DocumentationPrivacy and Model Choices
Understand what data stays locally on your Mac and what external providers receive when online models are enabled.
Kapinote is built on a strict local-first architecture. Your meeting archives and working assets remain on your Mac by default, and you maintain complete control over which speech and AI models process your data.
What is stored locally
All core assets reside in your local SQLite database and application data directory on macOS:
- Raw audio recordings
- Time-stamped transcript segments and conversation turns
- Structured AI meeting notes and summaries
- Custom templates, skills, and vocabulary lists
- Local search indices
- Provider configurations and the API keys you enter
Data Erase Notice: Moving Kapinote to the Trash does not automatically delete its local data directory. If you wish to completely wipe historical meeting data, follow the data removal instructions for your version.
When data leaves your device
| Configuration | Data Sent Outside Your Mac |
|---|---|
| Qwen3-ASR + Local Ollama / CLI Provider | 100% Offline: Transcription and AI reasoning run entirely on your Mac with zero cloud calls |
| Apple Speech + Local AI | Audio is processed by Apple's on-device speech engine; AI context and notes remain strictly local |
| Cloud Speech Provider (Soniox / Deepgram / etc.) | Audio stream and your selected language/vocabulary hints are sent to that speech provider |
| Cloud AI Provider (OpenAI / Claude / Gemini / etc.) | Only when generating notes or chatting, the required transcript context, prompt instructions, and query are sent to that provider |
Data retention policies and training terms are dictated by each provider and your specific account plan (e.g., enterprise API tiers typically do not train on user data). Review each provider's current terms before processing confidential meetings.
API keys and diagnostic safety
- API Key Storage: Provider credentials are saved in Kapinote's local configuration and are used solely to make direct, authenticated requests from your Mac to the chosen service. Never paste API keys into meeting notes or chat prompts.
- Diagnostic Reports: Kapinote's built-in diagnostic generator is engineered to automatically strip out API keys, passwords, meeting titles, transcripts, and notes. Reports only contain system versions, configuration status, word counts, and operational logs. See Diagnostics and support.
Choosing the right boundary
- Confidential & NDA Meetings: Use on-device transcription (Apple Speech / Qwen3-ASR) paired with local Ollama to ensure complete data isolation.
- Multilingual & Cloud Scale: Connect managed cloud models when higher accuracy, specialized accents, or broad language support are needed.
- Credential Hygiene: Create dedicated API keys for Kapinote, set reasonable usage limits, and revoke unused keys promptly.
- Recording Consent: Always follow your organization's internal guidelines and applicable local laws regarding recording consent.