Rolling out Cachejay to your team

What the team sees

Sharing is per person and per project, and off until each person turns it on. When a member shares a project, the team gets:

• That project's page, as it's written and updated.
• The notes from calls filed under that project. A call's note includes its summary, decisions, action items and what was said (the transcript), so share a project only if everyone in its calls would expect that.

Every member can read what's shared, on cachejay.com/app/team and through the team search in ChatGPT and Claude. Each shared note is marked with who shared it. Members also see the team's member list (email addresses), and any member can make an invite code, which works for 7 days.

What nobody else sees

Not the owner, not teammates:

• Screen text and screenshots.
• Projects a member hasn't shared, and calls that aren't filed under a shared project.
• Days, weeks and months, to-dos, hours and time reports.
• Anything a member's AI apps look up in their own memory.

What the owner can do

The person who starts the team is its owner. On top of what every member sees, the owner can:

• Remove people from the team. What they shared leaves with them.
• Buy seats ($18 per seat per month).
• Set the team policy, which every member's Mac follows within 10 minutes: apps, websites and window titles nobody's Cachejay reads; screenshots that never leave each Mac; no call transcripts; the "tell the people on the call" reminder on every call; connected AI apps that can read but never change anything; and the longest the cloud keeps captures (30, 90 or 365 days).
• Verify the company's email domain with a DNS TXT record, so people with an address there can join without an invite code, or join as they sign in. The owner also sees who at the domain uses Cachejay outside the team.
• Connect single sign-on (Okta, Entra ID, Google Workspace, SAML or OIDC) once the domain is verified, require it, and turn on user provisioning so people IT deactivates leave the team and are signed out of every Mac and AI app.
• See the team's activity for the last year: sign-ins, Macs and AI apps added, exports, policy and membership changes. Never anyone's content.
• Choose the AI that writes every member's notes and summaries, including the company's own Anthropic, OpenAI or Gemini API key. The text of those jobs then goes to that provider. The owner sees the setting, not the text.

The owner has no extra view into anyone's work. Cachejay isn't an employee monitoring tool, and our Terms don't allow using it as one.

What each member should do

1. Install it on your own Mac only, signed in with your own account.
2. Mark what's private. In the menu bar, Never Remember… lists apps, websites and window titles Cachejay never reads: add HR, health, banking, personal messaging, and anything showing customer payment or health data. Password managers, password fields and private browser windows are already skipped, and the team's own list is added on top.
3. Pause when you need to. Pause from the menu bar for a personal call or anything you don't want kept. Screenshots can be turned off on their own with the screenshots setting.
4. Tell people on calls. Let them know the call is being transcribed (the Calls menu copies a short note to paste in the meeting chat), and follow your company's policy and local consent laws. Some places need everyone's consent. If you can't get it, don't transcribe.
5. Share on purpose. Share only projects the team should read, including their call transcripts. Unsharing a project removes what it shared from the team, and so does leaving the team or being removed from it.

Deploying with an MDM

Cachejay is a signed, notarized Mac app (team ID K25MBZNXJ6, bundle ID com.cachejay.Cachejay), so Jamf, Kandji, Mosyle or Intune can install it like any other. To spare people the permission prompts, push our privacy permissions profile: it allows Accessibility (how Cachejay reads screen text) and lets each person allow Screen & System Audio Recording themselves. macOS doesn't let an MDM grant the microphone, so each person allows it on their first call.

Then verify your domain on the Team page and turn on joining at sign-in: everyone who signs in with a company address lands on the team, under its policy.

A paragraph for your policy

Adapt this for your acceptable use or AI policy:

Employees may use Cachejay on their own work Mac to keep notes on their work and give context to approved AI tools. Cachejay must not be installed on anyone else's computer or used to monitor other people. Before transcribing a call, tell everyone on it and follow applicable recording-consent laws; if anyone objects, or consent can't be obtained, pause Cachejay. Mark apps that show health, payment card, HR or other restricted data as private, and don't use Cachejay for protected health information or payment card data. Share a project with the team only when everyone in its calls would expect their discussion to be readable by the team.

For your security review

See Security, Subprocessors, the DPA and Privacy. For questionnaires, email hello@cachejay.com.