Privacy Policy

1. Who we are

Loopsii is the all-in-one app for freelancers. It brings projects, clients, tasks, time tracking, invoicing, an AI meeting assistant and dictation into one app. This Privacy Policy explains how we collect, use, share, and protect personal data.

The data controller is Stanislav Bondar, a sole proprietor trading as STABONDAR STANISLAV BONDAR, registered in the Polish Central Register of Business Activity (CEIDG) with VAT ID PL5214141953, at aleja Wilanowska 67E, 02-765 Warsaw, Poland ("Loopsii", "we", "us"). For any privacy question or to exercise your rights, contact us at hey@loopsii.com.

2. Scope of this policy

This policy covers our website, our waitlist (which closed on 8 October 2026), and the Loopsii application and related services (together, the "Service"). Where we link to third-party services (for example a video-call provider or your bank), their own privacy notices apply to what they do.

3. Our roles: controller and processor

For your account and the data about you (your profile, billing details, usage), Loopsii acts as a controller and this policy applies.

For the content you put into the Service about your own clients and projects (client contacts, meeting recordings, transcripts and in-call chat, files, notes, documents, and what the people you share documents with or ask to sign add to them, such as comments with the names they type, signatures and the signing audit log), you are the controller and Loopsii acts as a processor that handles that data on your instructions. Your use of that data is governed by our terms and, where applicable, a Data Processing Agreement (available on request). You are responsible for having a lawful basis (and, where required, consent) to put that data into Loopsii.

4. The personal data we collect

Website & waitlist

Our waitlist closed on 8 October 2026. If you joined it, we collected your name, email address, the role you selected, your update preferences, and whether you wanted to be a beta user. We keep these details only until we send our beta announcement, and then delete them.

Account & profile

When you create an account we collect your email, full name, and profile photo, plus the business details you add: business name, VAT/tax ID, billing address, registration number, currency, timezone, and bank account details (such as IBAN, BIC, account and routing numbers) used to display payment information on your invoices. If you save your signature in Settings → Business details, we keep its image and print it in the signature blocks of your documents, including the PDF that anyone with a document's preview link can open.

Content you create

The Service stores the content you add to run your work: clients (names, emails, phone numbers, addresses, VAT IDs, notes), projects, milestones, tasks, comments, attachments, time entries, documents such as estimates, proposals and agreements, and invoices. This may include personal data about your clients and collaborators.

Document sharing & e-signatures

Anyone with a document's preview link can read it, download it as a PDF and see its comments without an account, and the page names you as the person who shared it. A visitor who comments types a name, which is saved with the comment and shown with it to you and to everyone who opens the link; the comments you add in the app appear there under your name. We keep no email, IP address or browser details with visitors' comments. Their first comment sets a cookie that lets them delete their own comments while that link stays on, and their browser remembers the name they typed (see section 13). If you turn the link off or reset it, their comments stay on the document, and a comment they delete stays in the notification you got about it.

When you send a document for signature, we store the signer's name and email that you enter, a copy of the document as sent, and a reference to your saved signature: if you replace or remove that signature before the client signs, the signed document is made without it. The message you add goes only into the email we send them. When the signer opens the link, verifies their email, consents and signs, each step goes into an audit log with the time, their IP address and their browser's user agent; it also records your own IP address and user agent when you send or revoke a request. We also keep the signature they type, draw or upload and the consent wording they accepted. If you require email verification, we email them a 6-digit code and keep only a hash of it. The signed PDF ends with a Signature Certificate that shows both parties' names, emails, IP addresses and signing times, and when the document was sent, viewed and signed; you and the signer each get the signed PDF by email.

To show when a document was signed, we ask a public timestamp authority, DigiCert, Sectigo or FreeTSA, to timestamp a hash of the signing (a short fingerprint from which neither the document nor anyone's name or email can be read), and keep the signed timestamp when one answers.

