Privacy Policy

Introduction

Elephas is provided by Liberation Softwares LLP ("Elephas," "we," "us," or "our"). This Privacy Policy applies to Elephas for Mac and Windows, to your Elephas account, and to our website at elephas.app. We want you to understand exactly how your data is handled.

If you use the earlier Elephas app for Mac and iOS, the section Earlier Elephas app for Mac and iOS near the end of this policy describes how that app handles your data. The rest of this policy describes the current Elephas for Mac and Windows.

How Your Data Flows

Stored on your computer

Your documents stay stored on your computer. Elephas keeps its index of your documents and your chats in an encrypted database. The encryption keys are kept in the macOS Keychain on a Mac and in Windows Credential Manager on a Windows PC.

Search is built on your computer. Adding documents to a Brain (your private collection of documents) does not upload them to Elephas servers. If you turn on sync, an encrypted copy is stored on our servers as described under "Sync" below.

When you ask a question

You choose which AI answers your question. There are three routes, and what leaves your computer depends on the route.

On the two cloud routes (Elephas AI and your own API key), what is sent is your question and the passages Elephas selected from your documents to answer it.

Elephas AI runs on open-source models in our own cloud environment. Your prompts and answers are not stored, are not used to train AI models, and are not shared with the model makers.

Personal detail protection

Personal detail protection is on by default for the cloud routes. Before a question leaves your computer, Elephas hides personal details such as names, email addresses, and phone numbers, then puts them back in the answer. You can see what was hidden under every answer. You can also add your own protected names for each Brain.

This is detection, not a guarantee. It works best in English and it can miss things. Check what was hidden when it matters.

Internet connection

Elephas needs an internet connection to sign in and to confirm your plan. This applies on every route, including the on-computer model.

What We Do Not Do

• ✕ Use your documents, questions, or answers to train AI models
• ✕ Share your content with third parties for marketing
• ✕ Keep your synced data on our servers in a form we can read

For a plain account of what stays on your computer and what leaves it, see how Elephas protects your documents.

Sync and Teams

Sync

Sync is available on the Professional and Team plans. It is off until you turn it on. Sync is end-to-end encrypted. Our servers hold only encrypted data that we cannot read. A new computer must be approved from one you already use.

Teams

On the Team plan, an Owner sets up the Team, invites members by email, and shares Brains with them. For a Team:

• Our servers can see: member names and email addresses, roles, and connected devices.
• Our servers cannot see: Brain names, file names, document content, chats, or encryption keys.
• Each member's chats are private to them. The Owner and Admins cannot read them.
• Admins do not automatically get the content of a Brain. The Owner can add themselves to a Brain, and that is recorded.
• Team members ask with Elephas AI. The Owner sets the Team's AI policy, including whether personal detail protection is required.

When the Owner sets up a Team, they save a recovery file and code. Keep the recovery file safe. It is the only way back in if you lose your devices. We cannot recover it for you.

What Information Do We Collect?

Personal Information

We may collect personally identifiable information, such as your name, email address, and contact details when you voluntarily provide it to us through:

• Account registration and sign-in
• Buying a plan or setting up a Team
• Customer support communications
• Newsletter subscription, or asking us to email you the download link
• Feedback and survey responses

Your Content and Data

Account and Plan Information

To run your account we keep information such as your plan, your trial status, the computers signed in to your account, and how much of your plan's included AI usage has been used. For a Team we also keep member names and email addresses, roles, and seat information.

These records include your name and email address from sign-in, your plan, subscription, and trial status, the name and operating system of each computer signed in to your account, and security events such as a computer being approved or removed. AI usage is recorded as amounts, counts, and times, never your questions, answers, or documents. If you use sync, we also keep the identifiers and sizes of your encrypted sync data, which we cannot read.

Usage Reports

Elephas sends anonymous usage and failure reports to help us fix problems. They never include your documents, questions, answers, or file names. You can turn them off.

