PineSeed — Privacy Policy

Effective date: October 14, 2026

This policy covers the PineSeed desktop application, provided by Autimo Systems Inc., operating as Pine IT. Use of the Pine IT website is covered by our website privacy policy.

Our Core Principle

PineSeed stores meeting data on your device and supports local transcription and AI processing. Connecting a calendar, downloading an AI model, or assigning an AI job to a cloud provider or remote model server creates the network connections described below. A remote AI job can run automatically after you configure it.

Data PineSeed Stores

Data Stored Locally on Your Device

The following data is created and stored on your local machine:

• Meeting recordings: Audio files captured during meetings
• Transcriptions: Text generated from your recordings using your selected on-device transcription model
• Meeting notes: Notes you type during meetings
• AI summaries: Meeting summaries generated by your configured AI model
• Application preferences: Your settings and configuration choices
• Calendar data: Connected account details, cached upcoming events, and calendar information imported into meeting records (if you connect a calendar)

Meeting records and application preferences are stored in your system’s standard application data directory. Calendar OAuth tokens use your operating system’s credential store. PineSeed does not transmit this data to Pine IT servers.

Data We Do NOT Collect

• We do not collect analytics or telemetry
• We do not track your usage patterns
• We do not access your meeting content
• We do not require a Pine IT account or maintain a Pine IT user profile
• We do not operate servers that receive your meeting or calendar data

If you contact Pine IT about privacy or support, we receive the contact details and information you choose to send. We use it to respond to your request and handle any complaint.

Third-Party Services

PineSeed integrates with optional third-party services only when you explicitly enable them:

Google Calendar (Optional)

If you choose to connect Google Calendar, PineSeed uses Google’s OAuth 2.0 to request the calendar.events.owned.readonly, userinfo.email, and userinfo.profile scopes. These give PineSeed read-only access to events on your primary calendar and your Google account name and email address. Before the connection starts, PineSeed explains the data it reads and how it uses it, then asks you to continue. PineSeed reads upcoming events from your primary calendar. Event data can include titles, descriptions, start and end times, time zones, attendee names and email addresses, attendance responses, and calendar and conference links. PineSeed does not create, change, or delete Google Calendar events.

PineSeed uses this data to identify the connected account, display upcoming meetings, show reminders, create and link meeting records, suggest note templates, and organize meetings with tags. If you enable automatic recording for tagged meetings, event details also identify which meetings to record and when to start or stop recording.

OAuth access and refresh tokens use your operating system’s credential store. Your account name and email address are stored in local connection settings. Upcoming events are cached in memory. Imported meeting titles, attendee details, event identifiers, start times, and calendar and conference links are stored in the local meeting database. Connections to Google’s OAuth and Calendar services use HTTPS.

PineSeed does not send this data to Pine IT servers. Before PineSeed sends Google Calendar information to a cloud AI provider or remote model server, it shows you the service, destination, and types of information that may be sent, then asks you to allow sharing. The request can include meeting titles, attendee names and email addresses, calendar links, and related transcripts, notes, or derived content. This applies to features such as meeting notes, chat, automatic tags, template selection, titles, and follow-up drafts. A different provider or destination requires a new approval. If you decline or revoke permission in PineSeed’s Google Calendar settings, remote AI requests that may include Google-derived data are blocked; local AI remains available. Requests already sent cannot be recalled.

Disconnect Google Calendar in Settings to remove the local connection settings and upcoming-event cache. PineSeed also attempts to revoke Google access and delete the stored tokens. You can revoke access directly in your Google Account’s third-party connections settings. Disconnecting does not delete information already imported into meeting records. Delete those meetings and permanently remove them from Trash to remove those records from PineSeed.

Google user data is used for the app features described above. Use and transfer of information received from Google APIs is subject to the Google API Services User Data Policy and the Google Workspace User Data and Developer Policy, including their Limited Use requirements.

Google’s use of your data is governed by Google’s Privacy Policy.

Microsoft 365 Calendar (Optional)

If you choose to connect Microsoft 365, PineSeed requests read-only calendar access and account information through Microsoft OAuth. Connection tokens use your operating system’s credential store, and imported meeting information is stored locally. Calendar-derived information can also be included in requests to your selected AI provider as described below. The separate AI sharing approval described above applies to Google Calendar information, not Microsoft 365 information. Microsoft’s use of your data is governed by Microsoft’s Privacy Statement.

AI Providers (Optional)

PineSeed supports local and external providers for AI features:

• Local models: Built-in local AI and Ollama running on the same computer process requests on your device. If you configure Ollama on another computer, or forward a local address to another computer, requests leave your device.
• External providers: If you configure a cloud AI provider or a custom remote server, the meeting context and prompts needed for the selected feature are sent to that provider. Depending on the job, this can include transcript text, meeting notes, and calendar-derived meeting titles, attendee names, or email addresses. Each provider’s handling of your data is governed by its privacy policy.

You choose the provider assigned to each AI job in Settings. A separate in-app approval is required before Google Calendar information is shared with a cloud or remote AI destination. External providers may process information outside Canada, where it may be subject to the laws of those countries. Use built-in local AI or models running on the same computer to keep AI processing on that device.

AI Model Downloads

PineSeed checks a model manifest hosted on GitHub and downloads models you select from Hugging Face. These requests send your IP address and standard request information to those services. The model files are stored locally; the download requests do not contain your meeting recordings, transcripts, or notes. You can delete downloaded models in Settings.

Direct-download builds also check GitHub Releases for app updates. Store builds do not use the app updater. These update requests likewise send your IP address and standard request information to GitHub, not meeting content.

Data Retention and Deletion

• Meeting data in PineSeed’s local database persists until you delete it, including calendar information imported before you disconnect a calendar
• Deleted meetings are moved to Trash and can be permanently removed
• Auto-delete for trash can be configured in Settings (default: 30 days)
• Before uninstalling, disconnect any calendar in Settings to remove locally stored connection tokens and attempt to revoke access. Uninstalling removes the application; locally stored meeting data and any remaining credentials may need to be deleted separately

Data Security

• Locally stored data is protected by your operating system’s security
• OAuth tokens for calendar services are stored in your system’s secure storage
• Network connections include manifest and model downloads, update checks in direct-download builds, and the optional remote AI providers and calendar integrations described above. PineSeed requires HTTPS for AI destinations outside this device’s loopback addresses

Children’s Privacy

PineSeed is not directed at children under 13. We do not knowingly collect any personal information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected in the effective date above and included in application update notes. If we change how PineSeed uses Google user data, we will ask for your consent in the app before using the data in the new way.

Your Rights

You control meeting data stored locally by PineSeed. You can view, export, or delete meeting records through the application or by accessing the data storage directories shown in Settings. Disconnect a calendar in Settings to remove its locally stored connection tokens. Deleting local records does not delete any copies held by an external service you chose to use; that service’s privacy policy governs its retention and deletion practices.

For privacy requests, complaints, or information about how complaints are handled, contact the Privacy Officer, Autimo Systems Inc., at privacy@pineit.ca.