IntentOne

Privacy Policy

Introduction

ContextOne, Inc. ("we", "our", "us") operates IntentOne, applications for Mac and iPhone that help users communicate using voice input, AI-assisted writing, call recording, and a local personal CRM. This Privacy Policy explains what data we collect, how we use it, and your rights regarding that data.

IntentOne uses a local-first architecture. Audio transcription runs on your device. Text and relevant context are sent for AI processing when you use AI features. Supported profile, contact, and memory data can also sync between your devices through Apple iCloud (CloudKit), as described below.

Data We Collect

Data Stored on Your Device

On Mac, account-specific data is stored under ~/Library/Application Support/IntentOne/{your-user-id}/. The iPhone app stores data in its app and shared app-group containers. Some preferences and dictation history are device-specific.

iPhone and iCloud Sync

IntentOne uses Apple CloudKit’s private database to sync supported profile, contact, task, and memory information between your devices. Synced data is stored by Apple in your iCloud account and is subject to Apple’s iCloud privacy and security practices. Content fields use CloudKit encrypted values; record identifiers and sync metadata are also sent to CloudKit. Local storage does not mean that synced information remains only on one device.

Account deletion and uninstalling the app do not automatically remove every local or iCloud copy. Contact us for help with removing retained local or synced data.

Data Sent to Our Backend (processed, not stored)

To provide AI features, the following content is sent to our backend, passed to our AI provider, and discarded from request processing on our backend after the response is returned. Anthropic may retain API inputs and outputs under its standard retention policy described below. We do not store, log, or retain this content in production.

• The text you want to polish, rewrite, or draft (your dictation or typed message)
• Conversation context you explicitly added (via Cmd+C or screen capture)
• App context (e.g., "Slack", "Email" — so the AI adjusts tone appropriately)
• Your profile summary (the "About You" text you entered, if any)
• Contact context (name and relationship summary for the person you're writing to, if detected)
• Call transcript text — after a call is transcribed on-device, the resulting transcript text (not the audio) is sent to generate summaries, identify speakers, and extract context
• Imported message text — when you import a message export, message text is sent in batches to segment conversations into topics and (if you opt in) extract relationship context. Raw message archives stay on your device.
• Screenshots for contact identification — when a feature needs to determine who you're messaging, a screenshot of the active window may be sent to the AI provider for one-time identification (see System Permissions below)

Audio is never sent to our servers. All transcription and speaker diarization happen on your device.

Data Stored on Our Servers

We do not store message content, transcriptions, audio, contact names, imported messages, or any personal CRM data on our servers.

Signing in with Google or Apple. When you sign in with Google, we receive only your name, email address, and profile picture from your Google account, and use them to create and identify your IntentOne account. We do not receive your Google password, and we do not sell this data or use it for advertising. You can delete your account and this data at any time (see Your Rights).

System Permissions

Available permissions depend on your platform and the features you use. On iPhone, microphone access supports recording you initiate, and shared text or screenshots provide context you choose to add. The Accessibility, Screen Recording, and Full Disk Access features below describe the Mac app. Manage permissions in your device’s Settings or System Settings.

Accessibility

What it does: Detects focused text fields so IntentOne can place input controls near them, and injects polished text back into the field after processing.

What it does not do: Does not read other text fields, does not log keystrokes, does not monitor input outside of active IntentOne interactions.

Microphone

What it does: Records your voice when you explicitly activate recording (by clicking the mic button, holding the Push-to-Talk key) and records your microphone track when you start a call recording.

What it does not do: Does not record in the background. Audio is transcribed entirely on your device and is never sent to any server.

Screen Recording

What it does: Used for two opt-in features:

• Auto screen context: captures a screenshot of your active window when you start recording. The screenshot is processed on-device via OCR to extract visible text as context. A screenshot may also be sent to our AI provider for one-time contact identification (determining who you're messaging).
• Call recording (system audio): captures the audio your Mac is playing (the other participants' voices) so calls can be recorded and transcribed on-device.