Usage reports are on by default. You can turn them off on the Welcome screen when you first open Elephas, or at any time in Settings. They also never include the names of your Brains.

Website Information

When you visit elephas.app, our website analytics tools and chat widget may automatically collect technical information such as:

• Device information (operating system, version, device type)
• Pages visited and actions taken on the website
• General location information (city, country)

Our website uses cookies. The tools we use on the website are listed under "Service Providers" below.

How Do We Use This Information?

We use the information we collect for legitimate business purposes, including:

• Providing, maintaining, and improving our products and services
• Processing subscriptions and managing your account
• Communicating with you about updates, support, and product information
• Analyzing usage patterns to enhance user experience
• Protecting the security and integrity of our services
• Complying with legal and regulatory requirements

Service Providers

We use other companies to run parts of Elephas. Each one receives only what it needs for its job.

For the Elephas app and your account

• Account sign-in: WorkOS. Sign-in happens in your browser. WorkOS handles your email address and sign-in details.
• Payments: Dodo Payments. Checkout is hosted by Dodo Payments in your browser. Dodo Payments handles your payment information, and we do not store your credit card details on our servers.
• Encrypted sync storage: Cloudflare (R2 storage). Stores the end-to-end encrypted data for sync. It cannot read that data, and neither can we.
• Account records: Supabase, which hosts the database that holds the account, plan, and computer records described above.
• AI model routing: the Elephas gateway, which forwards Elephas AI requests to the AI model. Hosting for the gateway: Cloudflare.
• AI processing for Elephas AI: Amazon Web Services, our cloud hosting provider. Elephas AI runs on open-source models in our own cloud environment. Your prompts and answers are not stored, are not used to train AI models, and are not shared with the model makers.
• Anonymous usage reports: PostHog, in the European Union. Receives the anonymous usage and failure reports described above, unless you turn them off.
• Account and service email: WorkOS. Sends emails about your account, such as Team invitations.

If you use your own API key

You can connect your own account with OpenAI, Claude, Gemini, Groq, Mistral, xAI, DeepSeek, OpenRouter, Together AI, or any OpenAI-compatible endpoint. Requests go straight from your computer to the provider you chose, under that provider's own terms and privacy policy. We recommend reviewing them if you have concerns about how that provider handles your data.

For our website

• Website analytics: Google Analytics, Meta Pixel, Microsoft Clarity, and Plausible. These help us understand how the website is used.
• Chat widget: Crisp. Handles the messages you send us through the chat on our website.
• Newsletter and download link emails: MailerLite. Stores the email address you give us on the website and sends those emails.

Data Storage and Security

Security Measures

• An encrypted database on your computer for the index of your documents and your chats
• End-to-end encrypted sync, where our servers hold only encrypted data that we cannot read
• Personal detail protection, on by default for the cloud AI routes
• Encryption in transit for network communication
• Updates that ask before they install and are verified before they are applied

What We Do Not Claim

Elephas does not hold security certifications today. It is not a substitute for your own professional or regulatory obligations. Detection of personal details can miss things. No method of storage or transmission is completely secure.

Your Rights and Choices

Data Control

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate personal information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Objection: Object to our processing of your personal information

To use any of these rights, email support@elephas.app. We cannot give you a readable copy of end-to-end encrypted sync data, because we cannot read it.

Opt-Out Options

• Turn off usage reports on the Welcome screen or in Settings
• Use the on-computer model, so that nothing is sent anywhere when you ask
• Leave sync turned off
• Unsubscribe from marketing communications
• Delete your account and associated data

Children's Privacy

Elephas is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

International Users

Elephas is available to users worldwide. If you are located outside of the United States, please be aware that information we collect may be transferred to and processed in the United States and other countries where our service providers operate.

Elephas AI requests are processed by Amazon Web Services in the United States. The Elephas gateway runs on Cloudflare's global network, so each request is handled in a Cloudflare data center, usually one near you. Anonymous usage reports are stored by PostHog in the European Union. Your encrypted sync data is stored by Cloudflare and your account records by Supabase.