Meeting assistant

If you use the AI meeting assistant, Loopsii for Mac records meetings locally on your Mac (no bot joins your calls) and transcribes them on your device. The app then syncs each meeting's transcript to the Service, where it is used to generate summaries and suggested tasks, and by default it also uploads the meeting's audio and, with screen recording on, a video of the call. If you use the Loopsii Companion browser extension, participant names from Google Meet, Microsoft Teams or Zoom calls in your browser are attached to those transcripts on your Mac (see section 7). By default the app also saves the in-call chat of Google Meet and Zoom calls, with each participant's name and messages, and syncs it to the Service with the meeting. See section 6.

Voice dictation

When you click the microphone in the web app and speak, your browser sends that audio straight to our speech-to-text provider, Soniox, which returns the text as you talk. The audio does not pass through our servers and we do not store it. Soniox processes it in real time and, under its published data-handling terms, does not store it or use it to train its models. To spell names correctly, Soniox also receives the names of your projects and clients and the terms in your glossary, together with an identifier of your account for its usage records. The recognised text is then tidied up by one of our AI providers (see section 8) and placed in the field you are dictating into; it is saved only when you send or save that field. Dictation starts only when you click the microphone and ends when you stop it.

In Loopsii for Mac you dictate by holding a key you choose, and it works the same way: the app sends the audio straight to Soniox, not through our servers, with the same spelling hints, and the recognised text is tidied up by one of our AI providers (see section 8) and pasted into the field you are in, in whichever app is in front. To do that the app uses the macOS Accessibility permission to see whether a text field is selected. When the app in front is a mail app, or a browser tab with webmail, it tells the AI provider that the text is an email so it can be laid out as one; the name of the app or the tab is not sent. Your recent dictations are kept on your Mac only, so you can copy them again: the text for up to 30 days (the last 500 dictations) and the audio for up to 14 days, unless you turn "Keep audio" off in Settings. We do not keep the audio or the text on our servers.

Integrations

If you connect Google Calendar, we receive and store (in encrypted form) OAuth tokens and the calendar data needed to schedule and link meetings to your projects, limited to the scopes you approve: your list of calendars and the titles, times, attendees and join links of upcoming events. We use that data only to show your upcoming meetings, start and link recordings to the right meeting, and prepare pre-meeting briefs. We never create or change events, never use calendar data for advertising, never sell it, do not use it to train AI models, and no human at Loopsii reads it unless you ask us to, it is needed for a security or abuse investigation, or the law requires it. You can disconnect at any time, which deletes the stored tokens.

If you connect Gmail, we receive and store (in encrypted form) OAuth tokens that let Loopsii read your mail and nothing more: we cannot send, change, label or delete messages. We copy into your account only the email threads you have with people already in it (your clients, project members and guests of your meetings): the subject, the participants, the dates, the text of the messages and the names of attachments. Attachments themselves are not downloaded. For all other mail we read only the From, To and Cc headers of new messages to check whether one of those people is on the thread; the content of that mail is never downloaded or stored. We use the copied threads only to prepare your pre-meeting briefs, answer your questions in Ask Loopsii and show the threads in search. For that the text is turned into embeddings (Voyage AI) and relevant excerpts are processed by OpenAI and Anthropic; no other AI provider receives Gmail data, and none of them may train on it. We never use Gmail data for advertising, never sell it, do not use it to train AI models, and no human at Loopsii reads it unless you ask us to, it is needed for a security or abuse investigation, or the law requires it. Disconnecting Gmail deletes the stored tokens and every copied thread.

Loopsii's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

AI assistants (MCP connectors)

If you connect an AI assistant such as Claude, ChatGPT, Codex or Cursor to Loopsii, you log in through a standard OAuth screen that lists what the assistant may do: read your workspace and create and update records. Loopsii then issues that assistant short-lived access tokens (one hour, renewed automatically) which it uses to call our API on your behalf. We store the tokens hashed, together with the app's identity, the permissions you granted and when it was last used. The assistant receives only the data returned for the requests you make — for example the tasks it lists or the meeting it summarises — and that data is then handled by the assistant's provider (for example Anthropic or OpenAI) under their own terms; we do not receive or store your conversations with the assistant. You can see and disconnect every connected assistant at any time in Settings → API → Connected apps, which invalidates its tokens immediately.

Technical & usage data

Like most services, we automatically receive technical data — IP address, device and browser type, pages viewed, and diagnostic/error logs — used to operate, secure, and improve the Service.