What it does not do: Does not record video, does not capture continuously outside of an active recording, does not capture windows other than the active foreground window for screenshots.

Full Disk Access (optional)

What it does: Required only if you choose to import your iMessage history. It lets IntentOne read your local Messages database (chat.db) to build relationship history on your device.

What it does not do: Is not required for any other feature. iMessage data is read locally; raw messages stay on your device.

Call Recording

Call recording is an opt-in feature you start manually, with a one-time consent acknowledgment before first use.

• Audio never leaves your device. Both tracks (your mic and system audio) are recorded, transcribed, and diarized entirely on-device.
• After transcription, the transcript text (not the audio) may be sent to our AI provider to generate summaries, identify speakers, and extract context. Anthropic may retain this text under its standard retention policy described below.
• A floating indicator is shown while recording, and the indicator is hidden from screen-shares.

Your responsibility: Recording laws vary by jurisdiction and some require the consent of all parties. You are solely responsible for complying with the laws that apply to you and for obtaining any consent required before recording a call. See our Terms of Service.

Calendar and Call Prep

Call prep is optional. It shows your next call with a person and helps you prepare for it. You can let IntentOne read your calendar in two ways: your Mac's Calendar app, or a direct Google Calendar connection.

• Read only. IntentOne reads your events for the next 7 days: time, title, notes, and attendees' names and email addresses. It never creates, changes, or deletes events.
• Read on your Mac. Events go from your calendar straight to the app on your Mac. We do not copy your calendar to our servers.
• Shortly before a call it prepares, IntentOne sends that one event's title, notes, and attendees, together with what you want from those people, to our AI provider to write your prep. This text is processed and discarded: it is not stored on our servers and is not used to train AI models. Anthropic may retain it under its standard retention policy described below.
• Google Calendar uses Google's own sign-in and the read-only permission "View events on all your calendars". The sign-in token is kept in your Mac's Keychain. You can disconnect in Settings at any time, which also revokes IntentOne's access in your Google account.

IntentOne's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data, use it for advertising, or use it to develop, improve, or train generalized AI or machine learning models.

Importing Message History

You can optionally import message exports from LinkedIn, Telegram, WhatsApp, or iMessage to enrich your CRM with relationship history.

• Raw message bodies are stored only on your device (in per-platform local archives).
• To organize imports, message text is sent to our backend in batches to segment conversations into topics; if you opt in to message-based enrichment, message text is also sent to extract relationship context. This text is processed and discarded — it is not stored on our servers.
• Only you control which exports you import. You should only import data you have the right to use.

Lead Research, Enrichment & Prospecting

IntentOne can enrich contacts and research people using public data sources. When you use these features, a name, company, or LinkedIn URL you provide is sent to third-party data providers to return publicly available profile and web information.

• Apify — retrieves publicly available LinkedIn profile data, recent posts, and X/Twitter data
• Serper.dev — performs Google searches to discover public sources
• GitHub public API — retrieves public developer profiles
• trafilatura (on-device) — extracts content from public web pages

These features return publicly available information about third parties into your local CRM. You are responsible for using this information lawfully and in accordance with the source platforms' terms.

Connecting External Services (MCP)

IntentOne lets you connect external Model Context Protocol (MCP) servers. When you connect and use a server, data you send to it flows to that third party under its privacy practices, not ours. You control which servers you connect; authentication tokens are stored in your macOS Keychain.

How We Use Your Data

• To provide the service: Processing your text, transcripts, and imports through AI for polishing, drafting, summarizing, and CRM enrichment
• To manage your account: Authentication, subscription and credit management, billing
• To track usage for billing: Token counts, credit consumption, and processing costs (no message content)
• To improve the service: Aggregate, anonymized usage statistics (e.g., feature reliability and processing times)

How We Share Your Data

We share data only with the third-party services required to operate IntentOne (our subprocessors):

Website Analytics

This applies to our website only, not to the app. When you visit intentone.ai, we count the visit and which buttons you press, so we know whether the page is working. We use PostHog, which processes this in the United States under the standard European data transfer safeguards.

