Kalam — Privacy Policy

Account information. Your name, email, and password. Passwords are stored hashed; login tokens are kept in your device's protected operating-system keychain.

Dictation. When you dictate, your audio goes to our transcription provider and the transcript comes back to your device. If the normal connection is unavailable, we may temporarily store an encrypted copy of your audio so dictation still works. If you use dictation history or Cloud Sync, we store the transcript along with when it happened, its length, and the app you used it in.

Meeting Data. If you use the Meeting Notetaker, we process microphone and, where supported, system audio. We also collect or generate transcripts, titles, notes, participant information, speaker labels, calendar details, summaries, decisions, action items, questions and answers, and related content. Speaker labels may use audio, observed captions, on-screen information, and the meeting's attendee list, so Meeting Data may include information about other participants. Meeting audio may be temporarily uploaded for transcription, speaker separation, and recovery. Meeting audio is not stored as part of Cloud Sync, although Meeting Data such as transcripts, notes, and summaries may be synced.

Calendar and contacts. If you connect a calendar, we use read-only access to meeting titles, times, and attendees, plus contact names and email addresses, to schedule recordings and label speakers. You can disconnect at any time in Settings.

On-device context. Kalam uses the active app and language or dialect hints to improve dictation. If you turn on Context Awareness, Kalam may also read the focused text field, nearby text, the window title, and on-screen text using OCR that runs locally on your computer. OCR images are never sent to our servers, though relevant text context may accompany a transcription request.

Payments. Stripe processes paid plans under its own privacy policy. We don't store your full card number.

Sign-in providers. If you sign in with Google or Apple, we receive limited account information such as your identifier, email, name, and profile image, and use it to create and secure your account.

Diagnostics. We use Sentry for crash and error reports, which may include limited session-replay and device information. When you're signed in, reports may include your account ID, but not your name or email.

Optional usage analytics. If you turn on "Share usage analytics," we collect limited information about how the Services are used, processed through PostHog. This is off by default, is specific to each device, and is separate from diagnostics and Privacy Mode.

Synced content. Cloud Sync is on by default. Its purpose is to keep your dictation history, Meeting Data, scratchpad notes, snippets, dictionary entries, text replacements, commands, writing styles, AI transforms, settings, and limited device identifiers available and consistent across devices where you sign in to Kalam. Team-shared snippets, dictionary entries, and styles sync separately and may continue syncing when personal Cloud Sync is off. To stop personal syncing, go to Settings → Data and Privacy and turn off Cloud Sync; this does not delete synchronized content already stored on our servers. To remove that content from our servers, select Delete cloud data in the same settings section. This permanently deletes the synchronized content and turns Cloud Sync off, but local copies remain on your devices and may upload again if you re-enable Cloud Sync.

Website analytics. Our websites use cookies necessary to make the site work, plus Google Analytics where you consent to analytics cookies.

Campaign attribution. When you visit our websites, we keep a first-party cookie for up to 90 days that records how you first reached us: the campaign tags in the link (such as UTM parameters and Google or Meta click IDs), the referring site, and the first page you landed on, along with the Google Analytics and Meta browser identifiers if they are present. We save this with each download and, if you create an account, with your account. When the desktop app first opens, it sends a random install ID, its platform, and its version, and we match it to a recent download from the same IP address and platform.

Conversion measurement. To measure our marketing, we tell Google Analytics and Meta when an account is created or a payment is made, using the identifiers above. Events sent to Meta include SHA-256 hashes of your email address and account ID, not the values themselves.

To provide, operate, sync, and secure the Services; transcribe speech and record meetings; generate summaries, action items, speaker labels, rewrites, and answers; process payments; calculate usage; diagnose crashes and prevent abuse; improve Kalam if you've enabled usage analytics; respond to support requests; and comply with the law.

If you're in the EEA, UK, or Switzerland, we rely on our contract with you to provide the Services, our legitimate interests to secure them and prevent abuse, your consent for anything you opt into, and legal obligations where the law requires. You can withdraw consent at any time.

Some features run on your device; others send audio, text, or Meeting Data to our servers or to AI providers acting on our behalf. We choose providers we consider appropriate for each feature, may change them over time, and require them to process your content only on our instructions.

Privacy Mode is an account-level setting that controls whether eligible dictation data may be used to train, evaluate, or improve AI models. When Privacy Mode is on, your dictation audio, transcripts, and corrections are not used for those purposes. When it is off, future eligible dictation audio, transcripts, and corrections may be used. Privacy Mode is off by default and can be changed in Settings → Data and Privacy.

