The short version
- You sign in with Apple, Google or a code we email you. We never see a password.
- When you record, the audio goes to ElevenLabs to be transcribed, and the text goes to Anthropic's Claude to be written up. You agree to this before your first recording and can withdraw at any time.
- Meeting audio is deleted once it is transcribed. To-do, journal and Live audio is never stored. What you keep is the text: to-dos, meeting notes, journal entries and the Live cards you save.
- Only you can see your content. We do not sell your data, show ads, or track you across apps.
- We get error and crash reports, and, only if you agree, which screens and features you use. Never what you record or write.
- Delete anything in the app, or delete your whole account from Profile.
This summary is here to help you read what follows. The full text below is what applies.
1. About us and this notice
Minima Do is operated by Sumletter AI. In this notice, “we”, “us” and “our” mean Sumletter AI. We are the controller of the personal data described here.
This notice covers the Minima Do app for iPhone, iPad and Mac, version 3.0 and later, the service behind it, and this website, minimadolist.com. Our Terms of Service govern your use of the app.
Minima Do 3.0 is a new app on a new system. If you used an earlier version, see the last row of the table in section 8 for what happened to that data.
2. What we collect
Your account
You sign in with Apple, Google, or a one-time code we send to your email address. With Apple or Google we receive an account identifier, your email address (with Apple, this may be a private relay address) and your name, if you choose to share it. With an email code we receive only your email address. We do not use passwords.
Your recordings
When you press record, the app captures audio from your microphone: a to-do dump, a meeting, a journal entry, or a Live session. Nothing is recorded until you press record, and the app shows when it is recording.
What Minima Do makes from them
Transcripts, titles, summaries, action items, to-dos with their due dates, tidied journal entries, and the cards Live suggests. Live's cards are only kept if you save them.
What you type and set
To-dos you add or edit, changes to meetings and journal entries, the known words you add so names are spelled right, and your settings.
Your subscription
Apple takes payment; we never see your card. When you subscribe, the app sends us Apple's signed record of the purchase (the plan, its dates, its transaction identifiers and whether it was refunded), so your account can be unlocked. Purchases carry your account identifier so the two can be matched.
Usage records
The kind of action (for example a meeting or a journal entry), how many minutes it took, the calendar day and your time zone. We use these to apply recording limits and to keep the service fair and secure.
Your choices
Which version of our terms and of the AI processing consent you accepted, when, and on which app, and whether you have seen the reminder about recording other people.
Technical data
Like any online service, our servers and providers receive your IP address and basic device and app information when the app connects, and keep it in logs for security and debugging.
On your device only
To show your widgets, the app keeps a copy of your open to-dos and recent meeting and journal titles in a storage area on your iPhone or iPad that only Minima Do and its widgets can read. The reminder before a free trial ends is scheduled on your device as a local notification.
Analytics and crash reports
Errors the app hits and crash diagnostics from iOS, so we can tell whether a bug is hitting one person or everyone. If you say yes when the app asks, also which screens you open and which buttons you tap, with an approximate location (country and city) that PostHog works out from your connection's IP address. The IP address itself is not stored. Both carry a random account ID, never your email address, your name or anything you record or write. They are not used for advertising and are not shared with ad networks.
What we do not collect
We do not collect your contacts, photos, precise location or advertising identifier. The app contains no advertising or tracking software, and we do not track you across other companies' apps or websites.
3. Why, and our lawful bases
Under the UK GDPR, and the EU GDPR for users in the European Economic Area:
| What we do | Data used | Lawful basis |
|---|---|---|
| Create and secure your account, sign you in | Account data, technical data | Contract |
| Transcribe your recordings and write them up | Recordings, transcripts, known words | Your consent to AI processing, and contract |
| Store and show your to-dos, meetings, journal and saved Live sessions | Your content | Contract |
| Unlock Pro, check renewals and refunds | Subscription records | Contract |
| Apply recording limits, prevent abuse, plan capacity | Usage records, technical data | Legitimate interests in running a fair, secure service |
| Find and fix errors and crashes | Error and crash reports | Legitimate interests in an app that works |
| Learn which screens and features are used | Usage analytics, approximate location | Your consent, which you can withdraw in Profile, Privacy |
| Bring your data from Minima Do 1.x and 2.x into your account | To-dos, memos and notes you made in earlier versions | Legitimate interests in letting you keep what you made |
| Keep a record of what you agreed to | Your choices | Legal obligation and legitimate interests |
| Answer you when you write to us | Your email and what you tell us | Legitimate interests, or contract where it is about your account |
Recordings can contain anything said aloud, including sensitive information about you or others, such as health or beliefs. We do not look for it or use it to profile anyone. Where a recording contains such information, we process it on the basis of your explicit consent, to provide the service you asked for.