• The counting itself uses no cookies. PostHog stores nothing on your device and cannot follow you to other sites.
• No recording. We do not record your screen or your mouse.
• No email address. If you ask us to email you the download link, or you join the iPhone waitlist, your email goes to us. It is never sent to PostHog.
• One thing is saved on your device. If you arrive from a link we shared, for example a post on TikTok or LinkedIn, we save the name of that source for 90 days. It is stored in a cookie and in local storage, both named io_attr. It holds the source name only, nothing about you, and we use it to see which posts actually lead to downloads. You can clear it at any time in your browser settings.
• We see counts, the rough type of device (Mac, iPhone, Windows), and where the link came from. Your IP address is used to work out your rough location, such as the country, and is not stored by us. We cannot tell who you are.

Anthropic's Data Policy

IntentOne does not currently have an approved Zero Data Retention agreement with Anthropic. Text sent to the Claude API is subject to Anthropic's standard retention policy: inputs and outputs are normally deleted within 30 days. Longer retention can apply for usage-policy enforcement or legal requirements. Data flagged as violating Anthropic's usage policy may be retained for up to two years, with associated safety classification scores retained for up to seven years.

See Anthropic's commercial data retention policy. These provider retention periods are separate from IntentOne's own backend processing and your device or iCloud storage.

We Do NOT

• Sell your data to third parties
• Share your data for advertising purposes
• Use your message content, transcripts, or imports for AI model training
• Share your personal CRM data with anyone
• Provide data to data brokers

Data Retention

Data Security

• In transit: All communication between the app and our servers uses TLS 1.2+ encryption
• Auth tokens: Stored in the operating system Keychain on Mac and iPhone
• Local data: Protected by macOS app sandbox and FileVault (if enabled on your Mac)
• Payment data: Handled by Apple or Stripe depending on where you subscribe; we do not receive full card numbers
• Production logging: No user content is logged in production — only metadata (token counts, costs, error codes)

Your Rights

Access and Portability

• Your CRM contacts, history, communication patterns, imports, and recordings are stored as local files that you can access directly on your Mac
• You can request a copy of your server-side data (account info, usage history) by contacting us

Deletion

• Account deletion: Available in the app (Settings → Account). Removes all server-side data (account, subscriptions, credit balance, usage history)
• Local and synced data: On iPhone, deleting your account clears past dictations and recent people on that phone, but other learned information can remain locally or in iCloud. On Mac, local account files can be removed from ~/Library/Application Support/IntentOne/. Uninstalling or deleting an account does not guarantee deletion of all synced copies. Contact us for help removing remaining data.
• Apple subscriptions: Deleting your IntentOne account does not cancel an App Store subscription. Cancel it separately in your Apple Account subscription settings. Apple retains purchase records under its own privacy and retention policies.
• Stripe data: Managed through Stripe's data retention policies after account deletion

Correction

• Update your account information through the app or by contacting us

Objection and Restriction

• You can revoke any macOS permission at any time to restrict IntentOne's data access
• You can disable optional features (screen context, contact detection, call recording, imports) in Settings

Children's Privacy

IntentOne is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us and we will delete it.

International Data Transfers

• Our backend runs on Google Cloud Platform; the production deployment is configured for the Europe West region
• Authentication is provided by Supabase (AWS-hosted)
• AI processing is provided by Anthropic (US-based)
• Research/enrichment providers (Apify, Serper.dev) process the public-data queries you initiate
• Apple processes iCloud sync and App Store purchases. Each external provider’s retention and processing practices are governed by its applicable terms and our agreements with that provider.

Changes to This Policy

We may update this Privacy Policy as IntentOne evolves. We will notify users of material changes via the app or email. The "Last updated" date at the top indicates when the policy was last revised.

Contact Us

For privacy questions, data requests, or concerns:

• Email: rr@intentone.ai
• Phone: +1 (650) 550-1240
• Address: 1111B S Governors Ave STE 40942, Dover, DE 19904