Security & data handling
This page exists to be forwarded. If someone at your company has to sign off before your reps put customer conversations into an app, these are the answers they'll want, without having to read a privacy policy end to end — though the full policy is the canonical document and wins wherever the two differ.
The short version
| Where data is stored | The United States — AWS us-west-2 (Oregon), via Supabase (managed Postgres, file storage and authentication). |
|---|---|
| In transit | HTTPS/TLS on every connection between the app and our servers, and between our servers and every processor listed below. |
| At rest | Managed encryption at rest through our hosting provider's storage layer. |
| Access control | Row-level security in the database. Every row is readable only by the account that owns it — and, in a shared workspace, by that workspace's members. It is enforced by the database, not by the app. |
| Sign-in | Email sign-in, Sign in with Apple, or Google Sign-In. We never store a password of your choosing. |
| Secrets | Server-side API keys are never shipped inside the app. Every call to a third-party API happens on our servers. |
| Payments | Stripe. Checkout opens in the browser and card details go straight to Stripe — we never see or store them. We keep subscription status, seat assignments and Stripe's identifiers. |
| Location | Used, with permission, for map features and for filing a note to the account it was recorded at. Never sold, never used for advertising, no movement history. Full breakdown in Location. |
| Advertising & analytics | None. No ad SDKs, no analytics brokers, no advertising identifiers. |
| Training data | Your notes are never used to train AI models, ours or anyone else's. |
| Deletion | Self-serve and immediate, from inside the app. See Retention & deletion. |
What a workspace member can see
A category is private to the person who made it until they deliberately share it or accept an invitation. Inside a shared workspace, notes, companies, contacts and places are visible to that workspace's members — that is the point of it — and each member's email address and display name are visible to the others.
Territories are organization, not access control. Territory assignments change what a rep sees day to day, but every member of a workspace can reach that workspace's data. If your requirement is that reps cannot see each other's accounts at all, Warp Notes does not meet it today, and we'd rather tell you here than after you've bought seats.
One deliberate exception runs the other way: when the AI isn't confident a note belongs in a shared workspace, the note stays private to the person who recorded it until they confirm where it files. A misheard company name doesn't publish someone's note to the team.
Location
Warp Notes is a tool for people who drive to customers, so it does use your device's location — always behind the operating system's own permission, and never requested merely because you opened a screen. A prompt always follows something the user tapped. Here is every use, and whether it reaches our servers.
| What | Permission | What we receive |
|---|---|---|
| Where a note was recorded | While using the app, if already granted | Coordinates, saved on that note. Used to file it — to search for places near you, and to recognize when the rep was standing at one of your own accounts. |
| Your dot on the map, and “Near me” | While using the app | Nothing. Computed on the device. |
| Ordering accounts for map pinning | While using the app, if already granted | A two-letter US state code (“UT”), derived on the device, so the nearest accounts get pinned first. No coordinates. |
| Arrival alerts (optional) | “Always”, and only after the user turns the feature on | That a stop was reached — which stop, arrival or departure, and how long they stayed. Not where they were. The watching itself runs on the device. |
What we don't do with it: we don't sell or share location, we don't use it for advertising, and we don't build a movement history. There is no “where were my reps at 3pm” view, because we don't keep the data that would answer it — a note carries where it was recorded, and that's the extent of it.
Arrival alerts are off until someone switches them on, and switching them off stops the watching. Background location is used for that feature and nothing else.
What never leaves the device
- Your calendar. Calendar sync writes events to the device calendar you choose and stores only the event identifiers. Calendar contents are never uploaded, and questions about your calendar are answered on the device itself.
- Your address book. Importing a contact sends only the single card you picked. On iOS the picker runs outside the app entirely, which is why no contacts permission is ever requested. The app never reads an address book in bulk or in the background.
- Reminders. Scheduled locally by the phone. There is no push notification server, so there is no server-side record of what you're being reminded about or when.
- Your outgoing email. A drafted email opens in your own mail app, already written. Warp Notes holds no mail credentials and cannot send mail as you.
- Recent searches. Stored on the device only.
Subprocessors
These are every third party that touches customer data, and what each one receives. There are no others.
| Processor | Purpose | What it receives |
|---|---|---|
| Supabase | Database, file storage, authentication | All stored data — audio, transcripts, derived records, account identity |
| OpenAI | Transcription, summarizing, extraction, answering | Recording audio and note text. Per OpenAI's API policy, data sent through the API is not used to train their models. |
| Google Places | Resolving a place or address the app spotted in a note | The place or business name being looked up. Never your notes. |
| ipapi.co | Estimating your city so place results are local, only when you haven't set a home base in Settings | Your IP address, once per lookup. Never your notes. |
| Resend | Delivering the optional Field Report activity email | The recipient's address and the message content |
| Stripe | Subscriptions and per-seat billing | Payment details, which go to Stripe directly and never through us |
What we don't do
- We don't sell data. Not to anyone, in any form, including aggregated or de-identified.
- We don't share notes beyond the processors above. The only people who ever read your notes are you and the members of workspaces you deliberately record into.
- We don't train models on your notes.
- We don't listen in the background. Recording starts when someone taps the mic and stops when they stop. The app deliberately ships without the iOS background-audio capability, which is a commitment we made to Apple in review, not just a setting.
- We don't record phone calls.
Retention & deletion
Data is kept until you delete it. Notes, groups and whole categories can be deleted at any time, and the audio files go with them. An entire account and all its data can be destroyed from Settings → Delete account & all data; deletion is immediate and irreversible.
There is one exception, and it's the one a manager usually wants: records contributed to a shared workspace stay with that workspace after the contributor deletes their account — the same as leaving a shared drive. Those records keep the person's name as plain text so the team can see who added what, but they are no longer connected to any account. The departing person's login, private categories, recordings, reminders and billing details are all destroyed, and nothing left behind can be used to identify or contact them through Warp Notes.
Certifications — what we have and what we don't
Warp Notes is not SOC 2 certified, and we don't offer a BAA or claim HIPAA suitability. Appomatix is a small company and those are audits we haven't done yet. If your procurement process requires either one, we won't pass it today.
What we can offer instead is specificity: the list above is the complete set of subprocessors, the access model is enforced in the database rather than by application code, and we'll answer a security questionnaire honestly and quickly. If something on this page isn't enough detail, ask — a real person replies.
Reporting a problem
If you believe you've found a vulnerability, email Jacob.Metcalf@appomatix.com with enough detail to reproduce it. We'd rather hear about it directly, and we won't take any action against someone reporting in good faith. Please don't access or modify data belonging to anyone other than an account you control while testing.
Questions this page doesn't answer: Jacob.Metcalf@appomatix.com. The privacy policy is the authoritative document; the terms of service govern use of the app.