Privacy Policy

Effective date: 12Aug2026

Facilist (“we”, “us”) operates the Facilist website and service (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices you have.

Short version: we collect the information needed to run Facilist (accounts, content you upload, and basic usage/security logs). We use AI to transcribe your recordings and suggest a list name — never on your photos — and the providers we use are barred from keeping your data or training on it. We don’t EVER sell your personal information.

Information we collect

Account information: email address, name, and basic account metadata.
Content you provide: photos, audio recordings, text, and any related metadata you submit through the Service.
Usage and device data: approximate device/browser information, pages/actions, and timestamps for analytics and troubleshooting.
Security data: IP address and related signals used to prevent abuse, spam, and fraud.
Cookies/local storage: small files used for session management and improving the experience.

How we use information

To provide and maintain the Service (sign-in, capture, playback, review).
To process and display your content, including automated (AI) transcription of your recordings and an automatically suggested name for a list; see “How we use AI” below.
To communicate with you about your account and Service updates.
To detect, prevent, and respond to security incidents and abuse.
To improve the Service (performance, reliability, user experience).

How we use AI

Facilist uses AI for exactly two things, both in service of the notes you capture:

Transcription: your audio recording is sent to a third-party AI speech-to-text provider to produce the text transcript shown with each item. Your recording is always kept as the original — the transcript is a convenience, not a replacement.
Suggesting a list name: once per list, the text of that list’s transcripts is sent to a third-party AI provider to suggest a short name for the list. You can rename a list at any time.

That is the whole extent of it. We never send your photos to an AI provider, and we do not use AI to profile you, target advertising, or make decisions about you. Nothing else you provide — your email address, account details, or usage data — is sent to these providers.

We contractually require the AI providers we use to process your data solely to perform the task we ask of them. They do not retain your audio, transcripts, or list text, do not share it, and do not use it to train their models. For transcription, our copy of your audio on the provider’s systems is deleted as soon as the transcript is returned.

These features are conveniences and can be unavailable. If a provider fails, your photo and recording are still saved in full; the item simply shows that no transcript is available, and you can add or edit the text yourself.

What our own logs record. To keep these features working we write operational logs when they run. Those logs record only that processing happened and how it went — timestamps, a recording’s length, the number of characters in a transcript, and any error the provider reported. They do not contain the text of your transcripts, the content of your recordings, or your list names. These logs are kept for roughly 30 days and then deleted automatically.

How we share information

We may share information in these limited circumstances:

With people you choose: when you share a list or content via a link or invitation.
Service providers: vendors who help us operate the Service (e.g., email delivery, hosting, and the AI providers described above). They are permitted to process data only to provide services to us. We may use more than one provider for a given function (for example, if one is unavailable); every AI provider we use is bound by the terms described in “How we use AI”.
Legal and safety: if required by law or to protect rights, safety, and security.

Data retention

We retain information for as long as necessary to provide the Service and for legitimate business needs (security, compliance, dispute resolution). You can request deletion by contacting us.

Your choices

You can update certain account information in the Service where available.
You can request access to, export of, or deletion of your information by emailing us.
You can control cookies via your browser settings (some features may not work without them).

Children’s privacy

The Service is not directed to individuals under 18. We do not allow accounts for anyone under 18 and do not knowingly collect personal information from anyone under 18.

Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we’ll post the updated policy on this page with a new effective date.

Contact

Email: feedback@facilist.org