Privacy Policy
Effective Date: August 30, 2026 · Official Domain: ruddi.ai
This Privacy Policy describes how the Ruddi project processes, stores, and protects your information across desktop, web, and mobile companion surfaces.
Zero Model Training
Your private notes, audio, and documents are never used to train public AI.
No Passive Listening
Microphones activate only when you explicitly press your shortcut key.
Strict Data Ownership
You own 100% of your data with full export and permanent deletion rights.
1. Overview & Operational Scope
Welcome to Ruddi (“we,” “us,” or “our”), operating via ruddi.ai and related desktop and mobile companion applications. Ruddi is designed as an AI personal secretary and workspace that coordinates your daily tasks, assists with document drafting, synthesizes morning briefings, and resolves calendar scheduling.
This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, macOS desktop client, web app, and related services during our Public Beta / Build in Public phase.
We believe that an AI personal assistant must earn your absolute trust. We operate under a fundamental commitment: your private data, audio recordings, documents, and notes belong to you and are never used to train public artificial intelligence models.
2. Information We Collect
To deliver an attentive and functioning personal secretary experience, Ruddi processes the following categories of data:
When you create an account, we collect your name, email address, profile avatar, and account authentication identifiers managed securely through encrypted identity and session infrastructure.
When you explicitly trigger voice features (such as holding ⌥ Space for dictation or recording a meeting run), your spoken audio is captured and streamed to our secure transcription service to convert speech into text. Ruddi never listens passively or records continuous background audio.
We store the structured pages, notes, task checklists, focus ledgers, carryovers, and assistant prompts you create or manage through Ruddi so they remain accessible across your devices.
If you connect your Google Calendar, Microsoft 365, or Apple Calendar, Ruddi accesses event times, titles, and attendee availability strictly to provide morning briefings and autonomously resolve cross-calendar meeting holds.
If you ingest internal files (e.g., Word documents, PDFs, technical specifications), we extract and index text embeddings in an isolated vector database strictly for query grounding and source citations.
We collect device identifiers (for desktop authorization grants), operating system version, application build version, IP address, and anonymized diagnostic crash logs to maintain stability.
3. AI Governance & Zero Model Training Commitment
We do not use your private notes, spoken voice recordings, tasks, documents, or company files to train, retrain, or fine-tune any public or foundational AI models.
When you prompt Ruddi or use in-place Rewrite, your prompt and context are processed via encrypted API endpoints bound by strict enterprise terms. Under these agreements, inference data is discarded immediately after processing and is never retained for model training.
4. Microphone & System Permissions
To function as an in-place assistant on macOS and desktop platforms, Ruddi requests specific hardware and system permissions:
- Microphone Access: Used exclusively when you explicitly hold your speech shortcut (
⌥ Space) or start a meeting recording. The hardware indicator will illuminate only during active capture. - Accessibility Permissions (macOS): Required exclusively to read currently highlighted text in frontmost applications when you press
⌥ R(Ruddi Rewrite) and paste the polished copy back into your active window. Ruddi does not log continuous keystrokes or record screen activity outside active command triggers.
5. Infrastructure & Processing Architecture
We rely on hardened, enterprise-grade cloud infrastructure to securely operate Ruddi:
| Infrastructure Layer | Role & Protection Standard | Data Policy |
|---|---|---|
| Authentication & Identity | User login security, session token management, and MFA | Encrypted / Zero Selling |
| Cloud Storage & Database | Encrypted database storage, page records, and session data | AES-256 / Isolated Partitioning |
| Speech & Language Inference | Audio transcription and document rewriting | Zero Data Retention / Zero Training |
| Network & Edge Security | DDoS mitigation, edge routing, and TLS 1.3 encryption | Encrypted in Transit |
6. Data Security & Storage Architecture
We protect your information through multi-layered administrative and technical controls:
- Encryption in Transit: All network traffic between your client and our API endpoints is secured using TLS 1.3 encryption.
- Encryption at Rest: Database records, session logs, and file attachments stored on our backend systems are encrypted using industry-standard AES-256 encryption.
- Tenant & User Isolation: All database rows and vector indexes are strictly partitioned by authenticated user ID and organization tenant.
7. Data Retention, Portability & Deletion Rights
You retain complete ownership over your workspace data and have full rights to manage your records:
- Data Export (Portability): You can export your full workspace, notes, tasks, and document pages in standard open formats (JSON, Markdown) directly from the application.
- Permanent Deletion: You can delete specific pages, audio recordings, or your entire account at any time. When an account is deleted, all associated database records, file vectors, and stored audio buffers are permanently expunged from our active database clusters.
- Audio Buffer Cleanup: Ephemeral transcription buffers used during speech processing are discarded immediately after transcription completion.
8. Global Privacy Rights (GDPR, CCPA/CPRA)
Regardless of your jurisdiction (including the European Economic Area, United Kingdom, California, and globally), Ruddi respects your statutory privacy rights:
- The right to know what personal data is processed and request a copy.
- The right to rectify inaccurate or incomplete personal information.
- The right to request erasure (“Right to be Forgotten”).
- The right to restrict or object to certain processing activities.
- We do not sell personal data, nor do we share personal data for cross-context behavioral advertising.
9. Updates to Policy & Contact Information
As Ruddi evolves during our public beta and build-in-public journey, we may update this policy to reflect new capabilities or platform releases. We will notify users of material changes via in-app notices or email updates.
Privacy Inquiries & Data Requests
For privacy questions, data export assistance, or deletion requests, please contact our team directly: