holotextPrivacy Policy
Holotext is a personal knowledge agent: you connect your own mail, drives, notes and files, and Holotext answers your questions from them, with sources. This policy explains what data Holotext handles, why, where it is kept, who can see it, and how you remove it. It covers the Holotext apps for Mac and iPhone, holotext.ai and the Holotext service behind them.
Holotext is operated by Jakub Bareš (“Holotext”, “we”, “us”), who is the controller of your personal data. Contact: privacy@holotext.ai.
The short version. Your data is used for one thing: to answer your own questions. It sits in an index of its own for your account, is never sold, never used for advertising and never used to train AI models. Nobody else sees it unless you share a part of it on purpose. You can disconnect any source and have everything deleted.
1. What we collect
Your account
You sign in with Google. We receive your name, email address, profile picture and Google account identifier, and use them to identify you, to show who you are in the apps, and to let people you share with recognise you. Holotext is invite-only; we keep a record of who invited you and when your account was activated.
The sources you connect
Nothing is read until you connect it. Depending on what you connect, Holotext reads:
- Gmail (read-only): your email messages and their attachments.
- Google Drive (read-only): your files and their contents.
- Notion: the pages and databases you share with your Holotext integration.
- Folders on your Mac: the documents in the folders you choose, including folders that the iCloud Drive, Google Drive, OneDrive or Dropbox apps keep on your Mac.
- Apps on your Mac, if you turn them on and allow macOS access: Messages, Notes, Reminders, Calendar, Safari bookmarks, browser history, and Claude Code session transcripts.
Your use of Holotext
The questions you ask and the answers you receive, feedback you give on results, the shares you create and accept, and device tokens for push notifications. We also keep operational logs (errors, timings) to run and fix the service.
2. How we use it
- To build your index. Connected content is copied, its text is extracted, split into passages and turned into numeric representations (“embeddings”) so it can be searched by meaning.
- To answer your questions. When you ask, we search your index and give the most relevant passages to an AI model, which writes an answer that cites them.
- To act when you ask it to. For example, sending an email reply you wrote or approved, from your own account, only when you tell Holotext to send it.
- To share what you choose to share (see section 4).
- To keep the service working and secure: detecting failures, abuse and security incidents.
We do not sell your data, use it for advertising, build advertising profiles, or use it to train or improve AI models, ours or anyone else's.
3. Data from Google
Holotext requests read-only access to Gmail (gmail.readonly) and Google Drive
(drive.readonly) only so that the messages and files of the account you connect can be searched
and cited in answers to your own questions. If you turn on replying to email from Holotext, it also asks for
permission to send email (gmail.send), which it uses only to send a reply you have written or
approved, at the moment you tell it to.
Holotext's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
In particular:
- Google user data is used only to provide the features you see in Holotext: search, answers and the sharing you set up.
- It is not transferred to anyone, except as needed to provide those features (the service providers in section 5, which process it only on our instructions), to comply with law, or as part of a merger or acquisition with notice to you.
- It is never used for advertising, never sold, and never used to develop, improve or train generalized AI or machine-learning models.
- No person reads it, unless you ask us to (for example for support), it is needed for security purposes such as investigating abuse, it is needed to comply with law, or it is aggregated and anonymised for internal operations.
You can remove Holotext's access to your Google account at any time at myaccount.google.com/permissions; syncing stops immediately. To delete what was already indexed, see section 7.
4. Sharing you control
Holotext lets you lend a part of your context to another Holotext user — for example one folder, or everything about one project. You choose what is shared and with whom; the other person accepts before anything is visible to them; they see answers drawn only from what you shared; you can see what they looked at, and you can revoke the share at any time. Nothing is shared unless you create a share.
5. Where your data is kept, and who processes it
Your index, the copies of your documents it is built from, your settings and your stored connection credentials are kept on Amazon Web Services in the United States (us-east-1), separated per account. AI processing runs in Amazon Bedrock in the same region; under Amazon's terms, Bedrock does not store your prompts and outputs for its own use, does not use them to train models, and does not share them with the companies that make the models.
| Service provider | What it does for Holotext |
|---|---|
| Amazon Web Services (USA) | Hosting, storage, search index, AI models (Amazon Bedrock), encrypted storage of connection credentials |
| Sign-in; the Gmail and Drive data you connect is read from Google | |
| Notion | The Notion content you connect is read from Notion |
| Apple | Push notifications to your iPhone (Apple Push Notification service) |
If you are in the European Economic Area, the United Kingdom or Switzerland, your data is transferred to the United States under the safeguards those providers offer, including the EU Standard Contractual Clauses.
On your devices
The Mac app keeps your Google sign-in in the macOS Keychain. Files, messages and notes on your Mac are read on the Mac by Holotext's sync helper, which sends their text to your index; macOS asks for your permission (Full Disk Access, Calendars, Reminders) before anything protected is read, and you can withdraw it in System Settings.
6. How we protect it
Data travels encrypted (TLS) and is encrypted at rest. Every request is tied to your signed-in Google account, and each account can reach only its own index and what was explicitly shared with it. Stored credentials (Google, Notion) are kept in AWS Secrets Manager. Access by our own staff is limited to what running and securing the service requires.
7. How long we keep it, and deleting it
Indexed content is kept while the source stays connected, so that your answers stay complete. Pausing or disconnecting a source stops new data from being read; what was already indexed stays searchable until you ask us to delete it. Stored credentials are deleted when you disconnect the source.
To delete a source's data or your whole account, write to privacy@holotext.ai from the email address you sign in with. We delete your index, document copies, credentials and settings within 30 days, and confirm when it is done. Operational logs (errors and timings, not your documents) are kept only as long as needed to run and secure the service.
8. Your rights
You can ask for a copy of your data, its correction or deletion, restriction of or objection to its processing, and its export in a portable format. We process your data to provide the service you asked for (performance of a contract) and, for security and operations, on our legitimate interest in running a safe service. If you are in the EU, you may also complain to your data protection authority; in the Czech Republic that is the Office for Personal Data Protection (ÚOOÚ, uoou.gov.cz).
9. Children
Holotext is not meant for children under 16 and we do not knowingly collect their data.
10. Changes
If we change this policy, we will update the date at the top, and tell you in the app or by email before a material change takes effect.
11. Contact
Questions or requests: privacy@holotext.ai.