Privacy Policy for tickoff

1. Plain-English Introduction

Welcome to tickoff! This privacy policy explains what information we ("tickoff," "we," "us," or "our") collect when you use our iOS application ("tickoff" or "the App"), why we collect it, and how you can manage and control your information. This policy applies to all versions of the tickoff app on iOS.

Our goal is to help you capture, transcribe, and manage your meetings effectively. To do this, the App needs to handle certain data, including your audio recordings and information you provide. We are committed to protecting your privacy and handling your data transparently.

Please read this policy carefully. By using tickoff, you agree to the collection and use of information in accordance with this policy.

2. Data Inventory

We collect different types of information to provide and improve our App for you. This information is categorized below, aligning with Apple's Privacy Nutrition Label taxonomy.

What data do we collect?

Data Category	Data Types Collected	Linked to User?	Used for Tracking?	Purpose of Collection
Contact Info	- Email address (for Jira integration, if you provide it) - Names of "Action Owners" (if you define them) - Phone numbers for "Action Owners" (optional, if you provide them) - Jira User Display Names & Account IDs (fetched from your Jira instance if you connect it, and cached locally)	Yes	No	- To enable Jira integration features (authentication, user assignment). - To allow you to label action items with owners. - To populate assignee lists for AI suggestions.
Identifiers	- User ID (IdentifierForVendor - IDFV): A unique identifier for your device for our apps. - Recording ID, Action Item ID, Jira Ticket Suggestion ID (UUIDs): Internal identifiers for app content. - API Keys/Tokens (Jira & Gemini): If you provide your own API keys/tokens for Jira or Gemini services, these are stored on your device as per your configuration. - Push Notification Token: If you enable notifications, a token is used to send alerts (e.g., when meeting processing is complete).	Yes	No	- User ID (IDFV): Used for app functionality, analytics, and, if you subscribe, sent to our backend to validate server-side API key usage for Gemini processing. - Content IDs: For managing your recordings, actions, and tickets within the app. - API Keys/Tokens: To allow the app to connect to third-party services (Jira, Gemini) on your behalf, using your credentials. - Push Token: To deliver notifications about app events.
Usage Data	- Feature Usage: Information about how you interact with the App (e.g., features used, buttons clicked, number of recordings, chat queries initiated). - Performance Data: Crash logs, performance metrics (e.g., processing times). - Settings & Preferences: Onboarding completion status, selected AI model, app theme, user-defined context string, action push endpoint configuration. - Free Tier Usage: Count of processed meetings if you are using the free tier.	Yes	No	- To understand app usage, improve functionality, and identify areas for enhancement. - To diagnose and fix technical issues. - To personalise your app experience. - To manage free tier limitations.
Sensitive Data	- Audio Recordings: Voice recordings of your meetings. - Speaker Audio Samples: Short voice recordings you provide for speaker identification. - Meeting Transcriptions: Text generated from your audio recordings. - Meeting Summaries: AI-generated summaries of your meetings. - Action Items & Jira Ticket Content: Details of tasks, including descriptions, assignees, and other metadata derived from meetings or manually entered. - Chat Messages (with AI Assistant): Text of your conversations with the in-app Gemini-powered chat assistant, which includes a context of your meeting data (transcriptions, summaries, actions, tickets).	Yes	No	- Audio Recordings & Speaker Samples: Core app functionality for capturing meetings and identifying speakers. This data is processed by AI services (Google Gemini) to provide transcriptions, summaries, etc. - Transcriptions, Summaries, Action Items, Jira Tickets: Core app functionality for providing you with insights and manageable outputs from your meetings. This data is generated by AI services and stored locally. - Chat Messages: To provide AI-powered assistance and answers based on your meeting data. This data (including the meeting context) is sent to Google Gemini for processing.
Purchases	- Purchase History: Information about your in-app purchases or subscriptions (e.g., "premiumUnlocked," "subscriptionActive" flags). Specific payment details are handled by Apple and not directly accessed or stored by tickoff.	Yes	No	- To manage access to premium features and validate subscriptions.

"Linked to User?": Indicates whether the data is tied to your identity (e.g., through your device, account, or information you provide).
"Used for Tracking?": "Tracking" refers to linking user or device data collected from our app with user or device data collected from other companies’ apps, websites, or offline properties for targeted advertising or advertising measurement purposes. tickoff does not use your data for tracking purposes.

3. Purpose & Legal Basis for Data Processing

We collect and use your data for specific purposes, relying on appropriate legal bases as required by applicable laws (e.g., GDPR, CCPA/CPRA).