Privacy Mode does not stop the processing needed to transcribe your speech or provide another feature, and turning it on does not delete information already stored.

Transcripts, summaries, and speaker labels are generated automatically and can be wrong, including attributing speech to the wrong person. Review them before relying on them.

We don't sell your personal information. We share it only with service providers who help us run the Services under contracts limiting their use — covering transcription and AI processing, hosting, payments (Stripe), diagnostics (Sentry), and analytics (PostHog in the app, Google Analytics on our websites) — with Google and Meta for the conversion measurement described above, with your team for content you choose to share, where the law requires or to protect people's safety, and in a business transfer subject to this Policy.

Sharing a meeting requires Cloud Sync. If you delete your cloud data, meetings and team-shared content you created are also removed for people you shared them with.

We keep your account information and synced content while your account is active, or until you delete it. Real-time dictation audio is not retained by Kalam after processing. Fallback dictation audio on our servers is deleted after 5 minutes. Completed temporary meeting-audio uploads are deleted after 30 minutes; incomplete uploads may remain for up to 10 hours after activity stops.

Encrypted dictation audio kept on your device is deleted when Kalam next starts after it becomes 14 days old. Encrypted meeting recordings kept on your device are deleted when Kalam next starts after they become 3 days old. Meeting transcripts, notes, summaries, and other Meeting Data remain with the meeting until you delete the meeting, delete your cloud data, or delete your account.

Turning Cloud Sync off stops personal syncing but does not delete content already stored in the cloud. "Delete cloud data" removes your synced content from our servers and turns Cloud Sync off, while local copies remain on your devices. If you turn Cloud Sync on again, those local copies may be uploaded again.

Campaign attribution is kept with download and install records and with your account for as long as those exist.

Deleting your account deletes the account and its associated content from our active systems when the request is processed. We may keep limited billing, security, and legal records where required to comply with the law, resolve disputes, or prevent abuse.

In Settings → Data and Privacy, you can turn Privacy Mode, Cloud Sync, optional usage analytics, Context Awareness, Meeting Notetaker, and automatic meeting detection on or off.

Delete cloud data. Select this option in Settings → Data and Privacy to permanently delete your synchronized data, including Notetaker meetings, from Kalam's servers without deleting your account. It also turns Cloud Sync off. Local copies remain on your devices and may upload again if you re-enable Cloud Sync. Meetings and team-shared content you created are also removed for people you shared them with.

Reset app. This option signs you out and erases Kalam data stored on that computer. It does not delete your account or cloud data, but anything stored only on that device is permanently deleted.

You can also update your account information, delete individual content, disconnect a calendar or sign-in provider, and delete your account.

Depending on where you live, you may also have rights to access, correct, delete, or port your data, object to certain processing, or withdraw consent. Email support@kalam.ai and we'll verify and respond within the time the law allows. We won't treat you differently for asking. In the EEA, UK, or Switzerland you can also complain to your local data protection authority; in U.S. states with privacy laws you can appeal our decision by replying to our response, or use an authorized agent.

If you were recorded in a meeting but aren't a Kalam user, email us and we'll help — though the person who recorded the meeting controls that content, so we may need to refer you to them.

We use technical and organizational measures to protect your information, including encryption in transit, encrypted meeting audio, and secure local storage of login tokens. No system is perfectly secure, but we work to protect your data and will notify you and any relevant regulator of incidents where required.

We and our providers may process information outside the country where you live, including in the United States. For transfers out of the EEA, UK, or Switzerland we use appropriate safeguards, including the Standard Contractual Clauses. Email us for details.

You must be at least 18 to use Kalam. The Services aren't directed to children and we don't knowingly collect their information. If you think a child has given us information, contact us and we'll delete it.

If you use Kalam through an organization's subscription, that organization may control your account and access content you share through team features. In that case the organization is the controller of that content and we act as its processor, and its own privacy policy applies. Where the law requires it, we'll enter into a data processing addendum — email support@kalam.ai to request one.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We use Google Calendar and contact data only to provide the meeting features you've requested, never for advertising, and we don't transfer it except as needed to provide those features, to comply with the law, or as part of a merger or acquisition.

We may update this Policy. If changes are material we'll let you know through the Services or by other reasonable means before they take effect, and the date above shows the last revision.

Questions or requests? Email support@kalam.ai.