Privacy
Privacy policy
The short version
Octadock is a local-first desktop app. Your screenshots, recordings, OCR text, clipboard history, and app history are stored on your PC and are never uploaded by Octadock. The only personal data we hold on a server is what the license service needs to sell you a license and let you activate it. That data, and every network call the app can make, is enumerated below.
What the desktop app stores (all local)
The following live only on your computer, in your local Octadock data. Octadock does not transmit them:
- Screenshots and screen recordings you capture.
- Annotations and
.octadockproject files you create. - Capture history and the action log (a local SQLite database).
- Clipboard history entries.
- OCR text extracted from images or regions.
- Floating pin positions and app settings.
Deleting these on your machine deletes them everywhere, because there is no copy on our side.
What the license service stores
When you buy a license and when you activate it, the Octadock license service records the fields below. This is the complete list of personal data we hold on a server:
| Field | Why we store it |
|---|---|
| License key | The credential that unlocks the app and identifies your purchase. |
| Purchase email | To deliver your key and let you look up or recover your license. |
| Stripe customer ID | Links your license to your payment record for support and refunds. |
| Stripe Checkout session ID | Lets the confirmation page show your key right after payment. |
| Stripe payment-intent ID | Ties a specific payment to a specific license for reconciliation and refunds. |
| Device hashes / machine hash | A one-way hash derived from a machine identifier, used to count and manage your 3 device slots. It is not your hardware serial and cannot be reversed into it. |
| Activation timestamps | When each device activated, so device-limit and update-window logic works. |
| Audit log | An append-only record of license changes (issue, activate, deactivate, revoke, reinstate) for support and dispute handling. |
We do not store your captures, your OCR text, your clipboard, your dictation audio, or your app history on the license service. Those never reach it.
Network egress table
This is every outbound network call Octadock can make. If a row is not here, the app does not make that call.
| When | Destination | What is sent | Default |
|---|---|---|---|
| First time you use dictation | Hugging Face (model host) | A request for the speech-model files. No text, no audio. | one-time |
| License activation & entitlement refresh | Octadock license service | Your license key, a device hash, and purchase email. | needed to activate |
| You review and confirm an AI Action | Your selected Codex or Claude CLI, then its configured AI provider | The exact outbound preview shown by Octadock, with common secrets redacted by default. | explicit confirmation |
| You enable cloud dictation | OpenAI (speech-to-text) | Your recorded audio, sent with your own API key. | opt-in |
| You enable cloud voices | ElevenLabs (text-to-speech) | The text to be spoken, sent with your own API key. | opt-in |
Capture, annotation, OCR, read-aloud with the built-in Windows voices, file preview, pins, clipboard history, and the text tools all run without any network call.
Processors we use
Two third parties process data on our behalf:
- Stripe
- Payment processing and the customer record behind your license. Stripe receives your payment details and the email you check out with. We never see or store your full card number.
- FastMail
- Our email provider, on the
mail.octadock.comsubdomain. It handles delivery of your license key and support correspondence, so it processes your email address and message contents.
When you turn on the opt-in cloud features, your chosen provider (OpenAI or ElevenLabs) processes the data you send them under their own terms and bills you directly. They are your providers, not ours.
Retention
- License records (key, email, Stripe IDs, device hashes, activation timestamps, audit log) are kept for the life of the license so activation, updates, support, and refunds keep working, and afterward as needed to meet tax and accounting obligations.
- Support email is kept as long as needed to resolve your request and for a reasonable period afterward.
- Local app data has no server retention because it never leaves your PC; you control it with the app's own history retention settings and by deleting files.
Your rights & contact
You can ask us to access, correct, or erase the personal data the license service holds about you. Because your identity is your license key plus purchase email, that is what we use to find your record. Erasing your license record will deactivate the license.
To make a request, or to ask anything about this policy, email support@octadock.com.