Privacy Policy

Last updated: 1 November 2026 · Effective: 1 November 2026

This Privacy Policy describes how Omnivia Apps ("we", "us", "our") handles your information when you use any of our mobile applications — including but not limited to OmniaLife, CaddieIQ™, and other apps published under our developer accounts on the Apple App Store and the Google Play Store, and the OmniaLife web app at omnialife-notes.web.app.

This policy is written in plain English. Where Google requires specific verbatim disclosures (notably for Gmail data), those disclosures are reproduced word-for-word.

Quick summary — what you actually need to know:

1. Who we are

Omnivia Apps is the trading name of Omnivia Apps Ltd, a company registered in England and Wales (company number 16592193), registered office 4 Mallard Way, Porthcawl, CF36 3TQ, United Kingdom. We publish on the Apple App Store and the Google Play Store under the name “Omnivia Apps”. For UK GDPR purposes we are the data controller for the personal data described here. You can reach us at omniviaapps@gmail.com.

2. What data our apps collect

The data each app handles depends on the app’s purpose. The following is exhaustive:

2.1 Data you create in the app

This data is stored on your device, in the app’s private storage area. It is only stored online if you sign in to OmniaLife to sync (section 2.4). Some features send the specific item you are working on to a service so the feature can work — AI features (section 3.2, only with your permission) and CaddieIQ’s course maps (section 11) — but that is processing, not storage of your content.

2.2 Data accessed via Google services (only if you connect Google)

If you choose to sign in with Google in OmniaLife, we ask your permission to use specific Google services. Google calls each permission a “scope”; the ones we ask for are:

Google permissionWhat it readsWhy we need it
https://www.googleapis.com/auth/userinfo.email Your primary Google Account email address To identify the signed-in user inside the app and route content to the right Google account.
https://www.googleapis.com/auth/calendar.events Read and write events on your calendars To show upcoming events alongside your reminders, and to create calendar events from voice commands and meeting notes you save.
https://www.googleapis.com/auth/contacts Read, create, and update Google Contacts To show contact details when names appear in your notes (e.g. “meeting with Dave” resolves to Dave’s contact card), and to create new contacts you add inside the app. OmniaLife never deletes your contacts.
https://www.googleapis.com/auth/gmail.metadata Email message metadata only — sender, recipient, subject, date, labels, and the message snippet (~150-character preview). No body content. No attachments. To list recent emails in OmniaLife’s Smart Inbox so you can triage them by sender and subject. To read full body content you tap "Open in Gmail" inside the app, which deep-links to the Gmail app on your device — OmniaLife never reads bodies directly.

The OmniaLife web app can also, only when you click the button that asks for it, request https://www.googleapis.com/auth/drive.file (the specific Google Drive files you pick) and https://www.googleapis.com/auth/photospicker.mediaitems.readonly (the specific Google Photos you pick), to copy those pictures into an item in your notes.

2.3 Account data (apps with sign-in)

Apps that offer a paid subscription or cross-device sign-in — currently OmniaLife and CaddieIQ — create an account with Google’s Firebase sign-in service when you sign in. OmniaLife offers Sign in with Apple or Google. CaddieIQ offers Google, or email and password, and on iPhone also Sign in with Apple; it can also be used as a guest, without giving us any details. Both apps use the same sign-in system, so signing in to both with the same method gives you one account. The account holds:

CaddieIQ also keeps a copy of these details in your account, together with your subscription level and when it ends, so the app knows which features to unlock when you sign in on a new device. If you are signed in with an account (not as a guest), CaddieIQ also keeps in it:

Rounds, shots and GPS history played on the phone, swing videos and health data stay on your device.

MoCaddieIQ has its own optional account, for sharing swings with a coach. What it holds is set out in section 11.

2.4 OmniaLife sync (optional)

If you sign in to OmniaLife, your filing cabinet is kept in step between your phone, your other devices and the OmniaLife web app. To do that, the following are stored in your account on Google’s Firebase cloud service, hosted in London, UK:

Only your signed-in account can access this data, everything travels over an encrypted connection, and Google encrypts it where it is stored. Apart from sensitive fields (see section 4.2), it is not end-to-end encrypted, so technically it is readable by Google’s systems that store it and by us as the operator; we do not look at it except where you ask us to for support, or where the law requires it.

