Donna (“Donna,” “we,” “us”) is a macOS application made by Vritam LP that records and transcribes your meetings on your Mac and helps you keep them organized. This policy explains what data Donna accesses, how it is used, where it is stored, who it is shared with, and how to delete it. Donna is designed to keep your data on your device: Donna has no server of its own, and your calendar data, recordings, and transcripts are processed entirely on your Mac.
Information Donna accesses
Google user data (only with your permission). Connecting a Google account is optional. If you choose to connect one, Donna asks for access through Google’s OAuth 2.0 consent screen and requests only the following scopes:
- Calendar events (
https://www.googleapis.com/auth/calendar.events) - Donna reads the events on your primary calendar, including their title, time, attendees, and conferencing link, to detect when a meeting is about to start, to show your upcoming meetings, to open the right meeting link, and to label each recording with the meeting it belongs to. When you respond to an invitation inside Donna, it updates your own RSVP status (accept / decline / tentative) on that event. Donna never creates, deletes, moves, or otherwise edits your events, and never reads calendars other than your primary calendar. - Basic profile information (
openid,email,profile) - your name and email address, used only to identify the connected account and display it in the app.
Google user data is retrieved by the Donna app on your Mac directly from Google’s APIs over an encrypted (TLS) connection. It is never routed through, copied to, or stored on any server operated by us.
Microsoft account data (only with your permission). If you connect a Microsoft 365 or Outlook account instead, Donna requests the equivalent calendar and profile permissions through Microsoft’s consent screen and handles that data in exactly the same way.
Sign-in information. Donna asks you to sign in with Apple or Google before you can record. From that sign-in Donna receives a stable account identifier and, if you allow it, your name and email address. These are stored in the macOS Keychain on your Mac to keep you signed in. Donna does not maintain a user database.
Meeting recordings and transcripts. When you record a meeting, Donna captures audio (and, if you turn the option on, video of the meeting window) and generates a transcript, speaker labels, and a summary using speech-recognition and language models that run on your Mac. These models (OpenAI Whisper for speech recognition, Qwen language models run through Apple MLX, and FluidAudio speaker diarization) are self-hosted, offline copies bundled with or downloaded by the app and executed entirely on your Mac: your audio, transcripts, and calendar data are processed locally and are never transmitted to the model providers or to any other AI service for training or any other purpose. All of this is created and stored locally on your Mac. Nothing you record is uploaded anywhere.
Usage analytics. When Donna launches it sends a single usage event to our analytics provider (PostHog) containing the app version, macOS version, Mac model, processor architecture, installed memory, and whether you are signed in. If you are signed in, events are associated with your account identifier and email address so we can count active users. Analytics events never contain Google user data, calendar content, recordings, transcripts, or summaries.
Diagnostic data. If the app crashes or you submit a bug report, Donna may send crash and diagnostic logs to our error-monitoring provider (Sentry) to help us fix problems. Donna does not intentionally include calendar content, transcripts, or recordings in these reports.
Subscription status. Donna Pro subscriptions are managed by RevenueCat. Donna sends RevenueCat your account identifier so it can return your subscription status; payment details are handled by the payment processor and never reach Donna.
How Donna uses your information
- To detect scheduled meetings so a recording can start on time, and to label each recording with its meeting.
- To display your upcoming meetings, open their meeting links, and show the connected account.
- To submit an RSVP when you choose to respond to an invitation from inside Donna.
- To keep you signed in and check whether you have an active Donna Pro subscription.
- To understand how many people use Donna and on what hardware, and to diagnose crashes and errors.
Donna does not use your data for advertising, does not sell or rent your data to anyone, does not use it to determine credit-worthiness or for lending purposes, and does not use Google user data, recordings, or transcripts to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models. The speech and language models Donna runs on your Mac are self-hosted and offline: they are never updated with your data, and Google user data is never sent to the providers of those models or to any third-party AI service.
How your data is stored, protected, and shared
- On your device. Recordings, transcripts, summaries, and a cache of your upcoming calendar events are stored locally on your Mac inside Donna’s own data folder. The cache is overwritten every time Donna refreshes your calendar and contains only the current window of events.
- Credentials. Your Google and Microsoft access and refresh tokens and your sign-in identity are stored in the macOS Keychain, encrypted by the operating system and protected by your Mac login.
- In transit. Every request to Google, Microsoft, PostHog, Sentry, and RevenueCat uses HTTPS.
- With Google. Calendar reads and RSVP updates happen directly between the Donna app on your Mac and Google’s API. No copy is made anywhere else.
- Human access. Because Google user data never leaves your Mac, no one at Vritam LP can read it. If you email support and choose to share information with us, we use it only to help you.
- Service providers. Only the providers named above (PostHog for analytics, Sentry for crash reports, RevenueCat for subscriptions) receive the limited data described for each, and none of them receives Google user data, recordings, or transcripts.
- No other sharing. Donna does not transfer your data to anyone else except (a) to comply with applicable law, regulation, legal process, or an enforceable governmental request, (b) to detect, prevent, or address fraud, security, or technical issues, or (c) as part of a merger, acquisition, or sale of assets, in which case we will notify you before your data becomes subject to a different privacy policy.
Limited Use disclosure
Donna’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- Donna only uses Google user data to provide and improve the user-facing features described on this page, which are visible in Donna’s own interface.
- Donna does not transfer Google user data to anyone except as necessary to provide those features, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with prior notice to you.
- Donna does not allow humans to read Google user data unless we have your affirmative agreement for a specific message, it is necessary for security purposes, or it is required to comply with applicable law.
- Donna does not use Google user data for serving advertisements, for credit-worthiness or lending decisions, or to develop, improve, or train generalized or non-personalized AI or machine-learning models.
Data retention and deletion
- Recordings, transcripts, and summaries remain on your Mac until you delete them, either from Donna’s Recordings list or in the Finder. Uninstalling Donna does not upload or retain anything.
- Google user data. Cached calendar events are replaced on every refresh. Disconnecting a Google account in Donna’s settings immediately deletes that account’s cached events and its access and refresh tokens from your Mac. You can also revoke Donna’s access at any time at myaccount.google.com/permissions, after which Donna can no longer retrieve any data from your Google account.
- Sign-in identity. Signing out removes your identity from the Keychain on your Mac.
- Analytics and diagnostic records held by PostHog and Sentry, and your subscription record at RevenueCat, are retained for as long as needed to operate the service. To have every record associated with your account deleted, email support@usedonna.io from the address you signed in with and we will complete the deletion within 30 days.
Children’s privacy
Donna is not directed to children under 13 and does not knowingly collect data from them.
Changes to this policy
We may update this policy from time to time. Material changes will be reflected by updating the effective date above, and we will describe them on this page.
Contact
Donna is operated by Vritam LP, Austin, Texas, USA. Questions or deletion requests: contact us at support@usedonna.io.