We also record product-usage events — which features you use and when, for example that a meeting was recorded, a project was created or Loopsii for Mac was connected — linked to your account. Our analytics tool also keeps your account's email address and name, so we can find your account there. These events never contain the content of your work: no names of projects or clients, no transcripts, notes or documents, and we do not store IP addresses with them. Inside the app, which pages you open and which buttons you press in your browser are recorded only if you allow it (see section 13), and pages are recorded by their type (for example "a project page"), never by their address or title. With the same permission we also keep a session replay: a reconstruction of the app's screens as you move through them, with where you click and scroll. Everything you type and your content — names of projects, clients and people, notes, documents, transcripts, comments and amounts — is hidden in your browser before anything is sent, and images, videos and link addresses are left out.

5. Why we use your data and our legal bases

• To provide the Service (create your account, run your projects, generate invoices) — performance of a contract.
• To send our beta announcement to people who joined the waitlist, and product updates you ask for — your consent, which you can withdraw at any time.
• To keep the Service secure, prevent abuse, debug, and improve it — our legitimate interests in running a safe, reliable product.
• To understand how Loopsii is used and improve it (product analytics) — for usage events recorded by our servers, our legitimate interest in building a better product; for analytics in your browser (pages opened and buttons pressed in the app, and a session replay with your content hidden), your consent, which you give in the app and can withdraw at any time in Settings → Account → Privacy.
• To meet legal, accounting, and tax obligations (e.g. retaining invoice records) — compliance with a legal obligation.
• To record and transcribe meetings and save their in-call chat — your consent and your instructions (see section 6).

6. The AI meeting assistant & call recordings

Loopsii for Mac records meetings locally on your Mac — it captures your microphone and your computer's audio output directly, and no bot joins your calls. Transcription happens on your device. The app then syncs each meeting's transcript to the Service, where our AI providers — Anthropic, Z.ai (Zhipu AI) and OpenAI — process it to create summaries, suggested tasks and chapters, and where it is turned into text embeddings (Voyage AI) so you can search it. Requests to these providers can go through Vercel AI Gateway, which can also route them to xAI, Google (Gemini), TypeSafe (its Jev model) and GLM models hosted by Nebius (see section 8). Our AI providers process meeting and screen-recording transcripts and notes and, when it contains a link, a call's in-call chat (see below); to work out which project a screen recording belongs to, a vision model may also receive a few still frames from it, together with your list of projects and their clients. The same providers power Ask Loopsii, pre-meeting briefs, search and the app's other AI features, which use the questions you ask and the relevant content from your workspace.

The one exception is voice dictation, in the web app and in Loopsii for Mac: what you dictate is transcribed by Soniox, not on your device (see "Voice dictation" in section 4). Meetings and screen recordings you make with the app are still transcribed on your Mac.

By default the app also uploads each meeting's audio so you can play it in the web app; you can turn this off in Loopsii for Mac's settings ("Sync recordings to the web app"). With "Record screen during meetings" on, which is the default, the app also records the call's window (or another part of your screen you choose) and uploads one video file per meeting, which includes the call's audio; you can turn this off in Loopsii for Mac's settings too, and you can delete a meeting's video at any time in the web app. Screen recordings you make with the app are uploaded so they can play at their watch link. These files are stored with our storage provider (Cloudflare R2). Voice signatures used to recognise recurring speakers ("voiceprints") are biometric-style data and never leave your Mac. Recordings, transcripts and in-call chat messages can contain the voices, faces and personal data of everyone on the call.

With "Save the in-call chat" on in Loopsii for Mac's settings, which is the default, the app also saves the in-call chat of the Google Meet and Zoom calls you are in while it records: the sender's name, the text and the time of each message, including any links and your own messages. On Zoom this can include messages sent privately to you or by you, because the app does not record who a message was addressed to. The app does not check which call a message belongs to, so if you are in more than one call while it records, it saves the chat of each.

