Privacy Policy

1. Information We Collect

Rota AI is designed to minimize data collection. Here is what we process:

• Voice recordings: Captured momentarily when you press the hotkey. These are sent to the transcription service you choose (Groq, Gemini, or local Ollama). We do not store or transmit your voice data to any server we control.
• Transcription text: The transcribed text is stored locally on your machine for session history and analytics. You can clear this at any time.
• API keys: If you choose cloud transcription (Groq or Gemini), your API key is stored locally using DPAPI encryption on Windows or system keychain on macOS. It is never transmitted except to your chosen API provider.
• Usage analytics: The desktop app itself contains no telemetry, no analytics, and no phone-home functionality.

2. How We Use Your Information

Your information is used only for the purpose you intend:

• Voice recordings are transcribed into text
• Transcribed text is optionally cleaned by an AI model you select
• The resulting text is inserted into the application you are using
• Session history is stored locally so you can review past transcriptions

3. Data Storage and Retention

All data is stored locally on your machine:

• Session history: Stored in a local SQLite database. Retained for the duration you specify in settings (default: 2 days). You can delete all history at any time from the app settings.
• Personal dictionary: Stored locally. Persists until you delete it.
• API keys: Encrypted and stored locally. You can remove them at any time.
• Configuration: Stored locally in encrypted or plain-text config files.

We do not retain any of your data on any server we operate. When you use third-party APIs (Groq, Gemini), their retention policies apply to the data you send them.

4. Third-Party Data Processors

If you choose cloud transcription, your voice recordings are processed by:

• Groq Inc.: Whisper transcription API. Voice data sent to Groq's servers for processing. See Groq's Privacy Policy.
• Google (Gemini API): Gemini transcription and AI cleanup. Voice data sent to Google's servers. See Google's Privacy Policy.
• Ollama (local): When using local transcription, no data leaves your machine. No third-party processing.

You choose which processor to use. You can switch at any time. You can use Rota AI entirely offline with Ollama, eliminating all third-party data processing.

5. Consent and Withdrawal

Your use of Rota AI with cloud transcription constitutes consent to process your voice data through your chosen provider. You have the right to:

• Withdraw consent at any time by switching to offline mode (Ollama) in settings, or by uninstalling the app.
• Delete your data by clearing session history and personal dictionary in the app settings.
• Request information about what data we process by contacting us.

6. Your Rights Under DPDP Act (India)

If you are in India, the Digital Personal Data Protection Act, 2023 provides you with the following rights:

• Right to access: Request a summary of your personal data processed.
• Right to correction: Have inaccurate personal data corrected.
• Right to erasure: Request deletion of your personal data.
• Right to grievance redressal: File a complaint with our Grievance Officer (see Section 9).
• Right to nominate: Nominate a person to exercise your rights in case of death or incapacity.

7. No Telemetry

Rota AI has zero telemetry. There is no analytics, no error reporting, no usage tracking, no phone-home of any kind within the desktop application. We do not know how many people use Rota AI, what features they use, or how often they use it. This is a deliberate design choice.

The website (rota.software) uses privacy-respecting analytics (Umami) for basic page view tracking. No personal data is collected.

8. Open Source and Auditability

Rota AI is MIT licensed. The complete source code is available at github.com/krthik20050/Rota-AI. Anyone can audit the code to verify exactly what it does with your data. The answer: nothing except what you explicitly configure.

9. Grievance Officer

Under the Digital Personal Data Protection Act, 2023, we have appointed a Grievance Officer to address any concerns regarding your personal data:

You may contact the Grievance Officer to:

• File a complaint regarding processing of your personal data
• Request access to, correction of, or erasure of your data
• Withdraw consent for data processing
• Ask any questions about this Privacy Policy

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last updated” date. Material changes will be notified through the app or on our website.

11. Contact

Questions, concerns, or data requests? Open an issue on GitHub or email our Grievance Officer at tl24btcs@gmail.com.