Retain App: Frequently Asked Questions

Frequently Asked Questions

General

What is Retain?

Retain is an AI-powered productivity app that helps you capture, organize, and act on information from your meetings, emails, and calendar. It transcribes meetings, summarizes email threads, and keeps everything organized in workspaces so you can focus on what matters.

Which devices can I use Retain on?

Retain is publicly available on Mac (Apple Silicon M1 or later, macOS 15+). Windows and iPhone versions are currently in private beta—email contact@retainapp.ai to request access.

Is there a free version?

Yes. Retain offers a free tier as well as a Pro trial so you can explore the full feature set before subscribing. Check your subscription status in Account settings to see what's available to you.

Privacy and Data

Is my data safe?

Yes. Retain uses encryption in transit (TLS) and at rest to protect your information. We follow least-privilege access controls and continuously monitor our systems for security. We do not sell or rent your data to third parties.

Does Retain use my data to train AI models?

No. Your Gmail and Google Calendar data is never used to develop, train, or improve AI or machine learning models. All use of Google API data complies with the Google API Services User Data Policy, including Limited Use requirements.

Who can see my meeting transcripts and emails?

Only you. Your data is private to your account. We do not share Gmail or Google Calendar data with third parties except as required to operate features you've authorized, or when required by law.

Can I delete my data?

Yes. You can request a full export or deletion of your data by emailing support@retainapp.ai. To delete your account directly in the app, see our Account Management guide.

Meetings and Transcription

How does meeting transcription work?

Retain captures audio from your meetings using Screen Recording permission (audio only—not your screen) and your microphone. The audio is processed by local AI models on your device to generate a transcript.

Important: By using Retain, you agree to follow all recording laws in your legal jurisdiction, including notifying meeting participants when recording a meeting.

Do I need to tell participants I'm recording?

Recording laws vary by location. In many places, you're required to inform participants that a meeting is being recorded. Check your local regulations and your organization's policies before recording.

Why isn't my voice being captured?

Make sure Microphone permission is granted in System Settings > Privacy & Security > Microphone. If permission is enabled but your voice still isn't captured, check that your microphone input volume is set correctly in System Settings > Sound > Input.

Can Retain transcribe meetings on Zoom, Google Meet, or Microsoft Teams?

Yes. Retain captures system audio, so it works with any meeting platform running on your computer.

Email and Calendar

What does Retain do with my emails?

With your permission, Retain reads your Gmail to generate AI summaries, identify action items, and enable semantic search across your messages. Email content is encrypted and used solely to provide these productivity features.

Does Retain have access to all my emails?

Retain only accesses the email folders you enable (Inbox, Priority, or VIP). You control which folders are connected in Account > Email & Threads.

Can Retain send emails on my behalf?

Retain can help you compose drafts, but it does not send emails automatically. You review and send all messages yourself.

Does Retain modify my calendar?

No. Retain accesses your Google Calendar in read-only mode. It can display your events and associate notes with meetings, but it cannot create, edit, or delete calendar entries.

AI and Accuracy

How accurate are the transcriptions and summaries?

Retain uses advanced AI models to provide high-quality transcriptions and summaries, but no AI is perfect. Accuracy depends on audio quality, background noise, accents, and technical terminology. We recommend reviewing important transcripts for accuracy.

Can I edit transcripts or summaries?

Yes. You can edit any transcript or summary directly in the app to correct errors or add context.

What if the AI misunderstands something?

AI can occasionally misinterpret context, especially with specialized jargon, similar-sounding words, or unclear audio. Always review AI-generated content before sharing it or acting on it, particularly for important decisions.

Workspaces and Organization

What are workspaces?

Workspaces let you group related meetings, emails, calendar events, and documents into project spaces. This helps you focus on one area of work at a time without distractions from unrelated items.

How do I create a new workspace?

Scroll the workspaces bar to the right on your home screen and click the + icon. Give your workspace a name, choose an icon, and optionally add an AI prompt to help automatically group related items.

Can Retain automatically organize my content?

Yes. You can add AI prompts to workspaces to help Retain categorize incoming items. After summarizing a meeting, you can also use "Classify tasks" to automatically assign tasks to the right workspaces.

Troubleshooting

The app won't open or keeps crashing

Verify your Mac meets the system requirements (Apple Silicon M1+, macOS 15+). Try deleting and reinstalling the app from retainapp.ai/download—your data will not be deleted.

I'm having trouble updating the app

You can update via the banner in the app or by selecting Retain > Check for Updates from the menu bar. If the updater isn't working, delete the app and download a fresh copy. Your data is stored separately and will remain intact.

Where can I get more help?

Visit Account > Help & App Support to browse documentation, contact our support team, or report a bug. You can also email us directly at contact@retainapp.ai.