Privacy Policy

Last updated: March 3, 2026

Data Controller

The data controller responsible for the processing of personal data described in this policy is the operator identified in the Impressum.

Contact: [email protected]

What CaptionSnap Does

CaptionSnap is a macOS application that reads the live caption text displayed by your meeting apps (Microsoft Teams, Zoom, Google Meet) and saves it as local transcript files on your Mac. It reads text already rendered in the meeting app's user interface. It does not intercept, record, or process audio communications.

Data That Stays on Your Device

The following data is created and stored entirely on your Mac. It is never transmitted, uploaded, or shared with any server, service, or third party:

• Meeting transcripts. Saved as local files in a directory you choose.
• Meeting notes. Any notes you write in the app are stored locally alongside your transcripts.
• AI meeting summaries. Generated on-device using Apple Intelligence. No cloud AI services are used. Summary content never leaves your Mac.
• App preferences. Settings like output directory and capture interval are stored in macOS UserDefaults on your device.
• Trial state. The trial start date is stored locally in UserDefaults.

What CaptionSnap Does Not Do

• No audio capture. CaptionSnap reads caption text only. It has no microphone access and cannot hear your meetings.
• No screen recording. CaptionSnap does not capture screenshots, video, or screen content.
• No cloud processing. All transcript assembly and formatting happens locally on your Mac.
• No analytics or telemetry. CaptionSnap does not collect usage data, crash reports, device identifiers, or behavioral analytics.
• No tracking. No cookies, no fingerprinting, no advertising identifiers.
• No accounts. CaptionSnap does not require you to create an account, provide an email address, or sign in.
• No automated decision-making or profiling. CaptionSnap does not use your data for automated decision-making or profiling of any kind.
• No AI training. CaptionSnap does not use your transcripts, notes, or any meeting content to train AI models. No meeting data is transmitted to any AI service.

Network Connections and Data Processing

CaptionSnap makes network requests in exactly two situations:

• License validation. When you enter a license key, CaptionSnap contacts the LemonSqueezy API to activate, validate, or deactivate your license. This transmits your license key and a locally generated instance identifier. No meeting content, transcripts, or personal information is included in these requests.
• Update checks. CaptionSnap checks for software updates on launch by contacting a static update feed hosted on captionsnap.app. No personal data is transmitted.

Outside of these two cases, CaptionSnap makes no network connections. It functions fully offline after activation.

Legal Basis for Processing (GDPR Art. 6)

CaptionSnap processes minimal personal data. The legal basis for each processing activity:

• License activation and validation: Performance of the contract between you and CaptionSnap (Art. 6(1)(b)). Providing a license key is necessary to unlock the App after the trial period. If you do not provide a license key, capture features will not be available after the trial ends.
• Update checks: Legitimate interest (Art. 6(1)(f)) in providing security patches and maintaining compatibility with meeting applications and macOS. You can disable update checks in the App's settings.
• Payment processing via LemonSqueezy: Performance of the contract (Art. 6(1)(b)). Payment data is processed by LemonSqueezy as an independent controller.

Third-Party Services and International Transfers

LemonSqueezy (Lemon Squeezy LLC, United States) processes payments and license management. When you purchase CaptionSnap, your payment information is handled by LemonSqueezy as merchant of record. CaptionSnap itself never sees or stores your payment details.

License validation requests are sent to LemonSqueezy servers in the United States. These requests contain only your license key and a locally generated instance identifier. LemonSqueezy processes this data under their own privacy policy and data processing terms, which include Standard Contractual Clauses (SCCs) for EU-US data transfers. See: lemonsqueezy.com/privacy.

Cloudflare hosts the captionsnap.app website via Cloudflare Pages. Cloudflare may process standard web server logs (IP address, browser type) as part of hosting. Cloudflare is certified under the EU-US Data Privacy Framework. See: Cloudflare's privacy policy.

Featurebase powers the feedback board at feedback.captionsnap.app. If you submit feedback there, Featurebase processes the data you provide (such as the content of your feedback and any email address you enter). See Featurebase's privacy policy for details.

No other third-party services receive data from CaptionSnap.

macOS Permissions

CaptionSnap requires one macOS permission:

• Accessibility. This allows CaptionSnap to read caption text from meeting app interfaces. This is a one-time grant that persists across reboots. CaptionSnap uses this permission solely to read caption text from supported meeting apps. It does not use Accessibility access to interact with, control, or modify any application.

CaptionSnap does not request or use Screen Recording, Microphone, Camera, Contacts, Calendar, or Location permissions.

Data Retention

• Transcripts, notes, and summaries: Stored locally on your Mac indefinitely until you delete them.
• License key and instance ID: Stored locally in macOS UserDefaults until you deactivate your license or delete the App's preferences.
• Trial start date: Stored locally in macOS UserDefaults until you delete the App's preferences.
• Payment data: Retained by LemonSqueezy according to their retention policy. CaptionSnap does not store payment data.

Your Rights (GDPR Art. 15-21)

Under the General Data Protection Regulation, you have the following rights regarding your personal data:

• Right of access (Art. 15): Request confirmation of whether your data is being processed and obtain a copy.
• Right to rectification (Art. 16): Request correction of inaccurate data.
• Right to erasure (Art. 17): Request deletion of your data. For locally stored data, you can delete it yourself at any time by removing transcript files or the App's preferences.
• Right to restriction of processing (Art. 18): Request restriction of processing under certain circumstances.
• Right to data portability (Art. 20): Receive your data in a structured, machine-readable format. Transcripts are already stored as plain text and markdown files you fully control.
• Right to object (Art. 21): Object to processing based on legitimate interest. You can disable update checks in settings to stop the only legitimate-interest-based processing.

To exercise any of these rights, contact [email protected]. Since CaptionSnap stores almost all data locally on your device and does not maintain user accounts, most data is already under your direct control.

Your Responsibility as Data Controller

When you use CaptionSnap to capture meeting transcripts, the transcripts may contain personal data of meeting participants (their names and words). With respect to this data, you may be acting as a data controller under GDPR. You are responsible for complying with your obligations as a data controller, including any requirements to inform meeting participants or obtain their consent.

Right to Lodge a Complaint

You have the right to lodge a complaint with a data protection supervisory authority. The competent authority for CaptionSnap is:

Datenschutzbehörde (Austrian Data Protection Authority)
Barichgasse 40-42, 1030 Wien, Austria
www.dsb.gv.at
Email: [email protected]

You may also contact the supervisory authority in your EU/EEA member state of residence.

Children's Privacy

CaptionSnap is a professional productivity tool. It is not directed at children under 14 (the age threshold under the Austrian Datenschutzgesetz) and does not knowingly collect information from children. If you are under 14, do not use the App.

Do Not Track

CaptionSnap does not track users in any way. The App contains no analytics, advertising, or behavioral tracking. Browser "Do Not Track" signals are respected by default because there is no tracking to disable.

Changes to This Policy

If this policy changes, the updated version will be posted here with a new "Last updated" date. Material changes that affect how data is handled will be communicated through the App's update notes.

Contact

Questions about this privacy policy or data protection inquiries: [email protected]

Full operator details: Impressum