Koanshell · Privacy
Privacy Policy
Last updated: 21 September 2026
- We never store your audio or your screenshots. They are sent to be processed and then discarded.
- We do store your meeting transcripts, summaries and answers, so you can open them again. They are encrypted on our server.
- You can delete any meeting, or your whole account, from inside the app at any time.
- We don't sell your data, show ads, or use tracking cookies.
Who we are
Koanshell is a desktop meeting assistant for macOS and Windows, run from India. In this policy "Koanshell", "we" and "us" mean the operator of the Koanshell app and koanshell.com. For anything about your data, write to privacy@koanshell.com.
What we collect, and why
| What | Why |
|---|---|
| Account details: your email address and a securely hashed password (we can't read your password) | To sign you in, verify your email, reset your password and send important account notices |
| Meeting audio, while a meeting is running | Streamed to our speech-to-text provider to produce the live transcript. Never recorded or stored by us. |
| Screenshots, only when you press the explain-my-screen key | Sent to our AI provider to answer your question. Never stored by us. |
| Transcripts, summaries, the questions you ask and the answers | So you can review past meetings. Encrypted before they are written to our database. |
| Your custom instructions for the assistant | To apply them to your answers |
| Usage counts: how many minutes and requests you used and what they cost us | To apply fair-use limits and spending caps, and for billing |
| Security records: sign-ins, password changes and similar events, stored against your account number (never your password or email address), and your IP address in short-lived rate-limit counters | To protect your account and the service from abuse |
The website itself sets no cookies and runs no analytics. It only remembers your light/dark theme choice in your own browser.
Who processes your data for us
We use a small number of service providers, only to run Koanshell:
| Provider | What they receive | Why |
|---|---|---|
| xAI | Meeting audio; for "think deeper" answers, the transcript and your question | Live transcription and in-depth answers |
| Requesty (an AI routing service) and the AI model host it routes to | Transcript excerpts, summaries, your questions and screenshots you choose to send | Summaries and answers |
| Our cloud server host | Everything stored on our server (encrypted where described above) | Running the service |
| Cloudflare | Website traffic, and email sent to @koanshell.com addresses | Hosting the website, delivering mail |
| Resend | Your email address and the email we send you | Sign-up, password-reset and account emails |
| Our payment provider, if you pay by card | Payment details, entered directly with them | Taking payment. We never see your card number. |
Some of these providers process data outside India, including in the United States. We choose providers that commit to protecting it and to using it only to provide their service to us.
Recording other people
Koanshell transcribes everyone it can hear, including the other people in your meeting. You are responsible for telling them and getting their consent where the law or your workplace requires it. See our Terms.
How long we keep it
- Meetings are kept until you delete them or delete your account.
- Deleting your account in the app permanently removes your account, every meeting and your usage records at once.
- Backups of our database are kept for up to 14 days, so deleted data leaves backups within that time.
- Security records (no passwords or email addresses) are kept for 180 days.
Your rights
Under India's Digital Personal Data Protection Act, 2023, and similar laws where you live, you can ask to see, correct or erase your personal data, and withdraw consent. You can delete meetings and your account yourself in the app. For anything else, email privacy@koanshell.com and we'll reply within 30 days. If you're not satisfied, you can complain to the Data Protection Board of India or your local data-protection authority.
Security
Everything travels over encrypted connections. Passwords are hashed, meeting text is encrypted in our database, and the desktop app keeps your sign-in in your operating system's secure storage. No system is perfectly secure. If a breach affects your data, we will tell you and the authorities as the law requires. To report a security issue, write to security@koanshell.com.
Children
Koanshell is not meant for anyone under 18, and we don't knowingly collect their data.
Changes
If we change this policy in a way that matters, we'll update the date above and email you before the change takes effect.