Thoughtomatic is a private personal assistant for your notes, tasks, reminders and plans. This policy explains, in plain words, what information the app handles, where it is kept, who helps process it, and how you can see, export or delete it.
Last updated: November 8, 2026
At a glance
- Your notes, tasks and plans live on your phone first. On the free plan they stay there.
- Sync and cloud backup are part of membership. When they are on, your data is stored with Google Firebase and Cloudflare so it can reach your other devices.
- The free plan sends nothing to voice or AI services.
- No audio recording is ever saved. Your voice is turned into text and only the text is kept.
- Your information is never sold, never used for advertising and never shared with data brokers.
- You can delete your account and its data at any time: in the app under Settings > Delete my account, or at thoughtomatic.app/delete-account.
Who is responsible and how to reach them
Thoughtomatic is made by Rick Mayne, the developer of Thoughtomatic, who is responsible for how the app handles your information.
Questions, requests or concerns about privacy: email rickmayne@gmail.com. Please include the email address of your account (if you signed in) so the request can be matched to your data.
What information the app handles
When you first open Thoughtomatic, an anonymous account is created for you so the app can work. Signing in with Google or with an email and password is optional.
| Feature | Information | Where it is kept |
|---|---|---|
| Account | An account id; your email address and name if you sign in with Google or email; your time zone | Google Firebase |
| Notes, tasks, lists, goals, events, alarms, routines, playbooks, journal and the rest of your content | What you write and set up | Your phone. For members with sync on, also Google Firebase; synced notes, tasks, lists, files, bookmarks, goals and events are also copied into a private search index on Cloudflare so you can search and ask questions about them |
| Custom pages and apps you build | Pages, page records, files you add to pages | Your phone and Cloudflare |
| Health and body (optional) | Birthday, height, sex, weight history, medication dose schedules and logs, mood, energy and sleep check-ins | Your phone; for members with sync on, also Google Firebase |
| Steps (optional) | Daily step counts from your phone's step sensor | Your phone only |
| Life profile, accountability check-ins, assistant digests | Your answers and the results made from them | Your phone only, never synced |
| Voice (paid plans) | Microphone audio while a microphone is live | Not stored. It is streamed for transcription and only the text is kept on your phone |
| Groups | Your display name, the email you verified (used only so someone who already knows it can invite you), group lists, tasks, chat messages and files | Cloudflare; visible to the members of each group (your email is not shown to them) |
| Files and photos you attach | The files themselves | Your phone; for members, Google Firebase Storage; page and group chat files on Cloudflare |
| Google Calendar (optional) | Your calendar events, read and written only after you tap Connect Google Calendar | Your phone; for members with sync on, also Google Firebase |
| Trip mode (optional) | A scrambled code (hash) of the home Wi-Fi network names you choose, never the names themselves | Your phone; for members with sync on, also Google Firebase |
| Server checks and webhooks you set up | The address you enter and any secret; secrets for server checks are encrypted; webhook and API secrets stay on your phone | Cloudflare and your phone |
| Connected AI apps (paid) | Sign-in grants for an AI app you connect (for example Claude) and a log of which tools it used, without content | Cloudflare |
| Payments | Your plan, subscription status, purchases and AI usage counts | Cloudflare and Stripe |
| Notifications | A push token and a device id made by the app | Cloudflare and Google Firebase Cloud Messaging |
| Crash reports | Error details, device model, Android version, an installation id and recent app log lines (which can include your account id) | Google Firebase Crashlytics |
Thoughtomatic does not read your contacts, your browsing history, your text messages or your installed apps. It does not use your location; the location permission is asked only so Android lets the app read your Wi-Fi network name for trip mode, and only a scrambled code of that name leaves your phone. There is no advertising id and no analytics tracking.
What your information is used for
- To run the features you use: capture, reminders, alarms, planning, journaling, pages, groups and the assistant.
- To keep your devices in sync and to back up and restore your data, when you are a member.
- To turn your speech into text and to run the AI features you ask for, on paid plans.
- To manage your plan, payments, AI allowance and credits.
- To keep the service safe: rate limits, abuse protection and security audit records.
- To find and fix crashes and errors.
Your information is not used for advertising, is not sold and is not used to build a profile for anyone else.
Voice and AI processing
Free plan: nothing you write or say is sent to any voice or AI service. Microphones and AI buttons show a lock instead.
Paid plans:
- Voice. While a microphone is live, the audio is streamed over an encrypted connection to Deepgram, which turns it into text. If the live spoken assistant is turned on, the conversation audio may instead be streamed to Google (Gemini Live) or OpenAI. No recording is saved by Thoughtomatic, on your phone or in the cloud. You can correct any transcript yourself.
- AI text features. When you use a feature such as text cleanup, the assistant, the page builder, ideas or journal insights, the text needed for that request is sent through Agent Factory, a service run by the developer, to one AI model provider: Anthropic, Google, OpenAI or Groq. Agent Factory keeps a record of these requests for a limited time for troubleshooting.
