Privacy at Rubil

Your voice and your words

When you finish speaking, Rubil sends the recording to our server. Our server passes it to a speech service, Groq or OpenAI, which turns it into text. The text then goes to OpenAI with your Glossary and formatting choices. OpenAI removes fillers, adds punctuation and formats the text for where you are typing.

If you turn on Keep my exact words, your text is not sent for cleanup.

Our server does not save your recording or your text. Our server logs hold counts, timings and error codes, never your words. Each take adds its word count to your account so we can apply your plan's limit. The count is a number, not your words.

Groq and OpenAI process what we send to give us a result. Their own privacy terms apply to what they do with it.

Your Glossary

Your Glossary is saved in your account, so it follows you from one computer to another. Its words are sent with your takes as spelling hints, so your names and terms come out right.

While you are signed in, Rubil can suggest names and terms to add to your Glossary. To do this, our server looks through your takes, checks possible terms with OpenAI and saves only the term in your account, never the sentence it came from. Takes made with Keep my exact words or My speech differs are not used for suggestions. You can turn suggestions off in Settings in your dashboard at rubil.io.

A suggestion you do not act on is deleted after 30 days. If you dismiss one, we keep it marked for 30 days so it does not come back, then delete it. A term you add becomes part of your Glossary and stays until you remove it or delete your account.

If you add Glossary words from a picture, the picture goes to OpenAI to be read. We do not keep it.

What stays on your computer

These are kept on your computer and are never sent to us. On Mac they are encrypted with Keychain, and on Windows with Windows' own data protection. In Chrome they are encrypted with a key kept in the same browser profile, which protects them less.

• History: the text of each take and what Rubil heard. Deleted after 30 days.
• Notes and text you save. Deleted after 30 days.
• A take that could not be sent. It waits in memory until you retry it or discard it, or until you quit Rubil or close Chrome. Recordings are never saved to disk.

History stays when you sign out. Anyone who uses the same computer login or browser profile can see it. You can delete one take or clear all of History at any time.

Removing the Mac or Windows app does not delete these files. Clear your History and delete your notes first. Removing the Chrome extension removes what it stored in your browser.

Encryption keeps these files from being read by accident. It does not replace your computer's own security, such as your login password.

Ask and connected accounts

When you ask Rubil a question about your notes, or ask it to write something, your question and the notes it needs go through our server to OpenAI. Our server does not keep them. Anything Rubil writes is labelled Generated, and nothing goes into another app until you press Insert.

If you connect an account, such as email or a notes app, its keys stay on your computer. Rubil can read from that account but cannot send from it or change it. When you ask a question, the parts of connected items that look relevant go to OpenAI with your notes. Disconnecting removes the keys and everything Rubil read from that account.

Notes are not synced between computers. If we add sync, we will update this page before it starts.

Where you are typing

To paste your words in the right place and format them for it, Rubil looks at the app or website you are typing in. This happens on your computer. Only a label, such as email or chat, goes to our server. Rubil does not take screenshots and does not keep the text in your field.

Rubil uses your clipboard to paste, and puts back what was on it when it can. If a paste fails, your text waits in Rubil's Scratchpad.

Your account

You sign in with Google, or on rubil.io with a link we email you. With an account we keep:

• your email address
• your plan, your trial dates and your payment reference from Paddle. We never see your card
• how many words you have dictated, and when you first and last used Rubil
• your Glossary, your formatting choices, and the link or campaign that brought you to Rubil

You can try the Chrome extension without an account. For that, Chrome makes a random ID. Our server keeps only a scrambled one-way copy of it, with a word count.

The try-it demo on rubil.io works like a normal take. To limit abuse, we keep scrambled one-way copies of your IP address and of a random browser ID, each with a count. The demo also sets a short cookie.

If you ask us to email you the download link, we use your email address to send that one email. We do not add it to a mailing list unless you choose to join one.

Usage data and website analytics

The apps send usage events to PostHog. An event says that something happened, such as a take finishing, with numbers such as the word count and how long it took. Events never include your words, your Glossary or the contents of any page. The Chrome extension may include the name of the website you are on, such as mail.google.com, but never the full address.