Depending on where you live, data protection laws such as the General Data Protection Regulation (GDPR) for European users may give you rights over your personal information, including the rights listed above. Contact us to use them.

Earlier Elephas app for Mac and iOS

This section applies only to the earlier Elephas app for Mac and iOS, which existing customers continue to use. It does not describe the current Elephas for Mac and Windows. In this section, "Elephas" means the earlier app, and "Super Brain" is that app's name for a collection of your documents. More information for existing customers is at elephas.app/classic.

Storage (Always Local)

Your files, documents, and Super Brain content are stored on your Mac. We never upload or store your files on Elephas servers.

Indexing Your Content

When you create a new Super Brain, the earlier app uses local processing by default.

At Query Time

What We Never Do

• ✕ Store your files on Elephas servers
• ✕ Use your data to train AI models
• ✕ Share your content with third parties for marketing
• ✕ Access your documents without your action

Your Content and Data

Your files stay on your Mac. With local indexing, no data leaves your device during setup. When using cloud AI for queries, only relevant excerpts are sent to the AI provider, never your full documents. Use offline mode for complete privacy. We never see, store, or have access to your actual documents, notes, or generated content.

AI Service Providers

The earlier app integrates with various AI services based on your configuration:

• OpenAI: For GPT-3.5, GPT-4, and other OpenAI models
• Anthropic: For Claude models
• Google: For Gemini models
• Local Models: For offline AI processing

Your content is sent directly to these services according to their respective privacy policies. We recommend reviewing their privacy policies if you have concerns about how they handle your data.

Payment Processing

For the earlier app, we use Gumroad to manage subscriptions and process payments. Gumroad handles all payment information securely, and we do not store your credit card details on our servers. You can review Gumroad's privacy policy at https://gumroad.com/privacy. Purchases made through the Apple App Store are handled by Apple.

Technical Information

The earlier app may automatically collect certain technical information to improve our services:

• Device information (operating system, version, device type)
• App usage analytics (features used, crash reports)
• License key for subscription validation
• General location information (city, country)

We use privacy-focused analytics tools to understand how the earlier app is used and to identify areas for improvement. This data is aggregated and anonymized. You can disable analytics collection in app settings.

Storage and Security Measures

Your knowledge base, documents, and Super Brain content are stored locally on your device. With local processing, indexing also happens entirely on your Mac, and no data is sent to external servers during setup. iCloud sync is enabled by default for cross-device access and can be turned off in Elephas Preferences, General.

• Encryption in transit for all network communication
• Local storage with iCloud sync enabled by default (can be disabled)
• Secure API communication with AI providers
• Regular security audits and updates
• No server-side storage of your content on Elephas infrastructure

iCloud and CloudKit

The earlier app uses Apple's iCloud for multi-device sync. When sync is on, two Apple services are used and all of your data stays inside your own Apple iCloud account, never on Elephas servers:

• CloudKit mirrors application data such as your Super Brain definitions, workspaces, and chat records across your Apple devices.
• iCloud Drive syncs the indexed matter-file content so you can query on iPhone or iPad what you indexed on Mac.

A single switch controls both. iCloud sync is on by default and can be turned off in Elephas, Preferences, General. When disabled, nothing syncs and all data stays on the device.

Apple encrypts this data in transit and at rest under your Apple ID. If your account has Apple's Advanced Data Protection enabled, both CloudKit and iCloud Drive data become end-to-end encrypted, and only your devices hold the keys.

Offline Mode

The earlier app supports fully offline operation when using local AI models. In offline mode, no data is transmitted to external AI providers. For the strictest isolation, combine offline mode with disabling iCloud sync.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of any material changes by posting the updated policy on our website and, where appropriate, through in-app notifications or email. Your continued use of our services after any changes indicates your acceptance of the updated policy.