Privacy Policy
Last updated:
This policy explains what the VitaMood app and this website collect, where the data goes, how long it is kept and what you can do about it. It describes the app as it works today. When a feature changes what we collect, we update this policy before that version of the app is released.
Who we are
VitaMood is made by Apex Technology Enterprises Ltd, a company registered in England and Wales with company number 15019510. Our registered office is 167-169 Great Portland Street, Fifth Floor, London W1W 5PF, United Kingdom.
We are the data controller for the personal data described here. Contact us about privacy at support@vitamood.app or by post at the address above.
The short version
- Your voice recordings stay on your phone. They are never uploaded.
- To write your summary, the app sends the text of your check-in to Google’s Gemini API. We do not store that text or the summary on our servers.
- Our servers hold your account and a daily counter of how many summaries you asked for. Nothing else.
- There are no ads, no analytics and no tracking in the app or on this website.
- Health data is shown back to you only and is never used for advertising.
What we collect and why
Your account
When you sign in, Firebase Authentication, a Google service, creates your account. It holds your email address, a user ID, the sign-in method you used (Apple, Google or email and password) and, for email sign-in, your password in hashed form. Google also records the IP address and browser or device details of sign-in requests.
We use this to create your account, keep you signed in and link your subscription to you.
Your voice check-ins
- The recording. The app records up to 60 seconds of audio and saves it as a file in the app’s own storage on your phone. That folder is excluded from iCloud backup on iPhone, and the app turns off Android backup. The recording is never uploaded to us or to anyone else. The app does not delete recordings and has no option to delete a single one yet. Deleting the app deletes all of them.
- Transcription. Your phone turns the recording into text. On iPhone it uses Apple’s speech recogniser on the device. On Android it uses Google’s on-device speech recognition (ML Kit). For a language your phone does not support, the app can use a Whisper speech model that runs inside the app. The audio is not sent anywhere for transcription.
- The transcript. The text is shown on screen and used for the summary. The app does not save it after you leave the check-in.
The summary
When the transcript is ready, the app sends two things to our server: the transcript text and the language code of the check-in. Your sign-in token and an app integrity token (see “Protecting the service” below) go with the request so the server knows it comes from you and from a genuine copy of the app.
Our server runs on Google Cloud Functions in Belgium. It passes the transcript to Google’s Gemini API, which returns a one-line summary, a mood score from 1 to 10, an energy level and up to four tags. The server sends these back to the app and does not store the transcript or the result. The app shows the summary on screen and does not save it.
We use Gemini on Google’s paid tier. Under the Gemini API terms, Google does not use prompts or responses from paid services to improve its products, processes them as our data processor under its data processing terms, and logs them for a limited period only to detect abuse. Google’s usage policy gives that period as 55 days. Google says the data may be stored briefly or cached in any country where Google or its agents have facilities.
The mood score, energy level and tags are produced automatically. They are a reflection of what you said, not an assessment, and they do not lead to any decision about you.
The daily limit
You can ask for 3 summaries per day (UTC). To enforce this, our database keeps one record per user: your user ID, the date and the number of summaries requested that day. The record is replaced each day. The database is Cloud Firestore in Google’s Europe multi-region (Belgium and the Netherlands).
Subscriptions
VitaMood Pro is sold through the App Store or Google Play. Apple or Google takes the payment, and we never see your card details. RevenueCat, our subscription service, receives your purchase receipt or purchase token, your user ID and basic device details such as the device type and operating system version, so the app can tell whether your subscription is active. RevenueCat stores this data in the United States.
Speech model downloads
If your phone does not support your language, you can choose to download a speech model. The download comes from Hugging Face (huggingface.co) or from our own storage at models.vitamood.app, which is hosted by Cloudflare. On Android, the system may also download Google’s speech language pack. Like any download, these requests reveal your IP address and device details to the host. No audio or text is sent.
Protecting the service
Firebase App Check confirms that requests come from a genuine copy of VitaMood on a genuine device. On iPhone it uses Apple’s App Attest. On Android it uses Google Play Integrity, which checks the app’s package name, version and signing certificate and a device attestation from your phone. We use this to stop abuse of the summary service.
Google Cloud keeps a standard log of each request to our server: the time, your IP address, your device’s user agent, the address called, the response status and the size of the request and response. These logs do not contain the transcript. They are deleted after 30 days.
Health data
The current version of VitaMood does not read any health data.
When the health features are released, VitaMood will ask your permission before it reads anything from Apple Health or Health Connect. It will read only sleep, heart rate variability (HRV), resting heart rate, steps, workouts and nutrition (such as calories, macros and water that another app, for example VitaCal, has written there). It will use this data on your phone to show insights next to your check-ins. It will not send health data to our servers or to Gemini, will not write anything to Apple Health or Health Connect, and will never use health data for advertising. You can turn access off at any time in your phone’s Health settings.
Microphone
The app asks for microphone access the first time you start a recording and uses it only while you are recording.