You can delete your account and everything stored online at any time from inside the app: OmniaLife → Settings → Account → Delete my account, or CaddieIQ → Settings → Account → Delete Account. See section 7 for exactly what that removes. Local data on the device is unaffected — use Clear All Data (OmniaLife) or Remove All Data (CaddieIQ) in Settings if you want that too.

2.5 Data we do NOT collect

3. How we use the data

3.1 To provide the app’s features

Data is used solely to make the app’s features work: showing your notes, ringing reminders, displaying calendar events, etc.

3.2 AI processing via Google Gemini

OmniaLife uses Google’s Gemini AI (on Google’s paid business service) to:

We ask first. The first time you use an AI feature, OmniaLife explains what that feature sends and asks for your permission. Nothing is sent to AI unless you allow it, and you can turn AI off at any time in Settings → Smart features → AI features. Everything else in the app works without AI.

When AI processing happens, only what the feature needs (the recording, photo, email preview, question or items involved) is sent over an encrypted connection to our server on Google Cloud in London, which passes it to Google’s Gemini AI and returns the answer to your device. Our server does not keep a copy. Values in fields you mark as sensitive are not sent when you use Ask. Voice-note audio is deleted from your device as soon as it has been transcribed. Because we use Google’s paid service, under Google’s terms the data is not used to train Google’s AI models.

3.3 Limited Use of Google User Data (verbatim disclosure)

Limited Use disclosure (per Google API Services User Data Policy):

OmniaLife’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

3.4 AI assistants you connect yourself (OmniaLife Connect)

OmniaLife lets you connect your own AI assistant (for example Claude) to your account, so you can ask it to add, search and read your Quick Notes. This only happens if you set it up and approve it while signed in. Once connected, the notes your assistant reads or writes pass to that AI provider and are handled under its privacy policy, not ours. Each connection, and a log of what it did, is kept in your account so you can see it, and you can disconnect any assistant at any time in Settings → Connected AI assistants.

4. How data is stored and secured

4.1 On-device storage

All app content (your notes, photos, voice recordings before deletion, calendar caches, etc.) is stored in the app’s private storage area on your device. Other apps cannot read it. If you sign in to OmniaLife, a synced copy is also held in your account as described in section 2.4; otherwise we do not back it up to our servers.

4.2 Sensitive fields

Fields you mark as sensitive (passwords, card numbers, account numbers and similar) get extra protection. Revealing one in the app requires your device biometric (fingerprint or face). If you use OmniaLife sync, the value is encrypted on your device before it is uploaded, using AES-256 with a key protected by a vault passphrase that only you know. We never receive the passphrase or the key, so neither we nor Google can read these values. The web app asks for the passphrase before showing them.

Because only you hold the passphrase, we cannot reset it or recover encrypted values if you forget it. If another of your devices is still unlocked you can set a new passphrase there; otherwise you can start a new vault, and values encrypted with the old passphrase are lost. Until you set a vault passphrase, sensitive values stay on the device where you entered them and are not synced. On the phone itself, the security boundary is your device lock and the operating system’s app sandbox. Sensitive values are never sent to AI by Ask.

4.3 Voice notes

When you record a voice note on your phone, the audio file is saved to a temporary location on your device only as long as needed to send it to Gemini for transcription. As soon as transcription completes, the audio file is immediately deleted. The transcribed text becomes part of your filing item.

Meetings recorded with the OmniaLife web app’s recorder are different: the audio is saved in your account (section 2.4) so a meeting can be transcribed again if something goes wrong. It stays there until you delete your account.

4.4 In transit

Everything our apps send over the internet, to anyone, travels over an encrypted (HTTPS) connection.

5. Data sharing

5.1 With Google

When you use a feature that involves Google (Calendar, Contacts, Gmail metadata, Gemini AI), data flows between the app and Google’s servers. Google’s own Privacy Policy applies to that flow. We use only the Google permissions listed in section 2.2. Google also runs our sign-in, synced data and server on our behalf, under Google’s data processing terms.

