How Rubil handles your data
Rubil is a voice dictation tool. You speak, we format, the text appears in your app. Here's exactly what happens to your data at every step — and what doesn't happen.
What happens when you dictate
- 1
Step 1 — You speak
Your microphone captures audio in your browser (Chrome extension) or on your Mac or Windows PC (desktop app). Audio stays in local memory.
- 2
Step 2 — We transcribe and format
Audio is sent through our server to Groq for transcription, then the transcript is sent to OpenAI for formatting. Both transmissions use encrypted HTTPS. Groq and OpenAI process what we send, and their own privacy terms apply to what they do with it.
- 3
Step 3 — Text appears
The formatted text is inserted directly into your app (Gmail, Slack, Notion, etc.).
What we store
| Data | Stored? | Where | Retention |
|---|---|---|---|
| Audio recordings | Not on our servers | Mac and Windows: never written to a file. The privacy page says what Chrome does | Held in memory until it is sent. A take that could not be sent waits in memory until you retry, discard it or quit |
| Text you dictate (transcripts) | Never on our servers | — | Discarded after formatting. Candidate Glossary terms, meaning single words and short phrases such as acronyms and names, are extracted from what you dictate and stored as suggestions you can review, accept, or dismiss in your Glossary; the dictated text itself is not stored on our servers. |
| Recent dictations (Chrome, Mac, Windows) | Yes, on your device only | Encrypted on your device. Never sent to us. | 30 days, up to 2,000 entries (Chrome: up to 4 MB), until you clear them. Removing the Mac or Windows app does not delete the files |
| Notes and saved text | Yes | Encrypted on your device (browser storage in Chrome, your operating system’s secure storage on Mac and Windows). Our servers do not store notes today. Sync is planned, and the privacy page will change before it starts | Deleted 30 days after you create them |
| Ask requests | Never | — | Your instruction and the notes it needs are sent to OpenAI to write the answer, then discarded |
| Connected material (Notion, Trello, Slack, Gmail) | Yes, on your device only | Encrypted on your device. Never on our servers, never synced. | Until you disconnect the source or remove the app |
| Glossary entries | Yes | Stored in our cloud database (Supabase), isolated to your account with row-level security, encrypted in transit and at rest | Until you delete them |
| Account info | Yes | Supabase | Until you delete your account |
| Usage counts | Yes | Supabase | Your word count for each take, each day and in total, with a label for the app. No content |
| Website visits | Yes | Google Analytics | Page views and download-button clicks. No text or audio |
| Usage analytics (Chrome + Mac + Windows) | Yes | PostHog | No transcripts and no content. Linked to your account ID when you are signed in |
Our data processors
Groq — Transcription
groq.comReceives audio, returns text. Zero data retention. Based in the US.
OpenAI — Formatting
openai.comReceives the text you dictate + Glossary context, returns formatted text. When you ask Rubil to write, it also receives your instruction and the notes needed for the answer. API usage with data retention disabled. Based in the US.
Supabase — Authentication, Glossary storage, usage tracking
supabase.comRow-level security enforced. Based in the US (AWS).
PostHog — Product analytics for the Chrome extension, Mac app, and Windows app
posthog.comReceives event names and metadata only (sign-in completed, recording completed, etc.). Never receives transcripts, formatted text, or Glossary content. The Mac and Windows apps have an off switch in Settings. The Chrome extension does not have one yet. Based in the US.
Google — Sign-In, and website analytics
google.comWe use Google Sign-In, and Google Analytics to count visits to rubil.io and clicks on download buttons. Google does not receive any dictation data.
Paddle — Subscription payments (merchant of record)
paddle.comHandles payment details. We do not store them.
Resend — Delivers messages sent through our contact and feedback forms
resend.comReceives only what you type into those forms.
Loops — Product update emails, only if you opt in
loops.soReceives your email address when you tick the box. Unsubscribe from any email.
Vercel — Hosts the Rubil backend (API routes) and website
vercel.comProcesses API requests transiently. No persistent storage of user content. Based in the US.
What we will never do
- Never keep your audio on our servers. Our servers have nowhere to save a recording. The Mac and Windows apps never write one to a file. The privacy page says what Chrome does.
- Never store the text you dictate on our servers. The text version of what you said is used for formatting and then discarded. Notes you choose to keep stay on your device, encrypted, for 30 days.
- Never use your data to train AI. We do not use your voice or your words to train AI models.
- Never sell your data. We have no advertising, no data brokerage, no third-party data sharing beyond the processors named above.
- Never track what you type. Rubil does not take screenshots, and it does not send or keep what is in the field you type in. To paste in the right place, it looks at the app you are in, on your computer. Only a label such as email or chat goes to our server.
Questions?
If you have questions about how Rubil handles your data, email [email protected]. We'll give you a straight answer.