Privacy Policy

Cubby Privacy Policy

Effective Date: July 1, 2025

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Table of Contents

1. Who We Are
2. What This Policy Covers
3. Information We Collect
4. How We Use Data
5. Third-Party AI Use (Google Gemini)
6. Data Retention
7. Data Security and Breach Notification
8. Analytics and Tracking
9. Your Rights
10. Children’s Privacy
11. International Data Transfers
12. Changes to This Policy
13. Contact Us

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1. Who We Are. Cubby is a product developed and operated by Sophosphere Inc., a company based in the United States. Cubby is currently offered as a desktop application.

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2. What This Policy Covers. This Privacy Policy describes how Cubby collects, uses, and shares information when you use our software. It applies solely to the Cubby desktop application and related services.

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3. Information We Collect. We may collect the following types of information: 

• Local Data: All meeting content, including notes, transcripts, agendas, and summaries, is stored locally on your device. Cubby does not upload or sync this content to any servers.
• AI Feature Data: When you use Cubby's AI-powered features (e.g., summaries, agenda tracking), small, context-specific snippets of meeting content are sent to Google Gemini for processing. These snippets are not stored by Sophosphere Inc. and are not used by Google for model training. Google may retain these inputs and outputs for up to 30 days for safety and abuse monitoring purposes.
• Audio Transcription: When you use Cubby's transcription features, short audio snippets may be sent to Deepgram's API for speech-to-text processing. These requests do not include identifying metadata. Cubby opts out of Deepgram's Model Improvement Program, meaning your data is not used to train their models. Data is retained only for the time necessary to process the request.
• User Metadata: We collect limited metadata, such as a user ID, for the purposes of application performance and usage analysis (see Section 7).
• Personal Information You Provide: When you contact us for support or submit feedback, you may voluntarily provide your name, email address, or other details. This information is used only to respond to your message and is never shared or used for other purposes.

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4. How We Use Data. We use your information to:

• Provide and improve the Cubby experience
• Deliver AI-powered features
• Understand how users interact with the app to improve usability 
• Respond to support or feedback requests 

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5. Third-Party AI Use (Google Gemini and Deepgram). Cubby uses the Google Gemini API for agenda and task detection and summarization, and the Deepgram API for speech-to-text transcription.

• Google’s Data Handling (as of June 2025): 
  
  • Data is encrypted in transit and at rest. 
  • Data is not retained or used for training their AI models. 
  • Data Retention for Safety: To ensure service safety, Google may retain API inputs and outputs for up to 30 days. This data is not used for model improvement.

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Learn more: https://developers.google.com/terms/api-services-user-data-policy

• Deepgram's Data Handlng (as of July 2025):
  
  • Audio data is processed strictly for transcription.
  • Cubby opts out of Deepgram’s Model Improvement Program using the "mip_opt_out=true" parameter.
  • Transcription data is retained only for the duration of the request.
  • Technical logs (non-content data) may be stored for up to 90 days.
  • Deepgram does not receive persistent identifiers with the request.

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Learn more: https://deepgram.com/privacy

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6. Data Retention. We do not store your meeting content or any personal files. Analytics metadata is retained as needed for product development and support.

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7. Data Security and Breach Notification. We implement reasonable security measures to protect the information you share with us for support or feedback. While we do not store your application data on our servers, in the event of a security breach affecting any systems we control that contain your personal information (e.g., our support email system), we will take steps to notify affected users in accordance with applicable law.

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8. Analytics and Tracking. Cubby uses Amplitude to collect usage analytics. These analytics help us understand how the app is used so we can improve it. We do not track personally identifiable information in analytics; all event data is pseudonymous and aggregated.

• Analytics data is used strictly for internal product improvement.
• No meeting content or private files are included in analytics.
• Data is shared only with Amplitude as a processor under appropriate data protection terms.

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9. Your Rights. If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect and how we use it
• The right to request deletion of your personal information
• The right to opt out of the sale (which we do not conduct)

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To exercise these rights, email us at hello@trycubby.ai. While we do not offer in-app opt-out controls, we will honor verified requests to opt out of analytics and delete associated metadata.

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10. Children’s Privacy. Our Service is not directed to individuals under the age of 18. Cubby does not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete such information promptly.

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11. International Data Transfers. Your information — including data segments sent to Google Gemini for AI processing — may be transferred to and processed on servers outside your state, province, or country, where data protection laws may differ. By using Cubby, you consent to this transfer.

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12. Changes to this Policy. We may update this Privacy Policy from time to time. We will notify users of material changes through the app or our website. 

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13. Contact Us. For any privacy-related questions, contact us at:

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Sophosphere Inc.

hello@trycubby.ai