• To Provide and Maintain the App's Functionality (Contract Necessity / Legitimate Interest):
  • Recording audio, processing it (transcription, summary, action items, Jira tickets via Gemini AI), storing, and displaying this information.
  • Allowing you to manage settings, including API keys for third-party services (Jira, Gemini).
  • Enabling Jira integration if you configure it (creating tickets, fetching users/statuses).
  • Enabling the AI chat feature (sending your questions and relevant meeting data to Gemini).
  • Enabling the Action Push Endpoint feature (sending action item data to your configured URL).
  • Managing your subscription and premium features.
• To Improve the App (Legitimate Interest):
  • Analysing usage data and performance data to understand how the App is used, identify bugs, and enhance user experience.
• To Communicate with You (Legitimate Interest / Consent):
  • Sending push notifications about important events (e.g., meeting processing completion), if you have enabled them.
• To Comply with Legal Obligations (Legal Obligation):
  • Responding to lawful requests from public authorities.
• With Your Consent (Consent):
  • Accessing your microphone for audio recording (requires your explicit permission).
  • Accessing your files for speaker sample uploads (requires your explicit permission).
  • For any other processing where we explicitly ask for your consent.

You provide your Jira credentials (URL, email, API token) and Gemini API key (if not using a subscription with a server-side key) directly in the App's settings. By providing these, you consent to the App using them to interact with these third-party services on your behalf as described.

4. Tracking & App Tracking Transparency (ATT)

tickoff does not engage in "tracking" as defined by Apple (i.e., linking user or device data from our app with data from third-party apps or websites for targeted advertising or advertising measurement). Therefore, we do not currently display Apple's App Tracking Transparency (ATT) prompt for this purpose.

If future versions of the App were to include features that constitute tracking, we would:

• Clearly explain why the ATT prompt is presented.
• Display the purpose string for the ATT prompt verbatim.
• Ensure that declining tracking through the ATT prompt does not block core App functionality.

5. Third-Party Sharing & Privacy Manifests

To provide its features, tickoff interacts with certain third-party services and may utilise SDKs.

• Google Gemini (AI Processing & Chat):
  • Data Shared: Audio recordings, speaker samples, user-defined context strings, lists of action owners, Jira user details (name, account ID), and chat messages (including a comprehensive context of your meeting data like transcriptions, summaries, actions, and tickets) are sent to Google's Gemini services for processing when you record meetings or use the AI chat. If you provide your own Gemini API key, these requests are made directly from your device to Google. If you have an active subscription, audio processing may be routed through our backend, which then uses a server-side key to interact with Gemini; in this scenario, your audio data passes through our backend, and your identifierForVendor (IDFV) is sent to our backend for authentication.
  • Google's Privacy Policy: Your data shared with Google Gemini is subject to Google's Privacy Policy. We encourage you to review it: https://policies.google.com/privacy
• Atlassian Jira (Optional Integration):
  • Data Shared: If you configure Jira integration, the App sends your Jira URL, email, API token, project key, and ticket details (summary, description, issue type, assignee account ID) to your Jira instance. It also fetches assignable users and issue statuses from your Jira instance.
  • Jira's Privacy Policy: https://www.atlassian.com/legal/privacy-policy
• Apple (Core App Services):
  • Data Shared: Standard data related to app purchases (handled by App Store), push notifications (if enabled), and iCloud (if you use it for device backups, though the App does not directly integrate with iCloud for its data storage beyond app group containers which may be part of backups).
  • Apple's Privacy Policy: https://www.apple.com/legal/privacy/

Privacy Manifests (PrivacyInfo.xcprivacy):
We are committed to complying with Apple's requirements for privacy manifests. Our App's privacy manifest will declare the data types collected by the App and any third-party SDKs we use, along with the reasons for their collection and use, particularly for Required Reason APIs. We regularly review our SDKs and their privacy practices to ensure our declarations are accurate.

• The data types collected by tickoff that are relevant for privacy manifest declarations include (but are not limited to):
  • NSPrivacyCollectedDataTypeContactInfo: Emails, names, phone numbers (as described in Section 2).
  • NSPrivacyCollectedDataTypeIdentifiers: User ID (IDFV), API keys/tokens (user-provided), content IDs.
  • NSPrivacyCollectedDataTypeAudioData: Audio recordings and speaker samples.
  • NSPrivacyCollectedDataTypeUserDefaults: For storing settings and metadata.
  • NSPrivacyCollectedDataTypeCrashData & NSPrivacyCollectedDataTypePerformanceData: Standard app diagnostics.
  • NSPrivacyCollectedDataTypeUserInput: Chat messages, text for actions/tickets.
• We ensure that any third-party SDKs integrated into tickoff also provide their own PrivacyInfo.xcprivacy files, which are merged by Xcode.

6. User Rights & Consent Management

You have rights regarding your personal data.