5.2 With Apple

If you use Sign in with Apple, Apple confirms who you are and shares your name and email (or a private relay address) with us. If you buy a subscription through the App Store, Apple processes the payment; we never see your card details. Apple’s own privacy policy applies to those flows.

5.3 With other third parties

Apart from the service providers named in this policy (Google, Apple, and for CaddieIQ the providers in section 11), and any AI assistant you choose to connect yourself (section 3.4), we do not share your data with any third party. We do not sell, rent, or trade user data. We do not use third-party advertising or analytics tools.

5.4 Legal disclosures

If we receive a valid legal demand (subpoena, court order, regulatory request), we will comply. Data that lives only on your device is not something we hold or could disclose; data synced to your account could be.

6. Data retention

App data on your device is retained for as long as the app is installed. Uninstalling the app removes all locally stored data. Phone voice-note audio is deleted as soon as it has been transcribed — usually within seconds.

Data in your account (section 2.4) is kept until you delete it or delete your account. Deleting your account removes it from our live systems straight away. Copies in backups are cleared within 30 days.

In a MoCaddieIQ account, the swing motion behind the 3D replay is deleted automatically 12 months after the swing was recorded (section 11).

7. Your rights

Because most of your data is on your device:

Under UK GDPR you also have rights of access, rectification, erasure, and to object to processing. Email omniviaapps@gmail.com for any privacy-related request.

8. Children

Our apps are not directed at children under 13. We do not knowingly collect personal information from children under 13, with one exception: a MoCaddieIQ account for a golfer under 18, including under 13, is only usable once a parent or guardian has approved it from their own verified email address, and a coach may record a junior pupil only with a parent’s or guardian’s agreement. See section 11.

9. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the most recent change. Material changes will be notified in-app on next launch.

10. Contact

For privacy-related questions, requests, or concerns:

If you are unhappy with how we have handled your data, you can complain to the UK Information Commissioner’s Office at ico.org.uk.

11. Per-app specifics

OmniaLife

OmniaLife is a personal filing cabinet and reminder app for iPhone, Android and the web. It uses:

Delete your account and everything stored online at Settings → Account → Delete my account (section 7). See the OmniaLife app page for a feature overview.

CaddieIQ

CaddieIQ is an AI golf caddie. It uses:

CaddieIQ does not access your Gmail, Contacts or Calendar. It does not access photos other than the ones you take in the app for swing analysis. It does not use third-party analytics tools.

You can delete your CaddieIQ account at any time from Settings → Account → Delete Account. See section 7 for what that removes. See the CaddieIQ page for a feature overview.

MoCaddieIQ

MoCaddieIQ is a motion-capture golf coach that works with wearable motion sensors to coach your swing in real time. It uses:

Without an account, MoCaddieIQ never collects your name, email, or phone. Accounts are optional and are covered below. It does not access your Gmail, Contacts or Calendar, and uses no third-party analytics tools. All collection is opt-in and toggleable per data type in Profile → Privacy, where you can also export everything held against your ID or delete it permanently. Legal basis: your consent (UK GDPR Article 6(1)(a)), revocable at any time. See the MoCaddieIQ page for a feature overview.

MoCaddieIQ — accounts, coaches and pupils

Accounts are optional. Without an account, MoCaddieIQ keeps everything on your phone, as described above. This section explains what changes if you create an account to share with a coach, if you are a coach, or if a coach records you as a pupil.

Omnivia Apps Ltd (company 16592193) is the data controller for accounts, except for pupils recorded by a coach (see “Pupils without an account”).

1. What an account holds

2. Who can see it

A coach only sees their own notes to you. The coaching advice is the coach’s, not Omnivia’s.

3. Golfers under 18

A golfer under 18 needs a parent or guardian to approve the account before they can share with any coach. The junior shows the parent or guardian a code; the parent or guardian signs in to their own MoCaddieIQ account and enters it. The parent or guardian must first verify their email address (we send a link), and it must be their own address, not the junior’s. After that, each coach link waits for the parent or guardian to agree before the coach sees anything.

The parent or guardian can see which coaches the junior shares with and every note a coach sends, and can stop sharing at any time. Coaches are told, when writing a note to a junior, that the parent or guardian sees it. A coach can link to a junior, or record a junior pupil, only after confirming that they hold a current DBS check or safeguarding training.

