LifeOS — Privacy Policy

This policy describes how LifeOS, the Windows desktop app published by thecodebage, handles your information. LifeOS is designed local-first: it captures, indexes, and answers questions across your own screen, microphone, and system audio — entirely on your PC.

1. What LifeOS captures on your machine

When you grant the relevant Windows permissions, LifeOS may capture:

Screenshots of your display (used for OCR text extraction)
Microphone audio (used for Whisper transcription)
System / loopback audio (used for Whisper transcription)
Active window title and process name (used for tagging memory snippets)

These artifacts are stored on your local disk in a SQLite database under your Windows user profile. They are not uploadedto any server, ours or anyone else’s. You can browse, delete, or wipe the database at any time from Settings → Storage.

2. What leaves your machine

By default, LifeOS makes outbound network calls only to the following endpoints. Every call is recorded in Settings → Network with timestamp, host, and byte count so you can verify yourself.

License server (api.polar.sh) — on activation, on re-validation every 7 days, and on deactivation. The request includes a hashed machine identifier and your license key.
Update check (optional, thecodebage.com) — sends only the app version number. Off by default; turn on in Settings → Updates.
External AI endpoint (optional) — only if you explicitly configure one (e.g., your own local Ollama or a remote OpenAI-compatible URL) in Settings → AI. We never default to any external AI service.

The Air-gap mode toggle (Settings → Network) blocks everything except the license re-check, which remains allowed so that license revocations propagate.

3. The hashed machine identifier

To enforce the device limit on your license (default: 2 devices), LifeOS sends a stable but privacy-preserving identifier to the license server. We derive it as SHA-256 of your Windows MachineGuid plus an internal salt, then truncate. We never send your raw MachineGuid, computer name, MAC address, IP address, or any directly identifying hardware data.

4. Payment processing

Payments are processed by Polar Software Inc. (Polar privacy policy). When you purchase LifeOS Pro, your name, email, billing country, and payment details are handled by Polar (and Polar’s payment processor, typically Stripe). We receive a notification of purchase and your license key; we do not receive or store your card details.

5. Email contact

When you email lifeos@thecodebage.com or support@thecodebage.com, your message is forwarded by Cloudflare Email Routing to an inbox we monitor. We use the contents only to respond and to improve the product. We do not add your email to any marketing list.

6. Crash reports and telemetry

LifeOS does notsend crash reports, usage analytics, performance traces, or any kind of background telemetry. If you choose to send us a log file with a bug report, that’s explicit and one-time.

7. Children

LifeOS is not directed to children under 13. We do not knowingly collect personal information from children.

8. Your rights

Because virtually all your data stays on your machine, you have direct control: open the SQLite file, export, delete, or wipe entirely. For data we do hold (license records on the Polar side, support emails on our side), contact us at lifeos@thecodebage.com for access, correction, or deletion under GDPR / CCPA / equivalent law. We respond within 30 days.

9. Changes to this policy

If we change this policy in a meaningful way, we will update the “Last updated” date and post the change on this page.

10. Contact

Privacy questions: lifeos@thecodebage.com.