We do not make decisions about you by automated means that have legal or similarly significant effects.
4. AI processing and your consent
Minima Do turns speech into text and text into something useful with AI services. Before your first recording, the app shows a screen called “Before you record” that lists what is shared and with whom, and asks for your consent:
- Audio goes to ElevenLabs to be transcribed. Meetings are sent in short pieces; to-do dumps, journal entries and Live sessions pass through our servers without being saved.
- Transcripts and notes go to Anthropic's Claude to write titles, summaries and journal entries, to split what you said into to-dos, and to suggest Live's cards.
- Known words you add are sent with each request, so both services spell them your way.
We send each provider only what its job needs. Your email address is not sent to either of them. They process your content on our instructions under data processing terms, and keep it only as long as those terms allow for running and securing their service. Anthropic's commercial terms do not allow it to train its models on what we send.
Search. For subscribers, Minima Do turns the text of your notes (transcripts, summaries, journal entries and to-dos) into a private index of numbers using Voyage AI, so Search can find what you ask about. When you ask a question in Search, Voyage AI matches it against your own index, and Anthropic writes the answer from the notes it matched. The index is only ever matched against your own account, is not shown to anyone, and is deleted with the text it came from.
You can withdraw your consent at any time in the app under Profile, Privacy. Recording and the AI features then stop working for anything new, because they depend on these services. Withdrawing does not affect what was processed before.
5. Recording other people
Minima Do records what your microphone hears, which can include other people. You are responsible for telling people you record them and getting their permission where the law or the situation requires it. The app reminds you before your first recording. See section 5 of the Terms.
We process other people's words on your instructions, to provide the service to you. If you record in a professional capacity, you may be the controller of that content, and we act for you. If you were recorded and want something removed, ask the person who recorded you first; you can also write to us at ai@sumletter.com and we will help.
6. Who receives your data
These providers run parts of Minima Do for us, under written agreements. Your content is visible only to you: not to other users, and not to our staff, except where needed to investigate a security problem or a support request you make.
| Provider | What it does | Where |
|---|---|---|
| Supabase | Database, file storage, sign-in and server functions. Holds your account and content. | European Union (Frankfurt) |
| Resend | Emailing the sign-in codes you ask for. Receives your email address and the code. | United States |
| PostHog | Error and crash reports, and usage analytics with an approximate location if you agree. Receives a random account ID, never your email address or name. | European Union (Frankfurt) |
| ElevenLabs | Speech to text | United States and other locations |
| Anthropic | Writing titles, summaries, journal entries, to-dos, Live cards and Search answers | United States |
| Voyage AI | The private search index described in section 4, and matching Search questions, for subscribers | United States |
| Apple | Sign in with Apple, App Store purchases and subscriptions, notifications | Global |
| Sign in with Google, and Firebase, which still holds the data of Minima Do 1.x and 2.x | Global | |
| Our website host | Serving minimadolist.com | Global |
Apple and Google act as independent controllers for their own sign-in services and app stores, under their own privacy policies.
Linear (Mac app). If you connect your Linear account, Minima Do keeps the access Linear grants it, encrypted, so it can file to-dos for you. It sends a to-do to Linear (its title, its notes and the name of the meeting it came from) only when you choose to send it. From then on Linear holds that issue under its own privacy policy. Disconnecting Linear, or deleting your account, deletes the access we kept.
We do not sell your personal data and do not share it for advertising. We disclose it to authorities only where the law requires, and we check each request against the law said to require it. If our business is sold or reorganised, personal data may move with it under commitments consistent with this notice, and we will tell you of any material change.