For a child under 13, UK GDPR (Article 8, as applied in the UK) requires the consent of a person with parental responsibility; our design asks for it for every golfer under 18.

4. Pupils without an account (recorded by a coach)

A golf professional can record a lesson pupil who has no MoCaddieIQ account, on the professional’s own sensors. In that case:

5. How long we keep it

6. Where it is stored

Google Firebase (Authentication, Cloud Firestore and Cloud Storage) in Google’s London region (europe-west2), acting as our processor under Google’s data processing terms. Data is encrypted in transit and at rest. Access is controlled by server-side security rules: a coach’s request for a golfer’s data is refused unless an active, consented link exists.

7. Legal basis (UK GDPR)

WhatBasis
Providing the account you asked forContract — Article 6(1)(b)
Sharing with a coachYour consent — Article 6(1)(a), given per coach, withdrawn by Stop sharing
Golfers under 18The parent’s or guardian’s consent, as above
Swing readings and motionPerformance data for the service you asked for. We do not use it to draw conclusions about your health
Pupils recorded by a coachThe coach’s lawful basis (normally the pupil’s or parent’s agreement); we process it as their processor
Keeping the service secure and workingLegitimate interests — Article 6(1)(f)

8. Your rights

You can ask to see your data (access), correct it, delete it, take a copy in a machine-readable form (portability), object to or restrict its use, and withdraw consent at any time (Stop sharing does this for a coach). Most of this is in the app: Delete my account, Stop sharing, Hide a round, and Profile → Privacy → Export for the data on your phone. For a copy of your account data, email us (section 10) and we will send it within one month. You can also ask us to delete your account by email at omnivia.uk/delete-account.

Omnia Voice

Omnia Voice is a voice-first meeting and dictation assistant. It uses the device microphone (with your explicit permission) for: (a) the always-listening "Hey Omnia" wake-word detector, which runs entirely on your phone — no audio leaves your phone for the wake-word step; and (b) recording your dictated voice notes and meetings.

When you dictate a note or record a meeting, Omnia Voice sends the audio file to Google’s Gemini AI for transcription and intent classification. Audio bytes traverse the network only for that processing step; once the AI returns the transcript, the audio file is deleted from your device. Video recordings (for video meetings) are stored locally and not uploaded — only the audio track is processed for transcription.

Omnia Voice does not access your Google account (no Gmail, Calendar, Contacts or Drive) and does not need you to sign in. All your meetings, transcripts, action items, voice notes, tasks and reminders are stored on your device — there is no cloud sync, no account on our servers, and no analytics tools.

Optional features: Omnia Voice can lock the app with your fingerprint or face, with a 4-digit PIN as a fallback. These work only on your phone, and the PIN is stored securely there.

You can choose to use your own Google AI account for this in Settings; otherwise Omnia Voice uses ours. Either way, Google’s terms apply, and under them the data is not used to train Google’s AI models.

Stillness

Stillness needs no account and shows no ads. Your meditations, journal, mood check-ins, progress and settings are kept on your phone only.

AI features (optional). Only if you agree when first asked, Stillness’s AI features send what they need to Google’s Gemini AI, through Omnivia’s own server:

Nothing is sent until you use one of these features. Google does not use it to train its AI, and Omnivia does not keep it. You can turn AI off at any time in Profile.

Apple Health and Health Connect (optional). If you allow it, Stillness reads your sleep so it can show it alongside your practice. On iPhone, if you turn on “Save Mindful Minutes”, it also adds each finished session to Apple Health. Health data stays on your phone and is never used for advertising.

Reminders. The daily reminder is set up on your phone. Nothing is sent to us.

Purchases are handled by Apple or Google. We never see your card details.

App Check. To stop misuse of the AI features, the app proves to our server that it is the genuine Stillness app, using Apple’s or Google’s App Check. This sends no personal information.

Other Omnivia apps

Other apps (e.g. Neurovexa, MicroHabits, Drive Smart UK) typically operate fully on-device with no Google API integrations beyond optional Google Sign-In for cross-device sync. Apps that send any data to Google’s Gemini AI (e.g. for AI features) state so on their respective product pages and follow the Limited Use disclosure in section 3.3 above.