Privacy Policy

The short version

• Records you create are saved on your device first, and work with no internet connection.
• Two separate switches control what leaves your device: cloud processing (transcription and AI) and cloud sync (backup and multi-device copies). Neither is on until you sign in and turn it on. If you never sign in, your records never leave your device — the one exception is a smartwatch you have paired yourself; see recording from a smartwatch.
• When sync is on, your records — including audio recordings and photos — are stored on Verbiform’s server so they reach your other devices.
• AI features (auto-fill, summaries, action items, ask) send the text of your notes to an AI provider. You can instead run AI entirely on your device.
• Verbiform transcribes in one of two modes, and you choose which: on this device (the Whisper model runs in your browser; audio goes nowhere) or in the cloud, where the audio of a recording is sent to Deepgram, a speech-processing provider, for faster and more accurate results. Cloud mode is off until you turn it on and accept what it means; every plan includes a monthly allowance of cloud minutes, and when it runs out the on-device model takes over automatically. Only the audio is sent — not your fields, photos or account details — and we instruct Deepgram not to store it or use it to train models.
• Speaker labelling (“who said what”) can run entirely on your device, free on every plan — the first run downloads a small model, and after that it works offline with no third party involved. In cloud mode, labelling rides the same Deepgram call as transcription and counts against the same minute allowance. A Team owner can switch cloud processing off for their whole workspace, and on-device labelling keeps working when they do.
• We do not sell your data, and we do not use your records to train AI models.

Who owns your content

Your content is yours. GLE Ventures LLC does not claim ownership of the text, data, voice, photos, or completed documents you create with Verbiform — storing or syncing them so they reach your other devices does not change who they belong to. We use them only to provide the features you turn on, as this policy describes; we do not sell them, and we do not use your records to train AI models. You can export or delete your content at any time.

What stays on your device

Verbiform stores your records in your browser’s local database (IndexedDB) and your preferences in local storage. This includes your notes, form values, contacts, container records, imported PDF templates, and any audio or photos you capture.

Speech-to-text can run entirely on your device. The Whisper model is downloaded to your browser and transcribes locally, so dictation in device mode sends your voice nowhere. It is the mode used whenever you are signed out, offline, have chosen “This device only”, or have used up your plan’s cloud minutes. The same applies to the read-aloud voice and to the optional on-device AI models.

If you use Verbiform without an account, your records, voice and photos stay on your device — they are not transmitted to us or anyone else. Two narrow exceptions: the first time you use voice or AI features, your device downloads the speech and AI models from a content-delivery network (which sees your IP address and which model you fetched, never your data); and the app may send anonymous, stripped-down crash reports — an error type and code path only, never your content — so we can fix bugs.

What happens when you turn on cloud sync

After you sign in and enable cloud sync, the following is transmitted to and stored on Verbiform’s server:

• Your records and their field values, including transcripts and notes
• Audio recordings and photos attached to those records
• Contacts and container records (customers, contacts) you create
• Workspaces, their membership, and who created or edited each record
• Your custom form templates — the field definitions, and the raw file of any fillable PDF you imported so it can be filled on your other devices
• Your branding (logo, colors, business details), form folders and their assignments, “My forms” selections, and your PDF-forms sections
• Your email address, and your name if your sign-in provider supplies it

Sync is optional and reversible. You can sign out at any time, and Sign out & erase device additionally removes the local copies from that device.

Recording from a smartwatch

A smartwatch cannot transcribe. If you pair one, its recordings travel to your phone or computer through Verbiform’s server, which holds the audio only long enough for one of your own signed-in devices to collect it. This is the one path where audio reaches our server without you turning on cloud sync, so it is worth being exact about:

• The audio is uploaded to our server as soon as the watch has network, whether or not record sync is switched on. Pairing a watch is what enables this; unpairing it stops it.
• It is encrypted in transit (HTTPS) and stored encrypted at rest on our server. It is not end-to-end encrypted — we hold it in a form we could technically read, and we are telling you that rather than implying otherwise.
• We never transcribe it and never send it to an AI provider. The server stores bytes and status; the transcription happens on your own device.
• The server copy is deleted the moment one of your devices turns the recording into a record — usually seconds after you open the app.
• Audio nobody collects is deleted after 14 days, whether or not it was ever processed. The recording on your watch is not affected — it stays there until a record is made from it.
• Removing a watch deletes any of its audio still waiting on our server, immediately. So does deleting the recording from the app, and so does deleting your account.
• The copy on the watch is deleted once the watch is told a record exists. Until then the watch keeps it, so a failed transfer never loses your recording.

If you never pair a watch, none of this applies to you and no audio is relayed.

Who else processes your data

We use a small number of third-party services. This list is kept current; if it changes, this page changes with it.

You can avoid the AI provider entirely. Verbiform can run its AI features on a model downloaded to your device, in which case no note text is transmitted for AI processing. Choose this in Settings under On-device AI.

How AI features use your content

AI is used to draft field values from what you said, summarise a note, extract action items, and answer questions about your own records. Only the content needed for that request is sent.

Your content is not used to train AI models — neither ours nor our providers’. We do not sell your data or share it with advertisers.

AI output can be wrong. Drafted field values are marked with a confidence level and the exact words they came from, and are meant to be reviewed before you rely on them.

Sharing and workspaces

If you share a workspace, the people you invite can see the records in it, and — if you give them the editor role — change them. Edits are attributed to the account that made them. Removing someone’s access stops future syncing, but does not retrieve copies already downloaded to their device.

Retention and deletion

Deleted records go to Trash and are recoverable for 30 days, after which they are removed. Deleting a record locally also removes it from the server on your next sync.

You can export a complete copy of your data from Settings at any time. To delete your account and everything stored for it, use Delete account under Settings → Account & cloud sync: it erases all server-side data immediately, cancels any active subscription, and wipes records from that device. This cannot be undone, so export a backup first if you want to keep a copy.

Security

All traffic between the app and our server uses HTTPS. Passwords are stored only as salted hashes, and session tokens are stored hashed, so a copy of our database does not reveal either. The database is backed up nightly.

You can add a PIN or biometric lock on a device. No system is perfectly secure, and we will tell you promptly if a breach affects your data.

Health data

Verbiform is a general business tool and is not currently designed for protected health information (PHI) or other regulated health records. A dedicated, HIPAA-ready healthcare edition is on our roadmap — until it is available, please keep clinical and regulated health data out of Verbiform.

Children

Verbiform is intended only for people 18 or older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided personal information, contact support@verbiform.com so we can delete it.

Changes to this policy

If we change how data is handled in a way that matters — for example, moving speech-to-text off your device to a cloud service — we will update this page and tell you in the app before it takes effect. Changes that expand what leaves your device will be something you opt into, not something that happens automatically.

Contact

Questions, data requests, or account deletion: support@verbiform.com