For calls in your browser the messages come from Loopsii Companion (see section 7). Before a recording starts, the app holds them only in memory, and it saves those from the last 15 minutes if a recording starts; if none does, nothing is saved. While it records, it also saves earlier messages that appear when the chat panel is opened, if they were posted up to an hour before the recording started. For the Zoom desktop app, Loopsii for Mac reads the messages itself while it records, through macOS Accessibility, from the call's chat list, including messages already showing there, or, when that is closed, from the preview Zoom shows of a new message.

The chat is kept with the recording on your Mac and, when the meeting syncs, stored with it in the Service, even if "Sync recordings to the web app" is off. During a screen recording it is kept on your Mac only and is not uploaded. You can read it on the meeting's page. If you connect an AI assistant to Loopsii and it asks for that meeting, it receives the whole chat, and the assistant's provider handles it under its own terms (see "AI assistants" in section 4). With the setting off, the app neither saves new chat nor uploads what it saved earlier; it does not delete what it already saved, and chat that has already synced stays with its meeting. Deleting a meeting in Loopsii for Mac deletes its chat from your Mac and from the Service. Deleting it in the web app deletes the chat from the Service, but the copy on your Mac stays.

The chat reaches our AI providers only if it contains a link, meaning a web address that starts with http://, https:// or www. Then up to the last 200 messages of that chat, with their senders' names and whether or not they contain the link, are sent with the transcript to our AI providers to write the meeting's notes. The notes may then include a "Links" section, though that is not guaranteed. Where they do, that section is part of the notes like any other: it is searchable, the app's other AI features can use it, and anyone you share the notes with can see it, though they do not see the chat itself. A chat without links is not sent to our AI providers.

Your responsibility: recording laws differ by country and US state (some require all-party consent). You must inform participants and obtain any legally required consent before recording, and that includes saving what they write in the call's chat. AI summaries can be inaccurate or incomplete — review them before relying on them. We do not use your meeting content to train third-party AI models, and we use our AI providers under terms that do not permit training on content submitted through their APIs.

7. Loopsii Companion browser extension

Loopsii Companion is an optional browser extension that gives transcripts accurate speaker names for calls in Google Meet, Microsoft Teams and Zoom in your browser, delivers the in-call chat of Google Meet and Zoom calls to the Loopsii app, and can record a browser tab for it. During such a call, the extension reads the participant display names, the speaking indicators and whether your own microphone is muted, as the call page already shows them on your screen. On Google Meet, when captions are on, it also reads the speaker name shown with each caption, but never the caption text. It delivers this — over a local connection on your computer — to the Loopsii app, which stores it only with a recording of that call.

Once you have joined a call on Google Meet or on Zoom in your browser, the extension also reads the in-call chat messages: the sender's name, the text and the time of each message, including any links and your own messages (on Zoom this can include messages sent privately to you or by you). It reads them from the call's chat panel and from the notifications or previews of new messages, so it sees them even if you never open the panel. It delivers them the same way to the Loopsii app. The extension has no switch of its own for this: it reads and delivers the chat even when the app's "Save the in-call chat" setting is off, and the app then discards the messages as soon as it receives them (see section 6). It does not read the chat on Microsoft Teams.

When you ask for a recording of a browser tab — with "Record this tab" in the extension, or by picking that tab in the Loopsii app — the extension captures that tab's video and sends it to the Loopsii app, which handles it like any other recording you make with the app (section 6).

• Its call features run only on meet.google.com, teams.microsoft.com, teams.live.com, zoom.us and zoomgov.com.
• It never captures audio or caption text, and it captures a tab's video only when you ask for that recording.
• So that you can pick a tab in the Loopsii app, it shows the app the titles, addresses and icons of your open tabs; that list goes only to the app on your computer.
• Everything it reads or records goes only to the Loopsii app on your own computer; the extension itself uploads nothing. We receive speaker names and in-call chat messages when the recorded meeting syncs to the Service, and tab video as part of the recording it belongs to (section 6).
• Its only network request downloads updated page selectors from app.loopsii.com whenever the extension starts up and once a day; the request carries no account, meeting or browsing data.
• On your computer it keeps only a diagnostic setting, the downloaded selectors and, until you close the browser, which of your tabs are in a call.
• It is an optional enhancement — not installing it changes nothing else about Loopsii.

