name, plus any company, role, phone number, email address, website, or street address you actually said. This information about other people is derived only from your own recordings and can be edited or deleted at any time. In a category you keep to yourself it is private to your account; in a shared category it is visible to that category's members (see below).
• Contacts you import. You can add a person by picking them from your phone's contacts ("Import from Contacts"). Only the single card you pick is received and stored — the app never reads your address book in the background or in bulk. On iOS the picker runs outside the app entirely, which is why no contacts permission prompt ever appears; on Android the standard contacts permission is requested at the moment you import.
• Data you import (CSV). In a Warp Notes Business workspace you can import companies, contacts, notes and to-dos from a CSV file you choose (for example, an export from another CRM). The file is read on your device and the records are added to that workspace. The optional paid "Smart Import" additionally sends the imported notes' text to OpenAI to extract contacts and details, the same way your recordings are processed.
• Place lookups. When the app resolves a place the AI spotted in a note, we look it up with Google's Places service to find the real address. To keep results local to you, the lookup is biased using your home base (a city/state you can optionally set in Settings) — or, if you haven't set one, an approximate city-level location derived from your IP address via the ipapi.co service. We never access your device's GPS location.

We do not access your device's GPS location, browsing history, or advertising identifiers, and we never read your contacts except for the single card you deliberately import (above). There are no ads and no analytics brokers in the app.

Shared categories (household sharing and Warp Notes Business)

By default every category is private to you. A category becomes shared only when you create it as a shared category or accept an invitation to one — either a shared personal category you open to family or friends, or a Warp Notes Business workspace your organization records into together. Inside any shared category:

• Notes recorded into it are visible to its members — the audio, transcript, and AI-derived data (titles, summaries, extracted details). Categories you keep to yourself are unaffected and remain private to you.
• Shared records. Contact cards, and — in Business workspaces — companies and places, whether typed or extracted from members' notes, are visible to and editable by the category's members. Follow-ups in a shared personal category are shared with its members.
• Your identity is visible. Members can see your email address and display name (used for things like assigning accounts by name).
• Uncertain filings stay private. When the AI isn't confident a note belongs in a shared category, the note stays private to you until you confirm where it files.
• Territories are organization, not privacy (Business). Territory assignments filter what members see day-to-day, but they are a viewing convenience — every member of a workspace can access the workspace's data regardless of territory.
• The owner administers it — membership, paid seats, and (in Business) territories and territory auto-assignment rules. Rule text an owner writes is processed by OpenAI the same way note text is.
• Daily Field Report email (Business, optional). A workspace can offer a daily "Field Report" — an email summarizing the previous day's activity in the workspace, written by AI from that day's notes. It is opt-in per person: each subscriber receives it only for the workspaces they turned it on for, and nobody can subscribe anyone else. In addition, a workspace owner can have it sent to up to 10 email addresses of their choosing, which may include people who are not Warp Notes users. These emails contain note-derived summaries of workspace activity and are delivered through Resend (see below).
• If you leave a shared category (or are removed), it keeps the notes and records you contributed to it — like leaving a shared drive. Categories you keep to yourself always remain yours alone.

How your data is processed

• Hosting & storage: Your data is stored with Supabase (database, file storage, authentication). Every record is protected by row-level security so it is only readable by your account — and, for shared categories, by that category's members.
• AI processing: Audio is transcribed and note text is summarized, organized, and answered using OpenAI APIs. Per OpenAI's API policy, data sent via the API is not used to train their models.
• Place resolution: When a detected place is resolved, its name is sent to Google's Places API to find matching real-world locations. If you haven't set a home base, your IP address is sent to ipapi.co once per lookup to estimate your city so results are nearby. Neither request includes your notes.
• Email delivery: The optional daily Field Report activity emails (above) are delivered through Resend, which receives the recipient's email address and the message content in order to deliver it.
• Payments: Subscriptions — including per-seat Warp Notes Business subscriptions and family seats — are handled by Stripe. Checkout opens in your browser and your card details go straight to Stripe — we never see or store them. We keep only your subscription status, seat assignments, and Stripe's customer and subscription identifiers, so the app knows what you and your team are entitled to.

What we never do

• We never sell your data.
• We never share your notes with third parties beyond the processors listed above. The only people who ever see your notes are you and the members of shared categories you deliberately record into.
• We never use your notes to train AI models.

Retention & deletion

Your data is kept until you delete it. You can delete individual notes, groups, or categories at any time (audio files are removed with them). You can permanently delete your entire account and all data in the app: Settings → Delete account & all data. Deletion is immediate and irreversible. Calendar events previously added to your own device calendar remain on your device until you remove them.

Shared categories are the one exception. Records you contributed to a shared category someone else owns — companies, notes, and contact cards inside it — remain with that category after you delete your account, the same as if you had simply left it. They are shared records the other members rely on, and removing them would erase history the group depends on. Those records keep your name as text so members can see who added them, but they are no longer connected to any account: your login, your private categories, your recordings, your reminders and your billing details are all destroyed, and nothing that remains can be used to identify or contact you through Warp Notes.

If you want records you contributed to a shared category removed as well, ask its owner — they can delete them directly — or contact us at the address below.

Security

Data is encrypted in transit (HTTPS/TLS). Access is scoped per-account — and per-membership for shared categories — via row-level security. Server-side API keys are never shipped in the app.

Children

Warp Notes is not directed at children under 13, and we do not knowingly collect data from them.

Changes

If this policy changes materially, we'll update this page and the effective date above.