The short version: Routines runs on your Mac. Your routines, their outputs, your notes and your connected-account data are stored locally on your device. Cloud Sync and Backup is off by default; leave it off and we never receive them, turn it on and your vault, your meeting transcripts and your notes are copied to your Routines account so your devices share them. On a team account, the titles of routine runs, meetings and completed to-dos are shared with your team owner, never their content. AI works one of two ways, and you choose which. With Routines AI, the default once you sign in, your requests pass through getroutines.ai on the way to Anthropic, and we record only how much was used, never your prompts or the answers. With your own API key, the app talks to the provider directly, the key stays in your macOS Keychain, and nothing goes through us at all.

1. Who we are

Routines (“Routines”, “we”, “us”, or “our”) is a macOS application, with iOS and watchOS companion apps, and a website, operated by Binar Code Labs SRL, a company registered in Chișinău, Republic of Moldova. This Privacy Policy applies to the Routines apps, the website at getroutines.ai, and related services (together, the “Service”).

If you have any questions about this policy, contact us at privacy@getroutines.ai.

2. Data that stays on your Mac

Routines is designed to keep your information on your own device. Cloud Sync and Backup is off by default, and while it is off the following stays on your Mac and is not transmitted to or stored on our servers:

Routine prompts and schedules: the instructions of the automations you create and when they run.
Routine outputs: briefings, summaries, notes, and other results, stored in a local database on your Mac.
Shared memory and notes: context you give the app to personalise its work.
Your API keys: if you choose to run AI on your own key, for example an Anthropic API key, it is stored securely in the macOS Keychain and we never receive it. On Routines AI there is no personal key, because the request runs on ours.
Connected-account tokens: the OAuth tokens for services you connect (Google, Slack, Atlassian, and others) are stored locally and used by the app on your device.
The content the app reads: emails, calendar events and messages are read on your Mac and are not sent to us. Meeting audio is the exception: it is streamed to Deepgram for transcription, on the key we manage if you are on Pro or in the free trial, or on your own Deepgram key on the Free plan. When it runs on the key we manage, Deepgram acts as our processor, purely to produce a transcript.

Four things sit outside this list. Cloud Sync and Backup is off by default; turn it on and your vault, your meeting transcripts, your notes and your routine outputs are copied to your Routines account so your devices share them. If your account belongs to a team, Routines also shares the title of each routine run, recorded meeting and completed to-do with your team owner, together with its status, duration and time, but never the content: no routine output, no transcript, no note or to-do text. Team sharing carries a second part, also on by default and with its own switch on each Mac: an hourly roll-up of your app usage, meaning a category, the names of the apps you used and how long you spent in each, plus a project or repository name where an editor or terminal window title makes one obvious. The roll-up never carries window titles, the pages you visited or anything you wrote. This sharing is on by default on team accounts, each Mac has its own switch for it in Settings, and turning it off stops sending and clears anything queued. The other two have their own section below: the data the iPhone and Apple Watch apps sync to a Routines account, and, if you use Routines AI, the usage amounts we record so we can bill it.

3. Data the app sends on your behalf

To do useful work, the app sends data to third-party providers. Where you have configured your own credentials, it goes directly from your Mac to that provider and we act only as the software making the call. Where the service is one we supply, Routines AI or managed transcription, the request passes through our platform on its way. We do not store the content in either case:

Anthropic (Claude): When a routine or chat runs, the relevant prompts and content are sent to Anthropic’s API, subject to Anthropic’s privacy policy. On Routines AI they travel through our platform under our own key; on your own key they go straight from your Mac to Anthropic. Either way we do not store them. The next section sets out both modes in full.
Deepgram: If you use meeting recording and transcription, audio is streamed to Deepgram for speech-to-text, subject to Deepgram’s privacy policy.
Services you connect: When you connect Google, Slack, Atlassian, or similar, the app accesses your data from those providers under the permissions you grant, to perform the tasks you set up.

You control these integrations. You can disconnect an account or remove an API key at any time from within the app.

4. Routines AI and your own API key

There are two ways to run the AI behind chat, routines, meeting summaries and everything else the app writes. You pick one in the app and can switch at any time.

Routines AI: the default once you sign in. Your request travels from your Mac to getroutines.ai, authenticated by your device, and on from there to Anthropic under our own key. We do not store the content of your prompts or of the model’s answers: not in our database, not in our logs, not in error reports. What we do record is how much was used, which is the metering described below. Anthropic receives the content and handles it under Anthropic’s privacy policy.
Your own API key: if you add a personal key (Anthropic, OpenAI, or OpenRouter) in the app, the request goes straight from your Mac to that provider and does not pass through our servers at all. The key lives in the macOS Keychain, we never receive it, and there is nothing for us to meter or bill.

In both modes, we do not use your prompts, notes, recordings, transcripts, or outputs to train AI models.

