Privacy policy

What TallyHi is

TallyHi is a desktop billing and case management application for expert consultants who bill law firms by the hour, including legal nurse consultants, forensic accountants, engineers, psychologists, digital forensics examiners, investigators, and interpreters. It runs locally on your Mac. Your case data lives in local files; there is no cloud service holding a copy of it. TallyHi does run a small server at tallyhi.com, which does exactly two things: it confirms your subscription, and — only if you turn on AI assistance — it relays the single email you select to Anthropic to draft a time entry.

TallyHi was previously distributed under the name NurseBill. This policy applies to both.

What data TallyHi accesses

Connecting a Google account is optional. If you choose to connect one, TallyHi requests permission for:

• Gmail (read and send), to find case-related email threads and to send invoices from your own address.
• Google Calendar, to add and update due dates and hearing dates from your cases.
• Basic profile (email address), to show which account is connected and to fill in the sender address on invoices you email.

Everything else you enter, such as case names, attorney contact details, billable entries, rates, and invoices, is created by you inside the app and stored on your Mac.

How your Google data is used

• Gmail is searched only when you explicitly choose to pull email for a specific case. TallyHi does not scan your inbox in the background.
• Email is sent only when you click Send after reviewing the message and its attachment.
• Calendar events are created or updated only when you change a due date or hearing date on a case.
• Google data is used solely to provide these features to you. It is never used for advertising, profiling, or model training, and it is never shared with anyone.

Google API Limited Use disclosure

In practice this means TallyHi only uses Google user data to provide the Gmail and Calendar features described above, does not transfer that data to any third party, does not allow humans to read it except with your explicit permission or where required by law, and does not use it to serve advertisements.

AI assistance (optional)

TallyHi can draft a billable time entry for you from a single email. The feature is off by default. It stays off until you turn on “AI assistance” in Settings and accept a one-time notice explaining what is sent.

What is sent, and when. Nothing is sent unless you click “Log time from this email” on one specific email in a case. When you do, TallyHi sends only that one email’s subject line, date, and body text. It does not send your mailbox, your other emails, your other cases, your client list, your rates, your invoices, or any file on your Mac.

Where it goes. The text is sent over HTTPS to tallyhi.com, which checks that your subscription is active and then passes the text to Anthropic, the maker of the Claude models, which drafts the entry. The draft comes back to the app and opens in an editable form — nothing is saved to your case until you review it and confirm.

Not used for training, not retained by us. Text sent through this feature is not used to train any model. tallyhi.com does not store the email text: it keeps only a count of how many drafting requests your account has made this month, so the monthly limit can be enforced, plus an error log that records account and request identifiers and never the email text.

How to turn it off. Switch “AI assistance” off in Settings. With it off, the action disappears from every case and no email text leaves your Mac.

Sending an engagement agreement for signature (optional)

TallyHi builds a per-case engagement agreement as a PDF on your Mac, from that case and your own settings. Generating it, opening it, emailing it yourself, and recording the date it was signed involve no other company at all: the PDF is written into your own case folder and goes nowhere.

Off unless you set it up. The app can also send that PDF for electronic signature through SignWell, an e-signature provider. This is off until you create your own SignWell account and paste your own SignWell API key into Settings → Signing. Without a key there is no way to send anything, and the button to do it does not appear.

What is sent, and when. Nothing is sent unless you click “Send for signature” on a specific case. When you do, TallyHi sends that one agreement PDF, together with the name and email address of the attorney on that case so SignWell can invite them to sign. Nothing else goes with it — not your other cases, your invoices, your notes, your emails, or any other file on your Mac.

It goes to SignWell under your own account. The connection runs from your computer straight to SignWell using your key. It does not pass through tallyhi.com or any server of ours, and we never see the agreement, the attorney’s details, or the signed result. What happens to the document once it reaches SignWell is governed by your own account with them, under SignWell’s privacy policy and terms — not ours.

We never see or store your SignWell key. The key is encrypted with your Mac’s own login keychain and kept in a local file that only the app can read. It is never sent to tallyhi.com and is never held on our side in any form. Removing it in Settings → Signing deletes it from your Mac and turns sending off again.

Checking whether it has been signed. While an agreement is out for signature, TallyHi asks SignWell whether it has been signed yet — shortly after the app starts, when you open that case, and occasionally while the app is open. Those checks send only the identifier SignWell gave that document. Once it is signed, the signed PDF and SignWell’s audit trail are downloaded into that case’s folder on your Mac.