8. Who we share your data with

We do not sell your personal data. We share it with service providers ("sub-processors") who help us run the Service, under contracts that require them to protect it:

• Supabase — authentication and database hosting.
• Vercel — application and website hosting.
• Fly.io (Fly.io, Inc., United States; servers in Amsterdam) — our background worker, which processes meetings and recordings for notes, indexes your documents, transcripts and notes for search, syncs Google Calendar, prepares pre-meeting briefs, sends digests and reminders, and runs our other background jobs, such as the imports you start in Settings → Import, each project's AI memory and subscription checks with Stripe.
• Upstash — rate limiting and caching: rate-limit counters can be keyed by an email or IP address, such as the email of a person you ask to sign (kept for a day), and the cache briefly holds copies of data such as the names and emails of people from your meetings.
• Anthropic — AI processing of meeting and screen-recording transcripts and notes (summaries, tasks, chapters, transcript clean-up) and of still frames from screen recordings, of in-call chat that contains a link, of excerpts of Gmail threads you connect, and the automatic fallback when another AI provider fails.
• Z.ai (Zhipu AI, People's Republic of China) — AI processing of the same content, except excerpts of Gmail threads.
• OpenAI (United States) — AI processing of meeting and screen-recording transcripts and notes, of in-call chat that contains a link and of excerpts of Gmail threads you connect, through Vercel AI Gateway.
• Vercel AI Gateway (Vercel Inc., United States) — a router through which our AI requests can go to the providers above and to xAI (United States), Google (Gemini, United States), TypeSafe (its Jev model), GLM models hosted by Nebius and Qwen models hosted by Cerebras.
• Soniox (United States) — real-time speech-to-text for voice dictation in the web app and in Loopsii for Mac: the audio you dictate, the names of your projects and clients and your glossary terms as spelling hints, and an account identifier.
• Cerebras (Cerebras Systems Inc., United States) — tidies up the text you dictate in Loopsii for Mac, running an open-weights model (Qwen) through Vercel AI Gateway: it receives the recognised text and the same spelling hints. The gateway sends this only to a provider that is barred from training on it, and Cerebras states that it does not retain the inputs or outputs of its inference service.
• Voyage AI — text embeddings that make your transcripts, notes, documents and the Gmail threads you connect searchable in the app.
• Cloudflare — storage of recordings, transcripts, in-call chat messages, attachments, signatures, signed documents and nightly backups of our database (R2), and the proxy through which analytics events reach PostHog.
• GitHub (GitHub, Inc., United States) — runs our nightly database backup on its servers before the backup is stored in Cloudflare R2.
• Resend — sending transactional and product emails, including signature requests, verification codes and signed copies to the people you ask to sign.
• Sentry — error monitoring and diagnostics.
• PostHog — product analytics and session replay, hosted in PostHog's EU Cloud (Frankfurt, Germany).
• Stripe — payments for Loopsii subscriptions. Stripe collects and holds your name, email address, billing country and address, payment method and transaction history (see Stripe's privacy policy); card numbers never reach us. We share your email address and account ID with Stripe and keep only your Stripe customer and subscription IDs, your plan, and your subscription's status and renewal or end date.
• Google — calendar and Gmail integrations (only if you connect them).

When a document is signed, we also ask a public timestamp authority (DigiCert, Sectigo or FreeTSA) for a timestamp. It receives only a hash, never the document or anyone's personal data (see section 4).

We may also disclose data where required by law, to protect our rights or users' safety, or as part of a merger or acquisition (with notice where required).

9. International data transfers

Some of our providers are located in the United States, in the People's Republic of China, or otherwise process data outside your country. Where we transfer personal data out of the EEA/UK, we rely on appropriate safeguards — the EU–US Data Privacy Framework where the recipient is a certified US organisation, and the European Commission's Standard Contractual Clauses with additional measures for every other destination, including transfers to our AI provider in China. You can ask us for a copy of the relevant safeguards. Product analytics data is stored in the EU, in PostHog's EU Cloud in Frankfurt, Germany.

