Names & Notes · Help & Support

For the Names & Notes iOS app · Requires iOS 18 or later · iPhone portrait mode only

Getting Started

• Can I use it without signing in? You can manually record, view, compare, import and export. Apple or Google sign-in is used for cloud sync and transcription. AI text analysis requires a separately configured key.
• How can I learn the features? Settings → Interactive Tutorial highlights controls on your own screens and guides you through the workflow. Settings → Explore Demo opens a separate library with 3 groups and 8 fictional people, without affecting your real data.
• Is demo data uploaded? No. The demo uses a separate in-memory library and leaves no data behind when you finish.

AI and Voice

• Why do I need my own key? The assistant uses an API key you obtain yourself (DeepSeek by default). Your data goes directly from your device to the selected provider, and you pay the provider directly. We add no markup and do not need to hold your key.
• Where do I configure it? In Settings → AI Connection, enter your key and enable AI analysis. The key is stored only in your device's Keychain.
• What works without a key? Manual records, backups, importing and comparing people remain available. Automatic organization and decision analysis need a DeepSeek key. Recording needs only microphone permission, not sign-in or a key. Transcription uses Cloudflare Workers AI and requires a valid sign-in and separate consent to data processing, but does not need a DeepSeek key. Sending the transcript to AI for organization still needs a key.
• Who receives images and video? Text organization, images and video frames go to DeepSeek V4.1 Flash by default, using your DeepSeek key. Text-only decision analysis also uses DeepSeek. You can optionally configure another image AI service in Settings → AI Connection; requests that include images then go to that service. The app shows the recipient and asks for consent before enabling it. Changing the recipient requires consent again. Only extracted video frames are analyzed, not sound. Related text and profiles are included with the images for analysis.
• Does AI cost extra? The app has no subscription or in-app purchases. When you use your own key for text or image services, the relevant provider charges your personal account for usage. Check its pricing and data protection policy first.
• How long can a recording be? Each recording can be up to 3 minutes. The transcript appears in an editable input field for you to review before sending.
• Are recordings saved? Recordings stay on the device after transcription so you can check them. They are removed after you send and the text message is saved, or when you delete the recording yourself. Deleting a conversation, removing conversations during a restore, or clearing data removes the associated recordings. JSON backups contain no audio. Failed cleanup can be retried in Settings. Failed or interrupted transcription can be retried in the original conversation. The app backend does not write audio to archive storage or business logs.
• What if I reach a transcription limit? Retry after the time shown, or type instead. The default limit is 6 requests per account per calendar minute and 120 per day, measured in UTC and shared across devices. A failed processing call still counts as an attempt. The server may adjust these limits. Your recording is kept.

Data and Sync

• What if I get a new phone? Use the same sign-in provider and account on both devices. Cloud data is downloaded automatically after sign-in. Apple and Google sign-ins are treated as separate accounts, so do not use different providers on the two devices.
• What does “Sync Changes Need Review” mean? Two devices edited the same record, or the need limits were exceeded. Review each change before it uploads. Your local changes are kept while you review.
• What happens offline? Edits stay on the device and upload when the connection returns. Signing out does not delete cloud data.
• What if my sign-in expires, or I switch accounts? Expired authorization pauses sync; you can still view and export local data. The cache belongs to the original account even after sign-out. Use that account to resume sync. To switch, open Switch Account / Clear Old Cache, export a backup and confirm local cleanup. The original account's cloud data stays, and the old cache is not moved automatically to a new account. You must also handle the old cache after deleting and recreating the same account.
• How do I back up? Settings → Export Full Backup creates a readable JSON file. Before a restore, the app automatically backs up the current archive. You can export that copy from View Automatic Backups Before Restore.
• How is clearing data different from deleting an account? Clearing data removes local recordings but keeps the account and automatic backups. Backups contain no recordings, and cloud data changes only after a successful sync. Account deletion also clears local automatic backups, recordings and credentials. Failed deletion can be continued. Files you exported yourself are unaffected. See the privacy policy for retention details.

Privacy and Security

• Enable Settings → Face ID / Passcode Lock to lock the app automatically when it goes into the background.
• API keys are excluded from backups and Names & Notes’ cloud sync archive. They are sent to the corresponding AI provider to authenticate requests.
• In Settings → AI Connection, turn off Enable AI Analysis, choose Revoke Image and Video Sharing Consent, or turn off Allow Cloudflare Transcription to stop future sharing for the relevant feature.
• Read the full Privacy Policy.

Known Limits

• iPhone portrait mode only; there is no iPad version yet.
• Up to 10 screenshots per bulk import; backup files must be no larger than 100 MB.
• Each person can have up to 10 active needs, including 3 core needs. The notes list has no item limit.