In short: your calls, transcripts, summaries and company documents stay on your Mac. Our servers only keep your account, your plan and how many minutes you used. Audio is sent for transcription and the conversation text is sent to the AI service you choose, only while Palmcard is listening. We don't sell data. Google advertising cookies are used only if you accept them on the cookie banner.
1. Who we are
Palmcard is a product of Studio Lab (studiolab.digital), Malta. We are the data controller for the personal data described here. Contact us at prashant@studiolab.digital about anything in this policy.
2. What we collect and why
| Data | Why | Legal basis |
|---|---|---|
| Name, email address, password (stored only as a secure hash) or your Google sign-in | To create and secure your account | Contract |
| Plan, subscription status, billing period, invoices, billing address and tax ID if you give one | To bill you and give you the call-hours you paid for | Contract, legal obligation (tax records) |
| Minutes Palmcard listened on each call (a number, not the content) | To count your call-hours | Contract |
| Name of each Mac you connect and when it was last used | So you can see and disconnect your devices | Contract, security |
| Email and role you give in the early-access form | To invite you | Consent |
| Messages you send us | To reply | Legitimate interest |
Card details are entered on Stripe's checkout page and go straight to Stripe. We never see or store your full card number.
3. What stays on your Mac
The Palmcard app keeps your call transcripts, the lines it suggested, call summaries, meeting notes, prospect research, your documents, the websites you ask it to read, your voice profile and the meetings it reads from your calendars in its own folder on your computer. We don't receive or store them, unless you turn on the option below. Your AI service keys and calendar sign-ins are kept encrypted in the macOS Keychain (on Windows, with Windows' own encryption).
Keeping your calls and meetings on your account (optional, off by default). If you turn on Keep my calls and meetings on my account (in the app or at palmcard.co/settings), each call is also sent to us after it ends: its title, the people on it, the summary, the promises, the follow-up email draft, the next meeting, your meeting notes and, unless you untick it, the transcript. Your meetings are kept too: title, time, who is invited, the goal, the brief Palmcard prepared and your notes. Which promises you ticked off is kept so the website and the app agree. We encrypt each call with a key that is unique to your account before storing it in our database (Supabase, EU), and decrypt it only to show it to you when you are signed in at palmcard.co/calls, to search it, or to answer a question you ask about it (that question and the call are sent to Anthropic to write the answer). You can delete one call or all of them there, or in the app, at any time; deleting a meeting in the app deletes its calls from your account too. If you make a share link for a call, anyone with the link can read that call's summary and promises (and the transcript, only if you choose), until you stop sharing it.
Your settings. When you are signed in, your Palmcard settings (what Palmcard helps with, language, notes, free times and booking, how the card looks) are kept on your account so they are the same in the app and at palmcard.co/settings, on every computer. What you write under “You and your company” is only kept there while the option above is on. Your calendar sign-ins, documents, websites, voice profile and AI keys never leave your computer.
When the other person uses Palmcard too (optional, off by default). If you turn on Find times with other Palmcard users, then during a call the app sends us a scrambled (hashed) key made from the meeting link and start time, scrambled versions of your email addresses and of the people invited, your time zone, your first name and the times you are free in the next two weeks (just times, never what is in your calendar). If the other person on the same call has it on too and each of you is in the other's invite, each app gets back only the times free for both of you, the other person's first name and time zone, and whether they approved an agreed time. A next meeting is then booked only when you both approve, and by one of you only. We delete this within 6 hours.
4. What the app sends while it works
To write your next line, the app has to send parts of the conversation to outside services, using the keys you add in the app:
- Transcription: call audio (your microphone and the call sound) is streamed to Deepgram's EU servers while Palmcard is listening.
- Replies and preparation: the conversation text, your company information and meeting notes are sent to the AI service you select in the app (for example Cerebras, Anthropic, OpenAI, Mistral or Groq) to write replies, briefs and summaries. Some of these providers are in the United States.
- Search inside your documents runs on your Mac. A 23 MB search model is downloaded once from Hugging Face.
These services act under their own terms and your agreement with them. Check their data retention settings, and choose EU services where you need to. Palmcard only listens when you turn it on, and you can pause it at any time.
5. Your Google and Microsoft calendars
If you choose Connect Google or Connect Microsoft in the app, Palmcard asks for read-only access to your calendar (Google: calendar.readonly; Microsoft: Calendars.Read) plus your name and email address, so it can show which account is connected. With read-only access it never creates, changes or deletes anything in your calendar.
Booking the next meeting (optional). Only if you press Allow booking next to an account, Palmcard also asks for permission to add events (Google: calendar.events.owned, which covers only calendars you own; Microsoft: Calendars.ReadWrite). It uses it for one thing: when you and the other person agree a time for your next meeting on a call and you approve it (or you turned on automatic booking in Settings), Palmcard creates that one event in your calendar after the call, with the people you chose as guests, so your calendar sends them the invitation, and with a Google Meet or Teams link if you chose one. It never changes or deletes events that are already in your calendar, and never adds events you didn't approve or set it to add.