Email to us
If you email support@vitamood.app, we receive your email address, your message and anything you attach. Cloudflare Email Routing forwards the message to our mailbox, which is hosted by Google. We use it to answer you.
This website
This website has no analytics and no tracking scripts. It sets one cookie, vm_lang, only when you choose a language in the footer, to remember that choice for a year. It is hosted on Cloudflare Pages. Cloudflare processes your IP address and request details to deliver the pages, pick the page language from your browser's language setting and protect the site from attacks.
What we do not do
- We do not sell your data or share it for advertising.
- We do not use your check-ins or health data to train AI models, and Google does not use them to improve its products.
- We do not use analytics, advertising or tracking tools in the app.
Legal basis
This section applies if you are in the United Kingdom or the European Economic Area.
| Purpose | Legal basis |
|---|---|
| Your account, transcripts sent for summaries, subscriptions | Performance of our contract with you (Article 6(1)(b) UK GDPR and EU GDPR) |
| Check-in text that reveals information about your health or mood | Your explicit consent (Article 9(2)(a)) |
| App Check, the daily limit and server request logs | Our legitimate interest in keeping the service secure and its costs under control (Article 6(1)(f)) |
| Answering your emails | Our legitimate interest in helping you (Article 6(1)(f)) |
| Health data, once the health features are released | Your explicit consent, given in your phone’s Health permissions (Article 9(2)(a)) |
You can withdraw consent at any time by not using the summary feature, turning off Health access or deleting your account. Withdrawing consent does not affect what was done before.
Who receives your data
| Recipient | What it receives | Where |
|---|---|---|
| Google (Firebase Authentication) | Account details, sign-in IP addresses and device details | United States |
| Google (Cloud Functions, Cloud Firestore, Cloud Logging) | Transcripts in transit, the daily counter, request logs | European Union (Belgium and the Netherlands) |
| Google (Gemini API) | Transcript text and its language | Any country where Google has facilities |
| Google (Play Integrity) and Apple (App Attest) | App and device integrity data | Their own infrastructure |
| RevenueCat | Purchase receipts, user ID, device type and operating system | United States |
| Apple and Google (stores) | Payment and subscription management | Their own infrastructure |
| Hugging Face and Cloudflare | IP address and device details when you download a speech model | Their own infrastructure |
| Cloudflare | Website requests and support emails in transit | Global network |
We may also disclose data when the law requires it, and to a buyer if the business is sold, in which case this policy continues to apply.
International transfers
Some of these providers process data outside the UK and the European Economic Area, mainly in the United States. For those transfers we rely on the standard contractual clauses (with the UK addendum where needed) in each provider’s data processing terms, and, where a provider is certified, on the EU-US Data Privacy Framework and its UK extension.
How long we keep data
| Data | How long |
|---|---|
| Recordings on your phone | Until you delete the app |
| Transcripts and summaries | Not stored by us. Google logs Gemini requests for up to 55 days to detect abuse |
| Your account | Until you ask us to delete it. Google then removes it from its live and backup systems within 180 days |
| Sign-in IP addresses held by Firebase | A few weeks |
| The daily counter | Replaced each day, deleted with your account |
| Server request logs | 30 days |
| Subscription records at RevenueCat | Until you delete your account |
| Support emails | Until your request is resolved, and afterwards only as long as we need a record of what we did |
Your rights
Under UK GDPR and EU GDPR you can ask us to:
- give you a copy of your personal data (access)
- correct it (rectification)
- delete it (erasure)
- limit how we use it (restriction)
- send it to you or another service in a machine-readable format (portability)
- stop using it where we rely on legitimate interests (objection)
You can also withdraw consent at any time. Email support@vitamood.app from the address you sign in with. We answer within one month.
You have the right to complain to a data protection authority. In the UK that is the Information Commissioner’s Office (ico.org.uk). In the European Economic Area you can complain to the authority in the country where you live or work.
Deleting your account
The app does not have a delete button yet. Email us and we delete your account, your daily counter and your RevenueCat record, and confirm by email within one month. See Delete your account. Deleting your account does not cancel your subscription. Cancel it in your App Store or Google Play settings.
Security
Data is encrypted in transit between the app and our servers, and Google encrypts data at rest. Our database refuses all direct access from the app, so only our server code can read or write it. Every summary request must carry a valid sign-in token and a valid App Check token.
Age limit
VitaMood is for adults aged 18 or over. The Gemini API terms do not allow apps that use it to be directed at or likely to be used by anyone under 18. If you believe someone under 18 has an account, email us and we will delete it.
Changes to this policy
When we change this policy, we post the new version here and change the date at the top. If a change affects how we use data you have already given us, we tell you in the app or by email before it takes effect.
Contact
Apex Technology Enterprises Ltd, 167-169 Great Portland Street, Fifth Floor, London W1W 5PF, United Kingdom. Email support@vitamood.app.