Privacy policy

1. Information Bilin handles

• Meeting content: recordings and imported audio, transcripts, generated minutes, action items, meeting titles, and names or terms you add. Saved meetings are kept on your phone; the content needed for cloud processing is sent when you request that feature.
• Account and security information: Sign in with Apple identifiers, Bilin account and installation identifiers, authentication credentials, device-attestation information, and records needed to protect access and prevent abuse.
• Subscription and usage information: product and transaction identifiers, purchase and expiry status, subscription-verification records, processing duration, request status, and usage or cost metadata. Apple handles payment information; Bilin does not receive your payment-card details.
• Technical and support information: request and error metadata, app and device details needed for diagnostics, and information you choose to send to support. Infrastructure providers may process IP addresses and request logs.

Meeting content may include personal or sensitive information about you and other participants. Only record and submit content you are authorised to process. Avoid including information that is not needed for the meeting.

2. What happens during cloud processing

In the current Bilin test service, when a task needs transcription, Bilin sends the recording and selected meeting names and terms through its backend to Soniox. The selected service is kept with the task rather than automatically switched on a retry. If you only regenerate minutes from an already saved transcript, that step uses the transcript and does not submit the audio again.

The transcript and relevant meeting context are sent to OpenAI to generate minutes and action items. Bilin's backend handles submission, processing status, access checks, and temporary result recovery so processing can continue after submission while the app is not in the foreground.

Recording or listening locally does not invoke these transcription or minutes services. A local copy of a recording is not a promise that no provider receives or temporarily stores audio when you choose cloud processing.

3. Microphone and optional meeting location

Bilin uses the microphone with your permission to record audio. If you allow meeting location, it requests a location near the start of a recording and uses Apple's location and place-name services. The resulting meeting location is saved on this phone and is not included in Bilin's cloud-processing request. Imported audio does not trigger location capture.

You can turn meeting location off in Bilin settings and manage microphone and location permissions in iPhone Settings. Denying location does not prevent recording. Location and place-name lookups are also subject to Apple's privacy practices.

4. Why information is used

Information is used to provide recording and cloud-processing features, deliver results, verify subscription access, secure accounts and devices, handle usage and operational costs, investigate failures, and answer support requests. Bilin's current app does not include advertising or cross-app advertising tracking.

Processing-failure diagnostics record categories, field names, value types and sizes, status codes, and similar technical details rather than recording full transcripts or generated minutes in those diagnostics. If you send meeting content to support yourself, that correspondence is a separate copy.

5. Services involved

• Apple: account sign-in, device security, subscriptions and payments, and optional location/place-name services. Apple privacy information.
• RevenueCat: subscription and entitlement management using account, transaction, and device/app information. Meeting recordings and transcripts are not sent to RevenueCat for subscription management. RevenueCat privacy policy.
• Cloudflare and hosted database infrastructure: backend requests, authentication, processing coordination, operational records, and temporary results. The current hosted PostgreSQL infrastructure uses Neon. Cloudflare privacy policy · Neon privacy policy.
• Soniox and OpenAI: Soniox receives audio and selected names and terms for transcription in the current test service; OpenAI receives the transcript and relevant context for minutes. Soniox privacy policy · OpenAI privacy policy.

These services may process information outside Australia. Their processing, security, and retention arrangements are distinct from copies stored by Bilin. This policy does not promise Australian-only processing, zero provider retention, or any particular provider's training settings. Contact us if your organisation needs those details before submitting sensitive material.

6. Storage, recovery, and deletion

On your phone: recordings and saved results remain available until you delete them or the app's data is removed. Export important recordings and results before uninstalling the app. Copies you export, share, or keep on other devices need to be managed separately.

Temporary results: Bilin makes temporary server results available for recovery within a 24-hour processing window. After the app safely saves and acknowledges a result, or when a result expires, eligible temporary copies are scheduled for cleanup. Cleanup is asynchronous and can be delayed; this is not a guarantee that every copy is erased at exactly 24 hours.

Provider copies: asynchronous transcription services may store uploaded audio and results. Bilin requests supported cleanup after results are safely saved or processing ends and cleanup is safe. Provider failures, outstanding operations, and provider retention policies can delay removal. Database backups and provider-managed copies have separate retention arrangements.

Other records: account, security, subscription, usage, and support records may be retained for operating the service, resolving requests, preventing abuse, and meeting applicable obligations. They do not share the temporary-result recovery deadline. Contact us for the applicable retention and deletion information for a particular record.

7. Your choices and privacy requests

You can delete meetings in the app, manage permissions in iPhone Settings, and decide whether to request cloud processing. In Bilin's account settings you can choose account deactivation or permanent deletion. Deactivation preserves the account and meetings for recovery; it is not permanent erasure.

Permanent deletion removes the current account and its meetings on the phone as described in the confirmation. Server and provider cleanup may remain pending until outstanding work and deletion requests are safely resolved. Copies on other devices or that you have shared must be deleted separately. Deleting or deactivating a Bilin account does not cancel an Apple subscription; manage that separately with Apple.

For access, correction, deletion, or a privacy concern, email privacy@popcorngrove.com.au. We may need information to verify your request, but will not ask for your Apple password. Rights and exceptions depend on applicable law. If you are unhappy with our response, you can contact the relevant privacy regulator, including the Office of the Australian Information Commissioner in Australia.

8. Updates and contact

We will update this page when the product's information-handling practices change. The date at the top identifies the version of this notice.

Popcorn Grove Pty Ltd · Australia
Privacy: privacy@popcorngrove.com.au
App support: support@popcorngrove.com.au