• Access and Portability: You can access most of your data directly within the App (e.g., recordings, transcriptions, settings). For other data access requests, please contact us.
• Correction (Rectification): You can edit some information directly in the App (e.g., meeting titles, action items, user context, API keys, action owners). For other corrections, please contact us.
• Deletion:
  • You can delete individual recordings, action items, and Jira ticket suggestions directly within the App. Deleting a recording also deletes its associated audio file from your device.
  • You can clear your API keys, user context, and action owner lists in the App's settings.
  • To request deletion of other data associated with your use of the App, please contact us. Note that deleting the App from your device will remove locally stored data, but data already sent to third-party services (like Gemini or Jira) will be subject to their retention policies.
• Withdraw Consent:
  • Microphone Access: You can withdraw consent for microphone access at any time through your iOS device settings (Settings > Privacy > Microphone > tickoff). Disabling microphone access will prevent you from making new audio recordings.
  • File Access (for Speaker Samples): If prompted, you can manage file access permissions in iOS settings.
  • Notifications: You can manage push notification permissions in your iOS device settings.
  • Jira/Gemini Integration: You can stop the App from interacting with Jira or Gemini by removing your API keys/credentials from the App's settings.
• "Do Not Sell or Share My Personal Information" (California Users - CCPA/CPRA): tickoff does not "sell" or "share" (as defined under CCPA/CPRA for cross-context behavioural advertising) your personal information. You can manage your data and opt-out of certain uses as described above.
• GDPR Data Subject Rights: If you are in the European Economic Area (EEA), UK, or Switzerland, you have rights under GDPR, including the right to access, rectify, erase, restrict processing of, and object to processing of your personal data, as well as the right to data portability.

To exercise any of these rights, please contact us using the details in Section 11. We will respond to your request within the timeframes required by applicable law.

7. Data Retention & Deletion

• Locally Stored Data (on your device):
  • Audio Recordings & Associated Data (Transcriptions, Summaries, etc.): Stored on your device in UserDefaults (metadata) and the App's sandboxed storage or App Group container (audio files) until you delete them through the App or uninstall the App.
  • Settings (API Keys, User Context, Owner Lists, etc.): Stored in UserDefaults and remain until you clear them in settings or uninstall the App.
  • Chat Messages (Gemini-powered text chat): Messages in the ChatView appear to be session-specific and are not explicitly persisted in UserDefaults in the same way as recordings. They are cleared when you manually refresh the chat or navigate away in a manner that reloads the view.
• Data Sent to Third Parties:
  • Google Gemini: Data sent to Google (audio, text for processing, chat messages) is subject to Google's data retention policies.
  • Jira: Data sent to your Jira instance (tickets) is subject to your Jira instance's retention policies.
  • Our Backend: If audio is routed via our backend for processing with a server-side Gemini key, we retain the audio data only for the duration necessary to complete the processing and return the results to your device. We do not store it long-term.
• Automated Deletion Triggers:
  • App Uninstall: Uninstalling the App will generally remove all locally stored application data from your device, including recordings, settings, and cached information within the App's sandbox.

We will retain your information only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

8. Security Measures & Secret Management Practice

• Data Storage on Device:
  • Audio files and associated metadata are stored locally on your device.
  • API Keys/Tokens (Jira, Gemini) and other sensitive settings (e.g., Action Push Endpoint details) are currently stored in UserDefaults. UserDefaults is not considered secure storage for highly sensitive information like API tokens. While this provides persistence across app launches, you should be aware that data in UserDefaults is not encrypted by default beyond standard device encryption (if enabled on your iOS device). We strongly recommend using unique and revocable API tokens where possible and understanding this storage method.
• Data Transport:
  • Communication with Google Gemini services, Jira, and our backend generally occurs over HTTPS (TLS 1.2+), encrypting data in transit.
• Build-Time Secrets:
  • Any internal API keys or secrets used by the App itself (not user-provided keys) are managed securely, for instance, through .xcconfig files not committed to the repository or via CI environment variables, to prevent them from being exposed in the codebase.

While we strive to use commercially acceptable means to protect your Personal Information, remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.

9. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.

• Google Gemini: Google operates servers globally. When you use features that interact with Gemini, your data (audio, text) may be processed on servers in various locations. Refer to Google's policies for more details.
• Jira: Your Jira instance may be hosted in a region specified by you or your organisation. Data sent to Jira will be processed in that location.
• Our Backend: Our backend servers that facilitate Gemini processing for subscribed users are located in London, UK. All data storage is held exclusively within this region.

If we transfer your data, we will take steps to ensure that your data is treated securely and in accordance with this privacy policy and that appropriate safeguards are in place (e.g., Standard Contractual Clauses, Data Privacy Framework certification if applicable).

10. Children’s Privacy

tickoff is not intended for use by children under the age of 13 (or the equivalent minimum age in the relevant jurisdiction). We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from children without verification of parental consent, we take steps to remove that information from our servers and/or the user's device.

11. Contact Information

If you have any questions about this Privacy Policy, wish to exercise your rights, or have privacy concerns, please contact us:

• Privacy Lead / Data Protection Officer (DPO): Privacy Team
• Email: tom@tickoff.ai
• Postal Address:
  Deynebrook Court
  Holmfirth
  HD93AB
• In-App: You can also find a link to this Privacy Policy and support options within the App's settings or help section.

12. Policy Changes & Version History

We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and/or by other means, such as a push notification, email, or an in-app modal, at least 30 days before the changes take effect. We will also update the "Last Updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Version History:

• 1.0 (17 May 2025): Initial release of the Privacy Policy.