- Search and tags. Questions about your notes are answered with Cloudflare Workers AI. Text may be matched to your own tags by TypeSafe.
- AI request log. For text cleanup and title suggestions, a copy of the request and the answer, with your account id and email, is kept in Google Firebase for about 30 days so quality and cost can be checked. Only the developer can read it.
- Journal insights run only after you give consent, and you can withdraw consent at any time. Withdrawing removes the search data made from your journal. It is also removed 30 days after a paid plan ends.
Each of these providers processes the text or audio only to deliver the result back to you, under its own terms for business customers.
Payments
Payments are handled by Stripe. You enter your card on Stripe's own secure checkout page; card numbers never reach the app or its servers. Thoughtomatic keeps your plan, subscription status, purchase and refund records, and AI usage counts. Stripe keeps your email and payment details under its own privacy policy and its legal record-keeping duties.
Where your information is stored and how it is protected
- Everything starts in the app's private storage on your phone. Android's own cloud backup of app data is turned off, so your data is not copied to a backup you did not choose.
- The app keeps daily snapshots on your phone so you never lose data: the last 7 daily and 4 weekly copies.
- In the cloud, data is stored with Google Firebase and Cloudflare, mainly in the United States. Each person's data is kept apart by account, and the database rules let only the account owner read it.
- All connections use encryption in transit (HTTPS/TLS). Secrets you enter for server checks are encrypted before they are stored.
- Logs on the servers record counts and codes, not your content, email or tokens.
No system is perfectly secure, but these measures are designed to keep your information private.
How long information is kept
- Your content is kept until you delete it or delete your account.
- Voice transcripts and assistant history on your phone are kept for the period you choose in Settings > Privacy (30, 90 or 365 days, or forever; 365 days by default).
- Alert and access logs on your phone: 90 days.
- Cloud backups (members): the newest 14.
- AI request log: about 30 days.
- Server check results: 24 hours.
- Journal insight search data: until you withdraw consent, and no more than 30 days after a paid plan ends.
- Crash reports: up to 90 days.
- Payment records (money paid or refunded, disputes): 7 years, for accounting and tax law. After account deletion they are kept under a random code that no longer points to you.
- If a membership ends, nothing is deleted because of it: your phone keeps everything, and your cloud copy stays until you delete it or your account.
Deleting your data and your account
In the app: open Settings > Delete my account, type the confirmation and confirm. The app first erases everything on your phone, then asks the server to delete your cloud data, and then signs you out.
On the web: go to thoughtomatic.app/delete-account, sign in with the same Google account or email, and confirm. If you cannot sign in (for example an account that was never linked to an email), delete from the app, or email rickmayne@gmail.com.
Deleting your account:
- cancels any subscription right away and deletes your Stripe customer record, including saved cards;
- deletes your synced data, files, cloud backups, search index copies, journal insight data, pages, apps, group profile and memberships, push tokens, connected-app grants and usage records;
- deletes groups you own with everything in them; in groups owned by others, what you posted for the group stays with the group with your name and id removed;
- deletes your sign-in account last, after everything else is done.
A few records are kept, without anything that points back to you:
- records of money paid or refunded and payment disputes, for accounting, tax and dispute handling (7 years);
- the security audit of admin actions on your account;
- an extension you published, so the people who installed it are not broken, shown under the publisher name you chose;
- a record that the deletion happened, holding a one-way code of your account id and no content;
- Stripe's own records of charges and invoices, which Stripe must keep by law;
- crash reports already sent, which expire on their own within 90 days.
You can also delete single items, use "Delete all assistant data", erase journal insights, or disconnect Google Calendar or a connected AI app without deleting your account.
Your choices and rights
- See and export: everything is visible in the app. You can export your data, including a separate export of your assistant data.
- Correct: edit any item, transcript or profile answer at any time.
- Erase: delete items, delete all assistant data, or delete your account (see above).
- Consent: journal insights run only with your consent, which you can withdraw. Journal reading by connected AI apps is off unless you turn it on.
- Notifications: manage them in the app and in Android settings.
- Permissions: microphone, notifications, alarms, step sensor and location (for Wi-Fi names) are asked for only when a feature needs them, and you can turn them off in Android settings at any time.
- Sync: on the free plan nothing syncs; you can stay on the free plan and keep everything on your phone.
Depending on where you live, you may have legal rights to access, correct, delete, restrict or move your personal information, and to complain to a data protection authority. Email rickmayne@gmail.com to use any of them; requests are answered within 30 days.
Children
Thoughtomatic is not directed to children under 13 and does not knowingly collect information from them. If you believe a child under 13 has used the app, email rickmayne@gmail.com and the account and its data will be deleted.
Changes to this policy
When this policy changes, the new version is posted on this page with a new "Last updated" date. If a change affects how your information is used in an important way, the app will tell you before the change takes effect.
Contact
Rick Mayne, developer of Thoughtomatic
Email: rickmayne@gmail.com