Legal & Privacy

Everything you need to know about our rules, terms, and your data.

Section 1 — Overview

We want you to understand our privacy practices at a glance. These highlights are a summary only; the sections that follow control.

• We collect personal information — including sensitive information such as ethnicity, health and pregnancy information, and precise location — to personalize your experience and deliver our Services, and only with the consent that applicable law requires.
• Our voice assistant streams audio from your microphone to a third-party AI provider while a conversation is active, so that it can hear and answer you in real time. We never record your audio to a file, and we never store your conversations on our servers.
• We use artificial intelligence to generate personalized prompts, content and recommendations based on your profile. Some features send photographs you choose to provide — including a photograph of your face, if you use colour analysis — directly from your device to an AI provider.
• Some processing never leaves your device. When the assistant is offline it answers using a model that runs on your phone, your speech is transcribed on the device, and the short notes the assistant keeps are stored locally and excluded from your device backups.
• We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We do not collect advertising identifiers, and we do not use a crash-reporting service.
• We collect information about children only indirectly, through the parent user. The App is not directed to children under 13. Because a microphone may be open in a household, other people’s voices including children’s may be captured incidentally; Section 2.5 explains what we do about that.
• If you connect a smart home, the assistant can control lights, plugs, fans, switches and thermostats and run scenes you created.
• If you supply your own AI provider key, those requests go directly from your device to that provider under your account and that provider’s terms. Our commitments in Section 5.8 do not extend to that path.
• You have rights over your data, including the right to access, correct, delete, port and restrict processing of your personal information.
• This Policy covers users globally. Additional rights and disclosures apply to users in California and other U.S. states, Canada, the EEA, Switzerland and the United Kingdom.

Section 2 — Information We Collect

We collect different categories of information depending on which features you use. Several categories below are collected only if you turn a feature on and grant the corresponding device permission.

2.1 Sensitive Data — Special Notice. We treat ethnicity, health/wellness information, precise geolocation, microphone audio, and facial photos as sensitive data. We request explicit, affirmative consent before collection. You may decline any sensitive data collection without losing access to non-sensitive features. We do not create biometric templates, voiceprints, or faceprints, and we do not use audio to infer emotions, age, or health.

2.2 Information We Collect Automatically. Per-installation ID, device model, OS, language, coarse IP geography, and internal telemetry events. We do not collect advertising IDs (IDFA/GAID) and do not use crash-reporting SDKs.

2.3 Information You Provide About Others (Children). The App is not directed to children under 13. Information about children (ages, schedules, preferences) is collected solely from you as the parent user to personalize household prompts.

2.4 Voice and Audio. While an assistant session is active, audio is streamed directly to Google’s Gemini Live service. Conversations are transcribed in real time and kept in device memory (up to 60 exchanges). No audio recording file is ever created or stored on our servers. Health data is unconditionally excluded from voice sessions.

2.5 Other Voices in Your Household. Because the microphone is open during an active voice session, household voices may be captured incidentally. The assistant is instructed to stop immediately if a speaker identifies as a child. You control session start and end times.

2.6 Information We Read From Your Device. Calendar event titles/times (no notes or guest lists), contacts (names only to match spelling), and photos you specifically select. Off by default; requires in-app switch and OS permission.

Section 3 — How We Use Your Information

We use information to provide and personalize services, power the voice assistant, manage household organization features (Health Studio, FitFlow, Pantry), fulfill digital product purchases, moderate community features, execute scheduled tasks, detect fraud, analyze performance, and comply with legal requirements.

Section 4 — Legal Bases for Processing (GDPR / UK GDPR)

We process data based on Contract Performance (core features), Legitimate Interests (security, integrity, improvement), Legal Obligations, and Consent (marketing, optional cookies, and explicit consent under Article 9(2)(a) for sensitive health and ethnicity data). You may withdraw consent at any time.

Section 5 — Artificial Intelligence and Automated Processing

5.1 How We Use AI. We utilize large language model technology provided by third parties (Anthropic, OpenAI, and Google) for personalized recommendations and prompt generation.

5.2 Voice Assistant. Streams audio to Google Gemini Live. No audio files are recorded or stored on our servers.

5.3 Photographs and Images. Analyzed by AI providers directly from your device and not stored on our servers unless you deliberately save the result to your account.

5.4 Processing That Stays on Your Device. When offline, the assistant uses an on-device model. Assistant notes are saved in a device-locked folder excluded from iCloud/Google Drive backups.

5.5 Scheduled and Unattended Runs. Scheduled tasks execute on our servers at designated times and submit saved instructions to AI providers.

5.6 What AI Does Not Do. AI is an assistive organizational tool. It is NOT professional medical, legal, financial, or psychological advice, and is not an emergency response system.

5.7 Automated Decisions. Our AI features do not make automated decisions that produce legal or similarly significant effects.

5.8 AI Providers and Model Training. Under our agreements, providers act as processors and are contractually prohibited from using your data to train their models. If you choose to connect Your Own AI Key, requests go under your own provider terms.

5.9 Controls We Apply. Strict health data sharing switches (fails closed), unconditional health data exclusion from voice, and isolated credentials.

5.10 Home Context Layer. Your personalized history of prompts and household routines is held under your account and deleted when you delete your account. Separately, aggregated anonymous counts contain no user or device IDs.

Section 6 — How We Share Your Information

We do not sell your personal information. We share data only with verified service providers bound by strict confidentiality agreements:

6.9 No Sale, No Sharing, No Targeted Advertising. We do not sell personal data, do not share data for cross-context behavioral advertising, and do not process data for targeted ads.

Section 7 — Cookies and Tracking Technologies

Our Site uses essential, analytics, personalization, and marketing cookies. Detailed cookie listings and opt-out controls are available in our Cookie Policy. The App does not collect Apple IDFA or Google Advertising IDs.

Section 8 — Data Retention

Section 9 — Your Privacy Rights and Choices

To exercise your rights, email admin@promptlymom.com or use the in-app settings or our Delete Account tool. We respond within 30 days without fee.

Section 10 — Children’s Privacy

The Services are intended for adults aged 18 and older and are not directed to children under 13. If you believe a child has submitted personal data without parental consent, contact admin@promptlymom.com and we will delete it promptly.

Section 11 — International Data Transfers

The Services are currently offered in the United States only. Promptly Mom is operated from the United States. International data transfers comply with Standard Contractual Clauses (SCCs) and GDPR Chapter V safeguards.

Section 12 — U.S. State Privacy Rights

12.1 California (CCPA/CPRA): California residents have rights to know, delete, correct, opt-out of sale/sharing, and limit sensitive data use. Promptly Mom does not sell or share personal data.

12.2 Other States: Colorado, Connecticut, Virginia, Texas, Montana, Oregon residents have full rights including appeal.

12.3 Consumer Health Data (Washington & Nevada): Health Studio / FitFlow data is collected solely by explicit consent and is never sold or shared with voice assistants.

Section 13 — Canadian Users (PIPEDA / Law 25)

Canadian users have rights to access, accuracy challenge, and deletion under PIPEDA and Quebec Law 25.

Section 14 — Data Security

TLS encryption in transit, encryption at rest for sensitive records, device-locked local storage excluded from backups, and least-privilege administrative access.

Section 15 — Changes to This Privacy Policy

Material changes will be notified by email or prominent in-app notices with refreshed affirmative consent where required.