- What it reads: your meetings from 3 hours ago to about 14 days ahead: title, start and end time, who is invited (names, email addresses, whether they accepted), whether you are busy or free, the video-call link, location and the meeting notes.
- What it is used for: only to show your upcoming meetings in the app, to pick the right meeting when you press Start, to offer to listen when a meeting begins, to suggest times you are really free when someone on a call asks about your availability (the times only, never other meetings' names) and, if you turn it on, to prepare a short brief and the follow-up email for that meeting. When the app writes a brief, a reply or a follow-up email, the meeting's title, the names and companies of the people you meet and its notes are sent to the AI service described in section 4, only for that task.
- Where it is kept: on your computer only. Palmcard's servers don't store calendar data. If you use Palmcard's own AI, the text for a brief, reply or email passes through our server on its way to the AI service; we only log that a request happened (time, model, success), never its content. The sign-in token stays encrypted on your computer and is only sent to Google or Microsoft, to read your calendar and, if you allowed booking, to add the event you approved.
- How to stop it: press Remove next to the account in the app (Settings > Meetings). You can also remove Palmcard's access at myaccount.google.com/permissions or account.live.com/consent/Manage. Calendar meetings you never used are deleted from your computer by themselves 7 days after they end; uninstalling the app and deleting its folder removes the rest.
We don't sell calendar data, use it for advertising, share it with anyone other than the services above, let any person read it (unless you ask us to for support, or the law requires it), or use it to develop, improve or train AI models. Palmcard'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.
Notes by email (optional). If “Email me my notes” is on in the app, the notes of a call that just ended (summary, promises, the next meeting and the follow-up email draft) are sent from the app through our server to your own email address. Our server passes them to the email service and does not keep them; we only record that a notes email was sent and when.
6. Recording other people
When Palmcard listens to a call it also processes what the other people say. You are responsible for telling them the call is being transcribed and, where required, getting their consent. Palmcard reminds you at the start of every call.
7. Who processes data for us
| Service | What for | Where |
|---|---|---|
| Supabase | Accounts, sign-in and the database | EU (Ireland) |
| Stripe | Payments, invoices, VAT | EU and US |
| Cloudflare | Hosting this website, security, DNS | Global network |
| “Continue with Google” sign-in, reading your Google Calendar from the app if you connect it, and adding the next meeting you approved if you allow booking | Global | |
| Microsoft | Reading your Outlook / Teams calendar from the app if you connect it, and adding the next meeting you approved if you allow booking | Global |
When data leaves the European Economic Area, it is protected by the European Commission's Standard Contractual Clauses or the EU-US Data Privacy Framework.
7b. The Palmcard phone app
The iPhone and Android app signs in to the same Palmcard account (email and password, on palmcard.co) and keeps a sign-in token in the phone's secure storage. It shows and changes what is already on your account or on your computer: meetings, calls, promises and settings, and it can start or pause Palmcard on your computer. Its optional Mic notetaker records the phone's microphone in short clips while you have it switched on; each clip is sent over our server to our transcription provider (Deepgram) to be turned into text, then deleted from the phone. We do not keep the audio. Tell the people in the room before you record them (see section 6). The phone app has no advertising, no tracking and no analytics.
8. How long we keep it
- Account and plan: while you have an account. Delete account (in the phone app under You, or at palmcard.co/account/delete) erases the account, the calls and meetings kept on it, your settings and every signed-in device straight away, and cancels any plan.
- Invoices and payment records: as long as Maltese tax law requires (currently up to 10 years).
- Minutes used: for the billing period plus 24 months, to resolve billing questions.
- Early-access sign-ups: until you ask us to remove you, or 24 months.
- Calls you keep on your account: until you delete them, turn the option off and delete them, or close your account (then within 30 days).
9. Cookies
We always use the cookies that are needed to keep you signed in and to protect the site. They don't need your consent.
If you press Accept on the cookie banner, we also load Google's advertising tag (Google Ads). It sets cookies and sends Google your IP address, the page you were on and whether you created an account or bought a plan, so we can see which ads work. If you press Decline, none of it is loaded and Palmcard works the same. You can change your choice at any time with Cookie settings in the footer. What Google does with that data is described in Google's privacy policy.
10. Your rights
Under the GDPR you can ask to see, correct, delete or export your data, object to or limit how we use it, and withdraw consent. Email prashant@studiolab.digital and we'll answer within one month. You can also complain to Malta's Information and Data Protection Commissioner (idpc.org.mt) or the data protection authority where you live.
11. Security
Connections are encrypted (HTTPS). Passwords are stored as secure hashes. The Mac app's connection to your account uses a random token, of which our database keeps only a one-way hash. You can disconnect any Mac from your account page.
12. Children
Palmcard is a business tool and is not meant for anyone under 18.
13. Changes
If we change this policy in a way that matters, we'll email account holders before it takes effect.