Where your data is stored

Your case data stays on your computer. There is no cloud database holding your case information. Your case data, client information, billable entries, and invoices are stored in local files in the application's data folder and in the case folders you designate on your Mac. The only records kept on our side are the subscription record described below and, if you downloaded the app or asked us for a free template, the name and email address you gave us for it (see Downloads, free templates, and email).

Google sign-in tokens are stored only on your Mac, in the app's local storage, so that you do not have to sign in every time you open TallyHi. They are never transmitted anywhere except to Google itself, and they are removed when you disconnect Google in Settings. A SignWell API key, if you choose to add one, is stored the same way: encrypted on your Mac, sent only to SignWell, and deleted when you remove it in Settings.

Email threads you pull into a case, and any PDFs you generate, are also saved locally alongside that case.

What we do not collect

• We do not collect analytics, crash reports, or behavioural tracking, and nothing about your cases is ever recorded on our side.
• When the app checks your subscription, we do keep one small record for that customer: which version of TallyHi you are running, the country the request came from, the device the subscription is activated on, and when we last saw you. If you use AI assistance, we also count how many drafts you have requested this month, so the monthly limit can be enforced. That is the whole record.
• We do not track your activity inside or outside the app.
• We do not sell, share, or rent your data. The only content that ever leaves your Mac is what you explicitly send: email you choose to send through Gmail; if you turn on AI assistance, the single email you ask it to draft an entry from; and, if you set up signing with your own SignWell key, the engagement agreement you ask TallyHi to send, with that case’s attorney name and email address.
• We do not store your Google password. Sign-in happens on Google's own pages.
• We do not access any Google data beyond what you explicitly authorize.

Downloads, free templates, and email

Two forms on this site ask for contact details: the one in front of the Mac app download, and the one on each of our two free documents — the expert witness invoice template and the expert witness fee schedule.

What we collect when you download TallyHi: the name and email address you type into the download form, which build you chose (Apple silicon or Intel), the date, and the two-letter country our host reports for the connection. Nothing else. No tracking pixel, and no record of which pages you looked at.

What we collect when you ask for a template: the email address you type into the form, which of the two templates you asked for, and the date you confirmed. No name is asked for there.

Why: to send you the thing you asked for — the download link or the template — and to send the occasional update about TallyHi, a few times a year at most. That is the whole use. We look at the download list to see who is trying the app; it is not fed into advertising, scoring, or any other system.

You confirm first, both times. Submitting either form does nothing until you click the link we email you. For the download, that link is the download: clicking it verifies your address and starts the file. If you never click, the pending record is deleted within 24 hours and we have no way to contact you.

The app installer itself is public. The form is how we learn who is downloading; it is not a lock. TallyHi's installer files are published on a public release page so that copies already installed can update themselves without signing in, and anyone who goes looking can fetch them there without giving us anything.

We never sell, rent, or share either list, and neither is connected to anything inside the app: they live separately from case data, which never leaves your Mac. The list is held in our hosting provider's key-value store, and the emails themselves are sent through Resend, our email provider.

Unsubscribing: every email we send — download link included — carries an unsubscribe link and a one-click unsubscribe header your mail app can use, and clicking either stops all further mail immediately. You can also write to support@tallyhi.com and ask us to remove your address entirely, which we will do.

Third-party services

When a Google account is connected, TallyHi communicates only with Google's Gmail and Calendar APIs, and only for the actions you take. The app may also check a public release server for software updates; that check sends no personal data, and it contacts tallyhi.com to verify your subscription, which sends no case data. If you turn on AI assistance, one further service is involved for the emails you select: see AI assistance above. If you set up signing with your own SignWell key, the agreements you choose to send go directly from your Mac to SignWell under your own account with them: see Sending an engagement agreement for signature above. No other third-party services receive your data.

Revoking access and deleting your data

You can disconnect Google at any time from the Settings tab inside TallyHi, which deletes the stored sign-in tokens. You can also revoke TallyHi's access from your Google Account permissions page.

Because everything lives on your Mac, deleting your data is entirely in your hands: remove the case folders and the application's data folder, or delete the app itself. There is no copy anywhere else for us to delete.

Changes to this policy

If this policy changes, the new version will be published at this address with an updated effective date. Any change that affects how Google data is handled will be reflected here before it takes effect in the app.

Contact

Questions about this policy or about how TallyHi handles your data: support@tallyhi.com.