Privacy Policy

1. Who we are

CallNotes AI (“we”, “us”) runs CallNotes AI and decides how your information is used. You can contact us at callnotesai@gmail.com.

This policy covers the CallNotes AI website and app. It forms part of our Terms of Service.

2. What we collect

• Account details: your email address, a scrambled (hashed) version of your password, your plan, whether you have confirmed your email, and when you accepted our Terms.
• Your calls: the transcript of each call (who spoke, what was said and when), the summary and talking points you generate, the call's length and date, the workspace it was made in, and any hot, warm or cold tag you add.
• Audio: streamed live to our transcription provider while you transcribe. We do not keep the audio recording - only the text.
• Usage: how many minutes you have transcribed and how many analyses you have run this month, so we can apply your plan's limits.
• Payment details: if you subscribe, Stripe handles your card. We receive and keep only a Stripe customer reference and your subscription's status, billing period and renewal date - never your card number.
• Technical information: a login session cookie; the type of browser and device you use, kept with your login session; and your IP address, which is used for security and rate limiting and appears in our hosting provider's logs.
• Service emails: we email you to confirm your address and to reset your password. We do not send marketing email.

3. People you record

Your transcripts contain what other people said on your calls. You are responsible for telling them, and for getting any consent the law requires - see “Recording and consent” in the Terms of Service. If someone asks us to delete something they said, contact us; we may need to work with you as the account holder.

4. How we use it

• To provide the Service: transcribe your calls, write your notes, save them and show you your history.
• To keep accounts secure and prevent abuse.
• To apply plan allowances and take payments.
• To send service emails and answer your questions.
• To keep the Service working, and to meet our legal obligations.

We do not sell your personal information, we do not use it for advertising, and we do not use it to train our own AI models.

Where the law asks for a legal basis, we rely on our contract with you (to provide the Service), our legitimate interest in running and securing it, legal obligations, and your consent where we ask for it.

5. Who we share it with

We use these companies to run the Service. They handle your information for us, under their own terms and privacy policies:

• Deepgram - transcribes the audio you stream, and returns the text.
• Anthropic - its Claude AI model writes your notes. It receives the transcript text when you press the button to analyse or summarise a call.
• Supabase - hosts our database, which stores your account and your calls.
• Render - hosts the servers that run the Service.
• Resend - delivers our service emails (it receives your email address and the message).
• Stripe - takes payments and manages subscriptions.
• Cloudflare - registers our domain name and runs its DNS. It does not see your calls.

These companies may be based, or store data, outside your country - including in the United States. Where the law requires it, we rely on safeguards for those transfers.

We may also share information where the law requires, to protect people's safety or our rights, or as part of a sale or merger of the business, in which case we will tell you first.

6. Cookies and similar storage

We use one essential cookie, which keeps you logged in (for up to 30 days of activity). Your browser's local storage keeps small preferences, such as the microphone you chose. We do not use advertising or analytics cookies or trackers. When you pay, you are on Stripe's website, which has its own cookies.

7. How long we keep it

• We keep your account and saved calls until you delete them or delete your account. You can delete a single call, all your calls, or your whole account at any time.
• Login sessions end after 30 days without use. Email confirmation links expire after 24 hours, and password-reset links after 1 hour.
• When you delete something it is removed from our live database straight away. Copies may remain in our database provider's backups for a limited time, until they expire.
• Transcripts are stored as ordinary text, so people with administrator access to our database - our team, and our hosting provider if we ask it for support - could technically read them. We only look at a call's content if you ask for help, to investigate abuse or a security problem, or if the law requires it.

8. Your choices and rights

On your account page you can download everything we hold about you, delete calls, and delete your account.

Depending on where you live (for example under the EU or UK GDPR, Australia's Privacy Act or California law), you may also have the right to ask for access to your information, to correct it, to delete it, to restrict or object to some uses, to receive it in a portable format, and to withdraw consent. You may also complain to your local privacy regulator.

To use a right, contact us at callnotesai@gmail.com. We will respond within the time the law allows, and we will not treat you worse for using a right.

9. Security

Passwords are stored only as salted hashes. Traffic between you and the Service is encrypted (HTTPS), and our database provider encrypts stored data. Access to the production database is limited. No system is perfectly secure, so if you think your account has been compromised, tell us at once. If a breach affects you, we will tell you and the regulators as the law requires.

10. Children

The Service is for professionals aged 18 or over. We do not knowingly collect information from children. If you think a child has given us information, contact us and we will delete it.

11. Changes to this policy

We may update this policy. The date at the top shows when it last changed. For a material change we will email you or show a notice in the Service before it takes effect.

12. Contact

Questions or requests about your information: callnotesai@gmail.com.