Privacy

Last updated 3 October 2026

Who we are

VerbaNotes is made by Marnix Hazelhoff, Rua Cidade da Horta 29, 3D, Lisbon, Portugal. Questions about privacy: info@verbanotes.com.

What the app does with your meetings

Recording

While a meeting is being noted, VerbaNotes records your microphone and your laptop's sound output as audio files on your laptop. They are deleted once the notes are made, unless you choose to keep them.

Transcription and notes

The recording is turned into text by a speech-recognition model (Whisper) and summarized by a language model, both running on your laptop. Nothing is sent to an online AI service.

Joining the call

To join a Microsoft Teams meeting, VerbaNotes opens an invisible browser on your laptop that joins as a guest named "VerbaNotes". Everyone in the meeting can see it in the participant list. It keeps its microphone and camera off. It notes which participant Teams shows as speaking, so the notes can say who said what.

Sending your notes

The notes are emailed to you through the email account you set up in VerbaNotes. Your email provider handles that message like any other email you send. The full transcript is only included if you turn that on.

Your Microsoft account

When you sign in with Microsoft, VerbaNotes asks for two permissions: to read your calendar (Calendars.Read) and your basic profile (User.Read). It never asks for access to your email. It uses your calendar only to see when your Teams meetings start and to find their join links.

Your calendar is read directly from Microsoft to your laptop. The sign-in token is stored on your laptop, encrypted by Windows. You can sign out from the VerbaNotes menu at any time, or remove the app's access in your Microsoft account settings.

Inviting VerbaNotes by email

[To decide before launch: invitations sent to invite@verbanotes.com pass through our email forwarding (Cloudflare) to a mailbox the app reads. That means meeting invitations do reach a service we run. Describe exactly what is received, how long it is kept, and who can read it, or change the design so it does not.]

Other connections the app makes

• When it is first set up, the app downloads its speech and language models. This sends no meeting data.
• [List any update check or installer download, once those exist.]

The app has no analytics, crash reporting or usage tracking.

Other people in your meetings

VerbaNotes records the voices of everyone in a meeting. You are responsible for telling participants and, where the law requires it, getting their consent. The visible "VerbaNotes" guest helps, but is not a substitute.

This website

This website uses no cookies, analytics or third-party scripts, and loads nothing from other websites. It is hosted by Cloudflare, which processes technical data such as your IP address to deliver the pages and protect them against abuse.

If you email us, we use your message and address only to reply, and delete them when no longer needed. Emails to info@verbanotes.com are forwarded to a Gmail inbox, so Google processes them as our email provider.

Your rights

Because your meeting data stays on your laptop, you control it fully: you can delete recordings, notes and the sign-in at any time. For personal data we do hold (emails you send us), you can ask us to see, correct or delete it at info@verbanotes.com. You can also complain to the Portuguese data protection authority (CNPD) or to the authority in the country where you live.

Changes

If this policy changes, we will update the date at the top of this page.