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Privacy Policy

Privacy Policy

Last updated: 22 August 2026 · Mentra Recording is operated by Voice Intelligent Systems.

1. Who this policy covers

This policy explains how Mentra ("Mentra," "we," "us") collects, uses, and protects information when you use the Mentra iOS app, its companion recording device, and related services. It applies to you, the person with a Mentra account - a separate section below covers what happens to the people you record.

2. What we collect

  • Account information - email address, account name, password (hashed, never stored in plain text). From you, at sign-up.
  • Call audio & recordings - audio captured by your paired recording device or the app's microphone during a call. Stored only on your device - audio is never uploaded to our servers, other than the brief hand-off described in section 3 to produce the text transcript.
  • Transcripts & AI-generated notes - speech-to-text transcripts, AI-written summaries, extracted sections, next steps, live suggestion cards. Generated from your call audio and stored on your device. If you join a team (Settings › Team dashboard), your transcripts and summaries are also stored on our servers - see section 3.
  • Voice-match data - a numeric voice embedding used to automatically tell you apart from the other speaker on a call, not a recording of your voice and not usable to reconstruct it. From a short voice sample you record during enrollment.
  • Knowledge base content - business/product context text, uploaded documents, and keywords you add.
  • Device information - recording device name, serial number, model, battery level, firmware version.
  • Usage data - call duration and minutes used.

3. Who else processes this data

We use a small number of specialist service providers to make Mentra work. Each only receives the data it needs to do its job:

  • Our own secured backend - receives call audio - converts speech to text in real time and for offline recordings. This is a transient processing step: the audio itself is not retained beyond producing that transcript, and is not stored as a separate copy on our servers.
  • Google Cloud Vertex AI (Gemini) - receives transcript text and your knowledge base context - answers questions you ask during a call, generates end-of-call summaries and keyword suggestions, powers AI search across your notes, and fills your call data into templates you upload for export.
  • Supabase - receives account and usage data for every user, to run our database and authentication. If you join a team, it also receives and stores your call transcripts and AI-generated summaries - see "Team dashboards" below.

We do not sell your data, and we do not share it with anyone outside this list except where required by law.

Nothing is processed for transcription or sent to Google Cloud Vertex AI until you've given permission on the "Permission to process call data" screen, shown before you can start your first call. You can withdraw that permission at any time in Settings › Data & privacy - while it's off, no call audio or transcript text leaves your device, transcription and AI features stop working, and recording to the device continues normally.

Team dashboards (optional): Mentra works fully as a solo app with no sharing beyond the processors above. If you choose to join a team using an invite code from your manager (Settings › Team dashboard), your live call transcripts and AI-generated summaries are also stored on our servers and shared with that team's manager in real time, so they can see your calls on a team dashboard. Call audio is never part of this - only transcript text and summaries. You can see whether you're connected to a team, and its name, any time in Settings › Team dashboard.

4. Recording other people - this is on you, not just us

Mentra's core purpose is recording conversations with people who are not Mentra users and have not agreed to this policy. You are responsible for knowing and following the recording-consent law that applies to your call - this varies by country and, within some countries, by state or region. Some places only require that you (the caller) know a call is being recorded; others require every participant's consent.

Mentra shows a consent reminder before you start recording, but that reminder does not substitute for your own legal obligation to inform (and where required, obtain consent from) the other party.

5. How we use your information

  • To transcribe calls and generate live suggestions and post-call notes
  • To let you organize, search, tag, and file notes
  • To identify you as the rep on a call, separate from the other speaker
  • To maintain, secure, and improve the service
  • To contact you about your account or respond to support requests

We do not use your call content to train AI models, ours or a third party's, beyond what's needed to produce the transcript/summary you asked for in that session.

6. Data retention & your controls

Call audio always stays only on your device. Transcripts and notes also stay only on your device, unless you've joined a team - in that case your transcripts and summaries are additionally kept in our systems, visible to your team's manager, until removed. Everything stays until you delete it, or until your auto-delete setting removes it. In Settings, you can:

  • Export your data - download your notes and transcripts as a file at any time
  • Set an auto-delete period - 30, 90, or 365 days, or keep everything indefinitely
  • Delete your account - permanently removes your account and usage history

7. International data transfers

Mentra is operated from Thailand, and several of the processors listed above run infrastructure outside Thailand (including in the United States). Where we transfer personal data internationally, we rely on those providers' own safeguards and contractual commitments, consistent with Thailand's Personal Data Protection Act (PDPA) and, where applicable, other data protection laws.

8. Your rights

Depending on where you're located, you may have the right to access, correct, delete, or receive a copy of your personal data, and to withdraw consent where we rely on it. You can exercise most of these directly in Settings (export, retention, deletion); for anything else, contact us using the details below.

9. Children

Mentra is a business tool and is not directed at, or intended for, anyone under 18.

10. Security

We use industry-standard measures - encrypted connections, access controls, and hashed passwords - to protect your data. No method of transmission or storage is perfectly secure, and we can't guarantee absolute security.

11. Changes to this policy

If we make material changes, we'll update the "last updated" date above and, for significant changes, notify you in the app.

12. Contact us

Questions about this policy or your data: support@mentrarecording.com

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