5. The iOS and watchOS apps

The Routines companion apps for iPhone and Apple Watch let you capture todos, record and transcribe meetings, and view your notes on the go. They work with a Routines account so your data can sync across your devices.

Signing in: You can sign in with Sign in with Apple or with Google. We receive the account identifier and, where you allow it, your name and email address, used to create and secure your account.
Synced data: When you are signed in, the transcripts, notes, and todos you create are synced to your Routines account so they appear across your Mac, iPhone, and Apple Watch. This data is associated with your account and stored to provide the sync feature.
Health and fitness data (optional): If you connect Apple Health, the iOS app reads your sleep, workouts, steps, heart rate and related metrics and syncs daily summaries to your account so your briefs and second brain can use them. This data is used for no other purpose, is never shared or sold, and is deleted with your account.
Meeting audio and transcription: If you record a meeting, the audio is streamed to Deepgram Inc. On the key we manage, Deepgram acts as our processor, purely to produce a transcript. Under our agreement with Deepgram, audio sent on the key we manage is not used to train Deepgram’s models. The audio is processed for transcription and is not stored on our servers.
Account deletion: You can delete your account at any time from within the app, at Settings then Delete Account. This removes your cloud account and the data synced to it across your devices. Deletion is permanent and cannot be undone.

6. Data we do collect

We run a lightweight service at getroutines.ai for accounts, licensing, billing, and, when you use Routines AI, for passing your requests through to the AI provider. In that context we collect:

Account information: Your email address and, for password sign-in, a securely hashed password, plus authentication tokens used to keep you signed in. If you sign in with Apple or Google, we receive an account identifier and, where you allow it, your email address, in place of a password.
Waitlist information: If you join the waitlist, your email address, and limited technical context (referrer, browser user-agent, and a one-way hashed IP address) used to prevent abuse.
Billing information: Payments are handled by our merchant of record, Polar. We receive and store your subscription status and plan tier. We do not receive or store your full card details. Those are processed by Polar under their privacy policy.
Transcription usage metering: If you use metered transcription, we record usage data needed to bill it accurately, such as a session identifier and the number of minutes transcribed. We do not store your audio or transcripts on our servers.
AI usage metering: If you use Routines AI, we record what each request consumed: the model, the number of tokens in and out, what it cost us, and the amount charged to your account, together with the ledger of AI credit granted, purchased, and spent. This is billing data. It holds no part of your prompts and no part of the model’s answers.
Basic operational logs: Standard server logs and diagnostic information used to keep the Service secure and reliable.

7. How we use information

To create and manage your account and licence.
To process subscriptions and meter usage-based features.
To provide support and respond to your requests.
To operate, secure, and improve the Service and prevent abuse.
To send you essential service and account communications.

We do not sell your personal data, and we do not use your routine content for advertising.

8. Third-party services

The Service relies on the following providers. Each handles data under its own terms and privacy policy:

Anthropic, AI model provider. On Routines AI we send your request to them under our own key; on your own key you reach them directly.
Deepgram, speech-to-text transcription.
Polar, payments and subscription billing.
Apple and Google, sign-in providers for the iOS and watchOS apps.
Google, Slack, and Atlassian, services you optionally connect.

9. Data retention

Data stored locally on your Mac remains there until you delete it or uninstall the app. Data synced to your Routines account is retained until you delete your account. You can delete your account at any time from within the app, at Settings then Delete Account, which removes your cloud account and the synced data across your devices. For the remaining data we hold (account, billing, and usage records), we retain it for as long as your account is active and as needed to comply with our legal, accounting, and tax obligations. AI usage records and the AI credit ledger are billing records and are kept on that basis; they hold usage amounts only, never prompt or response content. You can also request deletion of your account data as described below.

10. Security

API keys are stored in the macOS Keychain, and your operational data is kept in a local database on your device. Connections between the app, our service, and third-party providers are encrypted in transit (TLS). No method of storage or transmission is completely secure, but we work to protect your information using reasonable technical and organisational measures.

11. Your rights

We apply strong, GDPR-level privacy rights to everyone, regardless of where you live. Subject to applicable law, you may have the right to access, correct, export, or delete your personal data, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, email privacy@getroutines.ai. You also have the right to lodge a complaint with a data protection authority. In the Republic of Moldova, that is the National Center for Personal Data Protection (datepersonale.md); in the EU or EEA, it is your local supervisory authority.

12. International transfers

We are based in the Republic of Moldova, and some of our providers (for example, Anthropic, Deepgram, and Polar) may process data in other countries, including in the European Union and the United States. Where required, such transfers are made under appropriate safeguards, such as Standard Contractual Clauses or an equivalent recognised mechanism.

13. Children

The Service is not directed to children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us with personal data, contact us and we will delete it.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Your continued use of the Service after changes take effect means you accept the revised policy.

15. Contact us

Binar Code Labs SRL, Chișinău, Republic of Moldova.

Email: privacy@getroutines.ai