Privacy policy

Effective 10 November 2026

Waxnote, previously called Sotto, is made by Luca Caruso in Melbourne, Australia (“we”). This policy explains what happens to your information when you use the Waxnote app and the sottoapp.com.au service. The short version: your meetings stay on your devices and in your own iCloud. We only ever handle the Google Meet notes and transcripts you choose to send to Waxnote, and only until your iPhone collects them, and a copy of your meeting notes if you turn on Waxnote Connect.

What stays on your devices

Recordings, transcripts, notes, action items and the names you give voices are stored on your iPhone and Mac and synced through your own iCloud account using Apple’s CloudKit. We can’t see or access any of it, unless you turn on Waxnote Connect (below).

• Microphone and speech. Waxnote records only when you start a recording. Transcription runs on your iPhone or Mac.
• Notes. Notes are written by Apple Intelligence, either on your iPhone or on Apple’s Private Cloud Compute. Apple states that data sent to Private Cloud Compute is used only for your request and is not stored or made available to Apple. We never receive it.
• Voices. When you name a voice, Waxnote saves a voice profile (a set of numbers describing how that person sounds) so it can recognise them later. On a Mac call it also saves your own voice from the microphone side, under your name, so your iPhone can tell you apart. Voice profiles sync through your iCloud and never reach us. You can forget any voice in Settings > Saved voices on iPhone or Mac.
• Calendar and Reminders. With your permission, Waxnote reads your calendar on your iPhone and Mac to remind you to record, to suggest attendees’ names, and to name the other person when an invite has just you and one other, and adds action items to Reminders when you ask it to. Your calendar is never copied anywhere. The names Waxnote puts on a meeting, and your own name, sync with your meetings through your iCloud and never reach us.
• Agents on your Mac. Off unless you turn it on in Waxnote for Mac. An agent you connect with your private key can then read your meetings’ notes and transcripts on that Mac. The key and the on/off switch sync through your own iCloud so your other Macs match, and we never receive them. What an agent does with what it reads, including sending it to its own AI service, is covered by that agent’s terms.
• Waxnote Connect. Off unless you turn it on, and it needs Waxnote Plus. When it is on, Waxnote keeps a copy of your meetings from the last two years on our service so Claude, ChatGPT and other apps that support MCP can read them: their titles, dates, the names of the people in them, summaries, key points, decisions, tasks and transcripts. Recordings and voice profiles are never copied. The copy is kept on Google Cloud in Sydney, Australia, linked to a random account id made on your device, not to your name or Apple account. The account’s key syncs through your iCloud Keychain so your iPhone and Macs share it. Only apps you connect with a link code from Waxnote can read the copy, and what they do with it is covered by their own terms. Turning Waxnote Connect off deletes the copy straight away. If your Waxnote Plus subscription lapses, apps lose access within 3 days and the copy is deleted after 7 days.
• Sending to Lanes. If you use Lanes with the same Apple ID, Waxnote copies each meeting’s title, date, summary, key points, decisions and tasks, and whether it came from Google Meet, into a separate area of your own private iCloud, where Lanes reads them to suggest tasks. When you turn this on, Waxnote copies your meetings from the last 30 days, then each new one. This never goes through our servers. Recordings and transcripts are not copied, and copies of meetings more than 30 days old are removed. Turn off Send meetings to Lanes in Settings to stop it and remove the copies.

What reaches our service

Optional features send information to our service, which runs on Google Cloud in Sydney, Australia, with email received through Cloudflare: Waxnote Connect, described above, and the two below.

• Google Meet notes by email. If you set Gmail to forward “Notes by Gemini” emails to your Waxnote address (notes-…@sottoapp.com.au), we receive those emails. We keep Google’s meeting notes and Gmail’s forwarding confirmation code, and discard anything else. Each item is deleted as soon as your iPhone saves it, and anything not collected is deleted after 30 days.
• Google Meet transcripts. If you connect your Google account, we store a Google sign-in token and your Google email address so we can fetch your Meet transcripts every 15 minutes using read-only access to your Meet conference records. Transcripts are held for your iPhone the same way as emailed notes. Tapping Disconnect revokes the token at Google and deletes it from our service. Google’s sign-in screen may show Waxnote’s earlier name, Sotto.

Waxnote’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Anonymous usage

Waxnote sends one anonymous record a day: how many times the app was opened, for how long, the app and system version and the device model. It carries a random number made on your device, not your name, Apple account, meetings or anything you enter. We don’t keep IP addresses, and records are deleted after 90 days.

What we don’t do

Waxnote has no sign-in accounts, advertising or tracking. We don’t sell or share your information, and we don’t use it to train AI models. Waxnote Plus and other purchases are handled by Apple, and we never see your payment details.

Your choices

You can delete any meeting in the app, which removes it from all your devices. Deleting Waxnote’s data in Settings > your name > iCloud > Manage Storage removes everything Waxnote has stored in iCloud. Turning off email forwarding in Gmail, or tapping Disconnect in Settings > Google Meet, stops anything new reaching our service. Turning off Waxnote Connect in Settings deletes its copy from our service. To ask about or delete anything we hold, email support@lanesapp.com.au.

Children

Waxnote is not directed at children under 13, and we don’t knowingly collect their information.

Changes and contact

If this policy changes, we will update this page and its effective date. We handle personal information in line with the Australian Privacy Principles. Questions or complaints: support@lanesapp.com.au. If you are not satisfied with our answer, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.