Privacy Policy

1. Introduction

At onlynotes.ai, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully.

2. Information We Collect

Personal Information

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

• Email address when you create an account
• Optional profile information (name, role, team size, use case)
• Communications with our support team

Payment Information: We use a third-party payment processor for subscriptions. Your credit card information is handled entirely by the payment processor and never stored on our servers. We only store payment references necessary to manage your subscription.

Content Information

We collect and store the content you upload to our Service, including:

• Text transcripts and raw notes you submit for processing (we do NOT accept or process audio or video files)
• AI-generated structured notes and summaries
• Tags, titles, and metadata you add to your notes

Important: You are responsible for ensuring you have proper consent and authorization to upload and process all transcript content. This includes compliance with any applicable recording or communications-consent laws in your jurisdiction and any other relevant jurisdictions of meeting participants.

Usage Information

We collect basic, privacy-friendly analytics including:

• Page views and navigation patterns
• Subscription and usage data (plan type, notes created, subscription status)

We do not collect device fingerprints, IP addresses, or other personally identifying technical data beyond what is necessary for the Service to function.

3. How We Use Your Information

We use your information to:

• Provide and maintain the Service (account creation, authentication)
• Process your notes using AI technology (OpenAI GPT-5-mini)
• Process payments and manage subscriptions
• Send you transactional emails (authentication links, payment confirmations)
• Respond to your support requests
• Track usage limits (notes per month for free users)
• Understand basic usage patterns through analytics

4. AI Processing and Data Usage

Your notes are processed using OpenAI's GPT-5-mini model to generate structured summaries and insights. We want to be transparent about our AI practices:

• OpenAI Processing: Your transcripts are sent to OpenAI's API for processing. OpenAI processes your data under their Enterprise Terms and does NOT use your content to train their AI models.
• Data Retention by OpenAI: According to OpenAI's API data usage policies, API inputs and outputs are not retained by OpenAI after processing (as of October 2025 for enterprise/API customers).
• Content Storage: We store your original transcripts and generated notes in our secure database. This data is encrypted at rest and in transit.
• Your Ownership: You maintain full ownership of your content, transcripts, and AI-generated notes. We claim no rights to your content.
• No Training: Neither OnlyNotes.AI nor OpenAI uses your content to train AI models or improve services.

For more information about OpenAI's data practices, please review OpenAI's Enterprise Privacy Policy.

5. Data Sharing and Disclosure

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

• OpenAI: Your transcript content is sent to OpenAI for AI processing. OpenAI is bound by strict data protection agreements and does not use your data for training purposes.
• Service Providers: We use trusted third-party service providers for database hosting, authentication, payment processing, email delivery, and infrastructure. These providers are contractually obligated to protect your data and comply with applicable privacy regulations.
• Legal Requirements: We may disclose information when required by law, court order, or to protect our rights and safety.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
• With Your Consent: We may share your information with your explicit permission for specific purposes.

6. Data Security

We implement security measures to protect your data:

• TLS/SSL encryption for data in transit
• Encryption at rest for stored data
• Secure passwordless authentication via email links
• Database security policies ensuring users can only access their own data
• Automated backups
• Secure API communication with AI providers using encrypted connections

While we take reasonable measures to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Your Rights and Choices

You have the right to:

• Access and download your data
• Correct inaccurate information
• Delete your account and data
• Opt out of marketing communications
• Request data portability
• Object to certain data processing

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete your data within 30 days, except where we are required to retain it for legal purposes.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

10. Children's Privacy

Our Service is not intended for children under 13. We do not knowingly collect information from children under 13. If you believe we have collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through the Service. Your continued use after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: legal@onlynotes.ai