7. International transfers
Your account and content are stored in the European Union. Some providers, including ElevenLabs, Anthropic and Voyage AI, process data in the United States or elsewhere, and Resend and PostHog are US companies. Where personal data leaves the United Kingdom or the European Economic Area, we rely on the European Commission's Standard Contractual Clauses (with the UK International Data Transfer Addendum for UK users), or on a provider's certification under the EU-US Data Privacy Framework and its UK Extension. You can ask us for a copy of the safeguards at ai@sumletter.com.
8. How long we keep it
| Data | How long |
|---|---|
| Meeting audio | Deleted from our storage once it has been transcribed. If a recording cannot be processed, its audio stays in your private storage until it is processed, you delete it, or you delete your account. |
| To-do, journal and Live audio | Not stored. It passes through our servers to transcription and is discarded. |
| What Live hears | Not kept. Only the cards you save are stored; action cards you keep become to-dos. |
| To-dos, meetings, journal entries, saved Live sessions, known words | Until you delete them or your account |
| Search index | Deleted with the text it came from, or with your account |
| Usage records and your choices | Until you delete your account. Records of what you agreed to may be kept longer where needed to show we met our obligations. |
| Subscription records | For as long as needed to manage your subscription, and as long as the law requires us to keep transaction records |
| Analytics and crash reports | Up to 12 months. Write to us at ai@sumletter.com to have yours deleted sooner. |
| Server logs and backups | Short, rolling periods set by our providers. Deleted data leaves backups on that schedule. |
| Data from Minima Do 1.x and 2.x | Earlier versions kept to-dos, memos and notes in a separate system (Google Firebase). We have copied them to our servers in the European Union, where nobody sees them. When you sign in to version 3.0 with the same Apple account, Google account or email address, they are added to your account: to-dos as to-dos, memos as meetings (text only; earlier versions never kept audio) and notes as journal entries. Write to us at ai@sumletter.com and we will delete every copy. |
9. Security
Data is encrypted in transit and at rest. Every account can reach only its own rows and files, enforced by the database itself, and recordings sit in private storage only your account can read. No system is perfectly secure. If a breach affects you, we will tell you and the regulator as the law requires.
10. Your rights
You can ask for access to your personal data, for it to be corrected or erased, for its processing to be restricted, and for a copy of the data you gave us in a machine-readable format. You can object to processing based on legitimate interests, and withdraw consent at any time without affecting what was done before.
Write to ai@sumletter.com. A request is valid however it reaches us. We reply within one month, normally free of charge, and may ask you to confirm it is you. If a request is complex we may take up to two more months and will tell you within the first.
If you are unhappy with how we handled your data, tell us first and we will try to put it right. You can also complain to the Information Commissioner's Office (ico.org.uk) or, in the European Economic Area, to the data protection authority where you live or work.
11. Controls in the app
- Edit or delete anything: open a to-do, meeting, journal entry or saved Live session to change or delete it.
- AI processing: Profile, Privacy.
- Usage analytics: Profile, Privacy, Share usage data.
- Known words: Profile, Known words.
- Delete your account: in Profile, and on the subscription screen. This deletes your account, your recordings in storage and everything you made, and cannot be undone. It does not cancel a subscription: Apple bills it, so cancel it in your Apple Account settings.
- Microphone and notifications: your device's Settings, where you can turn them off at any time.
12. This website
minimadolist.com sets no cookies and runs no analytics or advertising. Our website host keeps standard server logs, such as IP addresses and browser details, for security. If you write to us, we use your email to reply.
13. Children
Minima Do is not meant for children under 13, or under 16 in the United Kingdom and the European Economic Area. We do not knowingly collect their data. If you think a child has an account, write to us and we will delete it.
14. US state privacy rights
If you live in California or another US state with a privacy law, you can ask what we collect and use, and ask us to delete, correct or give you a copy of it, by writing to ai@sumletter.com. We will not treat you differently for asking. We do not sell personal information, do not share it for cross-context behavioral advertising, and do not use sensitive personal information to infer things about you. In the words of California law, we collect identifiers, audio recordings, app activity (usage records) and inferences drawn from your notes (titles, summaries, to-dos), and disclose them to the service providers in section 6 for business purposes.
15. Changes to this notice
When we change this notice, we publish the new version here with a new effective date and keep previous versions available. If a change matters, we tell you in the app before it takes effect, and ask for your consent again where consent is the basis.
16. Contact
Sumletter AIEmail: ai@sumletter.com