If you are signed in, events are linked to your account ID, so they are not anonymous. In the Mac and Windows apps, you can turn them off in Settings with "Send usage data to help improve Rubil". The Chrome extension does not have this switch yet.

Our server also records the events that run your plan, such as a trial starting, a payment or reaching the weekly limit. These carry your account ID and no content.

This website uses Google Analytics, with cookies, to count page views and download clicks. If you arrive through a campaign link, we remember its tags for 30 days and save them on your account if you sign up. If you arrive through a partner link, a cookie keeps the partner's code for 90 days. If you sign up, we save that code on your account and send it to Paddle so the partner gets credit.

Rubil sends no crash reports. The Mac and Windows apps check for updates.

Services that receive data

The apps do not contact Groq or OpenAI directly. Everything goes through our server first.

Security

Everything sent between your computer, our server and these services uses encrypted HTTPS connections. What stays on your computer is encrypted as described in What stays on your computer. No system is perfectly secure. If we learn of a breach that affects you, we will tell you and the authorities as the law requires.

How long we keep data

• Recordings and the text of your takes: not kept on our servers. Our server passes them on and keeps nothing once it answers.
• History, notes and saved text on your computer: 30 days, or less if you delete them.
• Glossary suggestions: 30 days, as described above.
• Your account, Glossary and word counts: until you delete your account.
• Usage events and the records of your plan: until you ask us to remove them. Deleting your account does not remove them yet, as described below.
• Payment records: Paddle keeps them for as long as tax and payment laws require.

Deleting your data

• One take, or all of History: delete it in the app. It is removed from your computer at once.
• A note: delete it in the app.
• Your Glossary: export it from Settings in your dashboard at rubil.io.
• Your account: choose Delete my account in Settings in your dashboard. This cancels Pro and deletes your profile, Glossary, suggestions, word counts and sign-in.

Deleting your account does not yet remove usage events already sent to PostHog, events kept in our own database, your address on our email list, or Paddle's payment records. Write to us and we will remove what we hold.

Your rights

Wherever you live, you can ask us to:

• confirm whether we hold data about you, and give you a copy
• correct data that is wrong or out of date
• delete data, or make it anonymous, when we no longer need it or hold it against the law
• send your data to you, or to another service, in a format a computer can read
• tell you which companies we share it with
• stop using data we hold with your consent, by withdrawing that consent

To ask, write to [email protected] from the email address on your account. We may ask you to confirm it is you. We reply within the time the law sets. Rubil does not make decisions about you by automated means that have legal or similarly significant effects.

If you live in Brazil, you can also complain to the national data protection authority (ANPD). If you live elsewhere, you can complain to your local data protection authority.

Why we use your data

• To give you Rubil: turning your speech into text, running your account, plan and Glossary, and taking payment. We need this data to provide the service you asked for.
• To keep Rubil working and safe: server logs, abuse limits on the demo and the free trial, and usage events. We have a legitimate interest in this, and we never include your words.
• To send you emails you asked for: only with your consent, which you can withdraw at any time.
• To meet legal duties, such as tax records.

Where your data is processed

The services in the table above are based outside Brazil, mainly in the United States. When you use Rubil, your data is sent to them and processed there. We only send each service what it needs for the purpose listed.

Who is responsible

Rubil is operated by BERNARD MOUSSA LTDA, CNPJ 31.102.248/0001-97, Rua Itajara 191, São Paulo - SP, 05717-250, Brazil. We are responsible for your data under this policy. For anything about your privacy, write to [email protected].

Rubil is not meant for children. If you think a child has given us data, write to us and we will delete it.

Older Chrome versions

Versions before 1.6.0 saved a take recorded while offline in the browser's storage, without encryption, until it was sent. Versions 1.5.0 to 1.5.3 also sent the text of each take to our server to count its words. Our server did not keep it. Updating the extension ends both.

Changes to this page

If we change this page in a way that matters to you, we will say so in the apps or on the website.

If you want to know how a tool treats you before you trust it, our accessibility page says who Rubil is built for and what we have not tested yet.

Last updated October 12, 2026.