Question 1

Does Xpanion join my meeting as a bot?

Accepted Answer

No. Xpanion captures system audio on your Mac. Nothing appears in the participant list, no one is notified by a bot, and there is no recording file — audio is held in memory and discarded the instant it's processed.

Question 2

Does my meeting data go to the cloud?

Accepted Answer

Never. Transcripts, minutes and plans stay on your machine. Nothing from your meetings ever leaves your Mac — Xpanion only checks your license, downloads its models once, and looks for updates.

Question 3

Does it work offline?

Accepted Answer

Yes, with one exception: adding a new project needs a connection, because Xpanion checks with our license service that your plan has room for it. Recording, processing and working in the projects you already have keep working without one. Transcription, speaker separation, and the language model all run on-device on Apple silicon, so a flaky connection doesn't stop you. Xpanion checks your license over the internet when you activate it, re-check it or change your plan, when you return to Xpanion shortly after opening the payment page, and periodically after that.

Question 4

How is this different from an AI notetaker?

Accepted Answer

A notetaker ends at text. Xpanion compounds your meetings into a living project plan and a Kanban board — with a full XML export — keeps a tamper-evident record of your billable time, and never lets any of it leave your Mac.

Question 5

Can I actually prove my billable hours?

Accepted Answer

Timekeeper logs your time automatically into an append-only, hash-chained ledger signed locally on your Mac — tamper-evident, not "court-proof." One export writes the full billable record, travel and expenses included, into your billing system's format. The export is an Excel list.

Question 6

Is it a subscription?

Accepted Answer

Free costs nothing: one person and one active project, started with just your email — no payment method. Solo and Team are monthly or yearly subscriptions you can cancel at any time; the plan then runs to the end of the period you've paid for. Studio, Business and Unlimited are set up with us directly. If a paid plan ends, nothing disappears: everything you've recorded stays on your Mac — readable, searchable and exportable. You just can't record or change anything new until you come back.

Question 7

Why does a local tool cost monthly?

Accepted Answer

Because the work never stops. The models improve, macOS moves under us, and the minutes engine gets better every month — your subscription pays for that, not for a server farm holding your recordings. Nothing about the price changes where your data lives: it stays on your Mac. And if you ever stop paying, everything you recorded stays readable, searchable and exportable.

Question 8

How do I manage or cancel my subscription?

Accepted Answer

Xpanion is sold through Stripe. Your receipts, your payment method and your plan are managed in your Stripe Link account — the email you bought with is the key. To cancel, you don't need to sign in anywhere: use the cancellation page linked in the footer of every page. We confirm every cancellation by email, and the plan runs to the end of the period you have paid for.

Question 9

What happens on first launch?

Accepted Answer

After you activate a license, Xpanion downloads the speech and language models it runs from Hugging Face and keeps them on your Mac. Until that download has finished you can't record; after it, the app works offline, except that adding a new project needs a connection. The download is about 7 GB. On a 100 Mbit/s connection that is roughly ten minutes; on a faster line, correspondingly less.

Question 10

Does a bigger plan need a bigger Mac?

Accepted Answer

No. Every plan runs on a 16 GB Apple silicon Mac, with the same models and the same features. A bigger plan covers more people and more active projects — not a bigger machine.

Question 11

Moving to a new Mac or lost your key?

Accepted Answer

Install Xpanion on the new Mac from xpanion.com/download and activate it with your license key. If you no longer have your key, request a new one at portal.xpanion.com/recover — we send a new pickup link to the email address your license was bought with, or the one your granted license was sent to. This works for a plan for one person; for a plan with several people, contact us. The same goes for an address that holds two or more licenses of the same plan bought on the same day, or two or more granted licenses: the page cannot tell their keys apart and sends no link for them.

Provider	Function	Data	Processing location
Supabase	Database and authentication for the portal	Account and plan data, including the addresses of invited people, project identifiers and counters, and the records of the Free door	United States (AWS us-east-1)
Vercel	Hosting for the website and the portal, storage for app updates, delivery of the app installer, and page-view measurement for the website with your consent	Request metadata, IP addresses; with a visitor's consent, page addresses and referrers	United States (primary region iad1); static assets are cached at Vercel's edge locations worldwide
Stripe	Payments, merchant of record	Payment data, billing country	United States (Stripe, Inc.); as merchant of record, Stripe processes payment data under its own terms and privacy policy
Resend	Transactional email	Email address, message content	United States (us-east-1); open and click tracking disabled
Hugging Face, Inc.	Hosting the speech and language models the app downloads	IP address of the downloading Mac	United States
OpenPhone Technologies, Inc. ("Quo")	Voicemail for our phone number, including automatic transcription	Caller's phone number, voicemail recording and transcript	United States

Sub-processors

What this list covers

Providers

Changes to this list