What we collect and why
We collect your account (name, email, and your sign-in identity from WorkOS), workspace membership, notes and attachments you submit, access tokens for tools you connect (encrypted at rest), and product telemetry that does not include note text. We use this to run capture, search, Ask, billing, and support.
Uploaded originals (notepad photos, voice memos, and other attachments) are temporary. A notepad photo is deleted as soon as its text has been read and saved to your notes, and every original is deleted within 24 hours at most, whether or not text was extracted. The extracted text stays in your notes. Deleted data, originals included, can remain in our database provider's point-in-time recovery backups for up to 30 days.
Analytics
We use PostHog (US) to understand how people find and use Brain Dump. On the public site (home page, demo, sign-in, legal pages, unsubscribe) it records page views, clicks, scroll heatmaps and session replays, and stores an identifier in a cookie and local storage. If you visit from the EU, the EEA, the UK or Switzerland (judged from your connection's country, and assumed when it is unknown), PostHog does not load at all, on the public site or in the app, until you click "Allow analytics" on the banner; "No thanks" means it never loads. Elsewhere it runs without a banner. Wherever you are, you can turn it off at any time with the Analytics control below, in the site footer, or in the app's sidebar: that stops replay, makes PostHog forget this browser, deletes its cookie and stored identifiers, and keeps it off on later visits. We remember your choice in your browser's local storage (bd-consent). Replays mask everything typed into fields, and notes you write in the demo. Invite and unsubscribe links are never replayed, and page addresses are sent without their query string (except utm_ campaign tags). Inside the signed-in app there is no click tracking and no session replay. We send only your user id and workspace id (never your email or name), your plan and seat count, and named steps such as starting checkout. Note content is never sent. Events go through our own domain, and our sign-in cookie is never passed to PostHog. To opt out in a browser, run localStorage.setItem("bd-analytics-optout", "1") in its console.
Our server also tells PostHog when you sign up, create a workspace, and start, change or cancel a subscription, with your user id, workspace id, plan, seats and the amount paid. These records use no cookies, so they are kept wherever you are. Test and internal accounts are left out. Everything PostHog holds about you is under a random user id, never your email or name.
Marketing attribution
To learn which channels bring people to Brain Dump, we remember how you first and most recently arrived: the campaign tags in the link (utm_), the site that sent you (its domain only), the page you landed on, and any ad click id (for example from Google, Meta, Microsoft, LinkedIn, TikTok, X or Reddit). This sits in a first-party cookie, bd_attr, for 90 days. It follows the same consent rule as analytics: where consent is required, nothing is stored until you click "Allow analytics", and turning analytics off deletes the cookie. If you create an account, we keep these details with it (without the ad click id when you sign up from the EU, the EEA, the UK or Switzerland), send them to PostHog with your sign-up and first subscription, and add a short summary to your subscription in Stripe. We don't share anything with ad platforms. If we ever turn on conversion measurement with one, we will update this policy first.
When your account is deleted, the attribution we keep with it is deleted too. Analytics events already sent to PostHog stay there, under the random user id, until PostHog's retention removes them.
Private and shared Spaces
A note with no Space is private to its owner. A restricted Space is visible only to its members. Everyone in the workspace can read a workspace-wide Space. Its members with an editing role can add and edit notes, its viewers and commenters can only read, and a Space set to read-and-write lets anyone in the workspace edit. Viewers can read and search. They cannot edit or delete. An MCP key can only reach what its owner can see right now, checked again on every request.
Export and deletion
You can download the notes you own that you can still see, in every workspace, from Settings → Advanced → Export my data; notes in a Space you were removed from are left out. Owners and admins can export the notes they can see in the workspace; other members' private notes are never included. You can delete individual notes in the app. Removing a member deletes that person's access. An owner can delete the workspace, and anyone can delete their own account, from Settings → Advanced: access ends at once, it can be restored for 30 days, and after that its notes and files are purged from our live systems within 45 days of deletion; backup copies age out within a further 30 days (a deleted account's private notes are deleted and its name and email are removed; notes it shared into a Space stay with the team). On the Scale plan an admin can also set a retention policy that deletes notes older than a chosen age. To exercise a GDPR or CCPA access, correction, or deletion request, use those controls or email support@getbraindump.app. We do not sell personal information.
Voice mode (Talk to your brain)
Talk to your brain is an optional voice mode. When you use it, your voice audio and the conversation transcript go to xAI's realtime API (US), including anything it reads back to you, such as a reminder or a note snippet. Your local time and time zone are sent with it so it can understand dates. Free on-device dictation never leaves your phone. Workspace admins can turn Talk to your brain off. xAI is listed on Subprocessors.
Text messages (SMS and MMS)
SMS and MMS capture is opt-in. You verify a phone number in Settings before we accept texts from it. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe and HELP for help. STOP clears the phone number on your membership. We do not text people who have not verified a number.
Google Workspace data and Limited Use
Brain Dump's use of information received from Google APIs, including Google Calendar and other Workspace data, adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Workspace data is used only to provide user-facing features in the workspace that connected it. It is never used to train generalized AI or ML models, never sold, and never transferred except to run that feature or as required by law.