Privacy Policy — DM Notes
Last updated: 2026-05-26 Effective: Upon installation of the app
This Privacy Policy explains how DM Notes ("the app", "we") handles your information. We've kept the app intentionally privacy-light — we collect as little as possible and store almost everything on your device.
TL;DR
- We don't have user accounts. There is no sign-up, no email collection.
- Your campaigns, NPCs, notes, characters, and recordings live on your device by default.
- If you sign in to iCloud, Apple syncs your campaign data between your own Apple devices through your own private iCloud storage. We never see it.
- Voice recordings stay on the device that recorded them — they are NOT synced.
- AI features (Pro tier) send the specific text or audio you trigger to a Cloudflare Worker we operate, which proxies the request to OpenAI. Neither we nor OpenAI retain your request beyond the standard API processing window.
- Purchases are handled by Apple's In-App Purchase system. We see only the StoreKit transaction ID — never your credit card or Apple ID.
What data the app collects
Stored on your device only
- All campaigns, NPCs, locations, plot threads, sessions, characters, encounters, and their associated notes.
- Voice recordings of sessions you record (m4a files in your app's Documents folder).
- App settings and preferences.
Synced via your private iCloud (only if you have iCloud enabled in iOS Settings)
- All campaign data above (excluding voice recordings — those are too large for iCloud's free quota).
- Image attachments (NPC portraits, location maps) you've added.
This sync uses your personal iCloud private database. We do not have access to it.
Sent to our Cloudflare Worker (only when you trigger an AI Pro feature)
| Feature | What we send | Where it goes |
|---|---|---|
| AI session summary | The m4a audio file OR the typed notes of that session | OpenAI Whisper + GPT-4o-mini |
| AI NPC portrait | A text prompt assembled from name + role + traits you entered | OpenAI gpt-image-1 |
| AI name suggestions | System (D&D 5e etc), role, optional traits text | OpenAI GPT-4o-mini |
| AI backstory / session prep / tactical tip / random encounter | The specific fields shown in the form before you tap Generate | OpenAI GPT-4o-mini |
Our Worker logs only request metadata (path, status code, timestamp) for operational debugging — it does NOT log the content of your prompts or responses. OpenAI retains API requests for 30 days for abuse monitoring under their standard policy; we do not use their training-data opt-in.
Handled by Apple, never reaches us
- Your name, email, Apple ID, or any account credentials.
- Your credit card or payment details.
- The fact that you subscribed (we receive a StoreKit transaction receipt with an anonymous identifier; we do not link it to any other data).
Permissions the app requests
Microphone access — required only when you tap "Record session". You can revoke it at any time in Settings → DM Notes.
Photo library access — required only when you tap "Choose from photos" on an NPC portrait or location map. Used to read the image you pick. We do not access any photos you do not select.
iCloud (CloudKit) — used if you have iCloud enabled at the OS level. Sync data goes only to your private iCloud database.
Notifications — optional. Used if you set up weekly session reminders during onboarding. We send no marketing or push notifications.
Children's privacy
DM Notes is not directed at children under 13. We do not knowingly collect any information from children. The app is rated 12+ on the App Store for mild fantasy violence in D&D rules content.
Data retention and deletion
- On your device: uninstalling the app removes all local data.
- In iCloud: uninstalling does not automatically remove iCloud-synced data. To delete, go to Settings → Apple ID → iCloud → Manage Account Storage → DM Notes → Delete Data.
- Subscription records: managed by Apple. Cancel anytime via Settings → Apple ID → Subscriptions.
- AI request transit logs at Cloudflare: retained for 7 days, no PII.
To request deletion of anything we may hold (we hold almost nothing), email support@dmnotes.app.
Third-party services we use
- Apple StoreKit / iCloud / TestFlight — Apple's privacy policy applies: apple.com/legal/privacy
- Cloudflare Workers — operates our backend proxy: cloudflare.com/privacypolicy
- OpenAI API — processes AI features: openai.com/policies/privacy-policy
We do not use third-party analytics, advertising SDKs, or trackers.
Your rights
You have the right to:
- Access what data we hold about you (almost nothing — see "Data retention" above)
- Request correction or deletion
- Withdraw consent for AI features (downgrade to free tier in Settings)
- Lodge a complaint with your local data protection authority
Email support@dmnotes.app for any of the above.
Changes to this policy
We'll update this page when we change anything that affects your privacy. The "Last updated" date at the top is the canonical version date. Material changes will be announced via an in-app notice on the next app launch after the change ships.
Contact
DM Notes Email: support@dmnotes.app Issues: https://github.com/dmnotes-app/issues (or your repo, if open-sourced)