Privacy Policy

We collect information that you provide directly to us, including:

• Account Information: Name, email address, password, and company details when you create an account
• Meeting Data: Audio recordings, transcriptions, and meeting metadata when you use our transcription services
• Calendar Data: Calendar events and scheduling information when you connect your Google, Microsoft, or Zoom calendar
• Usage Data: How you interact with our Service, including features used, pages visited, and actions taken
• Device Information: Browser type, IP address, operating system, and device identifiers
• Payment Information: Billing details processed securely through our third-party payment providers

We use the information we collect to:

• Provide, maintain, and improve our AI-powered transcription and meeting assistant services
• Process meeting recordings to generate transcriptions, summaries, and action items
• Process and complete payment transactions
• Send you technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze trends, usage patterns, and activities to improve the Service
• Detect, prevent, and address technical issues, fraud, and security incidents
• Personalize your experience and deliver content relevant to your interests

We implement appropriate technical and organizational measures to protect your personal information against unauthorized or unlawful processing, accidental loss, destruction, or damage. This includes:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Strict role-based access controls and multi-factor authentication for internal systems
• Security Audits: Regular security assessments, penetration testing, and vulnerability scanning
• Secure Infrastructure: Data centers with physical security measures, redundancy, and disaster recovery
• Employee Training: Regular security awareness training for all team members

While we strive to protect your data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

• Account Data: Retained for the duration of your account and deleted within 30 days of account closure
• Meeting Recordings & Transcriptions: Retained according to your subscription plan and can be deleted at any time from your dashboard
• Usage Logs: Retained for up to 12 months for analytics and security purposes
• Payment Records: Retained as required by applicable tax and financial regulations

You may request deletion of your data at any time by contacting us or using the account deletion feature in your settings.

We do not sell your personal information. We may share your information only in the following circumstances:

• With your consent: When you explicitly authorize us to share your information, such as when sharing meeting notes with team members
• Service providers: Third-party vendors who perform services on our behalf (e.g., cloud hosting, payment processing, email delivery), bound by strict data processing agreements
• AI Processing: Meeting audio is processed by AI services to generate transcriptions and summaries. This data is not used to train third-party models
• Legal compliance: When required by law, court order, or to protect our legal rights
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (right to be forgotten)
• Restriction: Request restriction of processing of your information
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing of your information for certain purposes
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at privacy@allnote.ai. We will respond to your request within 30 days.

We use cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for the Service to function properly (authentication, security)
• Analytics Cookies: Help us understand how visitors interact with our website and improve the Service
• Preference Cookies: Remember your settings and preferences for a personalized experience

You can control cookies through your browser settings. However, disabling essential cookies may limit your ability to use certain features of our Service.

Our Service integrates with third-party platforms to provide functionality:

• Authentication: Google OAuth and Microsoft OAuth for secure sign-in
• Calendar Integration: Google Calendar, Microsoft Outlook, and Zoom for meeting scheduling
• Meeting Platforms: Zoom, Google Meet, and Microsoft Teams for bot-based recording
• Payment Processing: Secure third-party payment processors for subscription billing

These third-party services have their own privacy policies. We encourage you to review their policies when connecting your accounts. We only request the minimum permissions necessary to provide our features.

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country.

When we transfer your data internationally, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by relevant authorities
• Data processing agreements with all third-party processors
• Compliance with applicable data transfer frameworks

Our Service is not intended for children under 13 years of age (or 16 in the European Economic Area). We do not knowingly collect personal information from children under these ages.

If you become aware that a child has provided us with personal information, please contact us at privacy@allnote.ai. If we learn that we have collected personal information from a child, we will take steps to delete that information promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page with an updated last updated date
• Sending an email notification to the address associated with your account
• Displaying a prominent notice within the Service

We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Privacy Team: privacy@allnote.ai
• General Support: support@allnote.ai
• Contact Page: allnote.ai/contact