10. How long we keep your data

We keep personal data only as long as needed for the purposes above. Account and content data is kept while your account is active and for a reasonable period afterwards; invoices you create for your clients are deleted when you delete them or your account, so download your own copies while your plan is active (after a trial or subscription ends, invoice PDFs can't be downloaded until you subscribe again) and keep them for as long as your tax law requires; the invoices we issue to you for your Loopsii subscription and related records are kept for the period required by tax and accounting law (in Poland, five years from the end of the tax year in which the invoice was issued); meeting recordings, transcripts and in-call chat messages are kept for as long as your account is active or until you delete them; signature requests, their audit log and signed documents are kept until you delete the document or your account; email threads copied from Gmail are kept until you disconnect Gmail or delete your account; audio you dictate is not stored on our servers (Loopsii for Mac keeps your recent dictations on your Mac, see section 4); data from our waitlist, which closed on 8 October 2026, is kept until we send our beta announcement, or until you ask us to remove it if that comes first, and is then deleted; product-usage events are kept for up to 12 months, and session replays for 30 days. We then delete or anonymise it. Deleted data can stay in our database backups for up to 14 days, until those backups are deleted.

11. How we protect your data

We use technical and organisational measures including encryption in transit, encryption of sensitive tokens, database row-level security to isolate each account's data, access controls, and monitoring. No system is perfectly secure, but we work to protect your data and will notify you and the relevant authority of a personal-data breach where the law requires.

12. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict, or object to our processing of your personal data, to data portability, and to withdraw consent at any time. You can also unsubscribe from marketing emails using the link in each message. To exercise any right, email hey@loopsii.com.

If we process your client, meeting, comment or signature data as a processor, please direct those requests to the Loopsii user (the controller); we will help them respond.

If you are in the EEA/UK you have the right to complain to your local data protection authority; California and other US-state residents have additional rights, including the right not to be discriminated against for exercising them.

13. Cookies & similar technologies

Our website uses only strictly necessary cookies/local storage required for it to work (for example, remembering that you closed the cookie notice), and we do not use advertising or third-party tracking cookies, so it does not ask for consent. To see how the website is used, it sends page views, clicks on the website's buttons and links, how far down the page you scrolled, and how quickly the page loaded and responded to PostHog (EU Cloud, through our Cloudflare proxy) in cookieless mode, which sets no cookies and stores nothing on your device: a visitor is recognised only by a hash that changes every day, and the IP address is discarded before anything is stored. When you open one of our short links, such as loopsii.com/x, our server counts which link was opened in PostHog with no cookie, no IP address and nothing else that identifies you. When you follow a sign-up button to the app, the link carries the button's name and, when your visit has one, the campaign tag of the link that brought you here or the name of the website you came from (for example "google", never the address of the page you were on), and the app records them with your new account (see product analytics in section 5). The Loopsii app uses essential cookies to keep you logged in. On a browser's first visit, the app, preview and signing links included, also sets "lp_cookie_epoch", a technical cookie kept for a year that holds no identifier and clears out outdated login cookies. A document's preview link adds an essential cookie, "loopsii_preview_guest", when a visitor posts their first comment. It holds a random identifier for a year so they can delete their own comments while that link stays on, and we store only a hash of it. The same page keeps the name the visitor typed in their browser's local storage ("loopsii:preview-name"), so they need not type it again, until they clear the site's data. Product analytics in the app, including session replay, runs in your browser only after you allow it in the app: it keeps an identifier tied to your account in your browser's local storage (no analytics cookies), and you can switch it off at any time in Settings → Account → Privacy, which stops it and resets that identifier.

Emails we send through Resend contain a small invisible image and links that pass through Loopsii's own server first, so we can see whether each email was delivered, opened and clicked; you can turn off the optional ones (new comments) in Settings → Notifications, or reply to any of our emails and we will stop sending you anything your account doesn't need.

14. Children

Loopsii is a business tool not intended for children. We do not knowingly collect data from anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.

15. Changes to this policy

We may update this policy from time to time. We will post the new version here with a revised "last updated" date and, for material changes, give you reasonable notice.

16. Contact us

Questions or requests: hey@loopsii.com, or write to STABONDAR STANISLAV BONDAR, aleja Wilanowska 67E, 02-765 Warsaw, Poland.