Last updated: 27 September 2026
1. Who we are
KaigiFlow is made by Sangei AI Limited (神機智能有限公司), a company incorporated in Hong Kong ("Sangei AI", "we"). This policy explains what happens to your information when you use:
- the KaigiFlow apps for Mac, iPhone and Apple Watch;
- the Sangei Cloud services that support them;
- the website kaigiflow.com.
Questions and requests: support@kaigiflow.com.
2. What stays on your device
Meetings are recorded and processed on your device. The following stay on your device unless you export them or use a feature described in section 3:
- your recordings, transcripts and translations;
- recaps and reports made on your device;
- the voice profiles KaigiFlow learns to recognise speakers;
- participant lists and the photos you take for them.
You can delete a meeting or a voice profile in the app at any time.
On the on-device plan, nothing about your meetings leaves your device. The app still downloads the speech and translation models it needs (section 4).
3. What leaves your device, and only when you use these features
Sangei Cloud translation.
- Each line's text, and the languages you chose, go to our service (run on Cloudflare), then to MiniMax, the AI provider that writes the translation.
- We do not store the text. We keep counts of lines and usage for your allowance and billing, never the content.
- Audio is never sent for translation.
Your own provider key. If you enter your own key for an AI provider, the text goes directly from your device to that provider under your agreement with them. We do not receive it.
Re-read and imports. A recording is uploaded to our service only in two cases: you tap Re-read on a saved meeting, or you choose Sangei Cloud when you import a recording. It is transcribed by our own speech server or by Cloudflare's speech service. Neither the audio nor the new transcript is kept after the job ends. If you choose "On this iPhone only" when importing, nothing about that recording leaves your device.
Cloud reports.
- When you ask for a report on a cloud plan, the transcript is sent to our service and the report is written by MiniMax.
- The job, including the transcript and the result, is deleted as soon as your device collects it, and at the latest 24 hours after it started.
Names and participant lists. On a cloud or own-key plan, the app can suggest a meeting title and speaker names, and read a participant list or business card from a photo. For these, the text or the photo you choose is sent to the AI provider. Only use photos of lists or cards you are entitled to share.
Your own Mac and your own iCloud. Two features move your information only between things that are yours, and none of it passes through Sangei AI:
- "Re-read on my Mac" sends a meeting's recording from your iPhone to your paired Mac, over your own network.
- If you turn on iCloud sync, your transcripts, reports and speaker names sync through your iCloud account, which Apple runs under its own terms. Recordings stay on the device that made them.
4. Downloads
The app downloads speech and translation models from Hugging Face or from our mirror at models.kaigiflow.com. On macOS and iOS 26, Apple's own speech models are downloaded by Apple's system services. Like any download, these requests reveal your IP address to the server that answers them.
5. Accounts and purchases
When you create an account or buy a plan, we keep:
- your email address;
- the identifier from Sign in with Apple or Google, if you use one;
- your plan, subscription status and cloud allowance;
- for each device you activate: its name, its platform and an installation identifier. A licence allows three devices.
Purchases:
- Payments are processed by Stripe. We receive the payment status, never your card number.
- If you buy through the App Store, Apple processes the payment.
Sign-in links are emailed through Resend.
6. The website
kaigiflow.com uses no cookies, analytics or advertising trackers. It is served by Cloudflare. To deliver pages and protect the site, Cloudflare processes technical information such as your IP address and browser type, and keeps it in its logs for a limited period.
7. The beta list
If you join the beta list, we keep:
- your email address;
- the language of the page you signed up from;
- the time you gave consent.
We use it only to invite you to the KaigiFlow beta and to send you beta news. We do not sell it or share it for anyone else's marketing.
You can leave the list at any time with the form on the download page or by writing to support@kaigiflow.com. We delete the list within 30 days after the beta ends.
8. Who processes information for us
- Cloudflare: hosting, our service, storage, email routing, speech recognition for Re-read.
- MiniMax: translation, reports, title and name suggestions, reading participant lists.
- Resend: sign-in emails.
- Stripe: payments.
- Apple: Sign in with Apple, the App Store, speech models.
- Google: Sign in with Google.
- Hugging Face: model downloads.
Each processes information only to provide its part of the service, under its own terms and security commitments.
9. International transfers
Our providers operate servers outside Hong Kong. Information sent to them may be processed in other countries or regions. We choose providers that protect the information they process and send them only what the feature needs.
10. How long we keep things
| What | How long |
|---|---|
| Translation text on Sangei Cloud | Not stored |
| Re-read audio and transcript | Not kept after the job |
| Cloud report job | Until your device collects it; at most 24 hours |
| Account, devices, plan | While your account exists; deleted within 30 days after you ask us to delete it, except billing records we must keep by law |
| Beta list | Until you leave it, or 30 days after the beta ends |
11. Your rights
You can ask us to:
- give you a copy of the personal data we hold about you;
- correct it;
- delete your account and its data;
- stop using it for the beta list.
Write to support@kaigiflow.com from the email address on your account or list. We will answer within 40 days, as Hong Kong law requires.
If you are unhappy with our answer, you can complain to Hong Kong's Privacy Commissioner for Personal Data, or to the data protection authority where you live.
12. Recording other people
KaigiFlow records the meetings you choose. You are responsible for telling the other participants and getting any consent the law requires where you and they are. The app shows that it is recording while a meeting runs.
13. Children
KaigiFlow is not directed at children under 13, or under 16 in the EU and UK, and we do not knowingly collect their data.
14. Security
Information travels encrypted between your device and our service. We keep our service's logs free of meeting content and hash the network addresses we use against abuse.
15. Changes
We will post any change to this policy on this page with a new date. If a change affects what leaves your device, we will say so in the app before it applies.