Privacy Policy

1. What Information We Collect

We collect information directly from you, automatically through your use of the App, and from third parties (specifically Apple). The information we process may be considered "personal information" or "personal data" under various U.S. state laws (such as the CCPA/CPRA) and other applicable jurisdictions.

Categories of information we collect:

• Identifiers and Account Information
  • Apple ID Data: Since our App exclusively uses "Sign in with Apple," we collect your unique Apple identifier. Subject to your explicit authorization, we may also collect your name and email address (including randomized proxy addresses provided via Apple's "Hide My Email" service).
  • Device & Analytics Identifiers: IP address, unique online identifiers (IDFA, Advertising ID), and device-specific identifiers (e.g., UUID).
  • Push Notification Tokens: Unique push tokens assigned to your device to deliver real-time service alerts and updates.
• Audio and Voice Data (Core Service Data)
  • Local Audio Recording: Voice recordings captured via your device's microphone from physical environments.
  • Digital Meeting Audio: If you invite our AI Meeting Assistant to a digital meeting, we capture the audio stream. The Service currently supports Zoom, Microsoft Teams, and Google Meet.
  • Speaker Identification (Transient Voice Analysis): To distinguish between different speakers in a transcription, we use technology provided by Microsoft Azure to analyze voice characteristics.
    Biometric Disclosure: This process creates a temporary voice template. These templates are transient, used solely for speaker diarization (attribution) within a specific session, and are immediately deleted upon completion of the transcription. We do not store permanent voiceprints or use this data to identify individuals across different sessions.
• Calendar Data
  • Meeting Metadata: If you grant the App permission to access your iOS Calendar, we collect meeting titles, scheduled times, and meeting invitation links (including Zoom, Microsoft Teams, and Google Meet). We use this data exclusively to identify upcoming meetings so you can easily deploy the AI Meeting Assistant to your sessions. We do not collect your personal contact lists or non-meeting entries.
• Visual Data
  • Camera Capture: Supplemental images captured via your camera during a recording session (e.g., photos of whiteboards or slides) to provide semantic context for AI analysis.
• AI-Generated Content
  • Outputs: Transcriptions, meeting summaries, actionable insights, and AI chat logs generated based on your audio, visual, and Zoom inputs.
• Commercial Information
  • Subscription Records: Records of your subscription tier (Free vs. Pro) and usage quotas.
  • Transaction Metadata: All payments are processed via Apple Pay. We maintain records of purchase dates, subscription status, and Order IDs. We do not collect or store your credit card or banking information.
• Internet or Network Activity
  • Technical Logs: Information about your device make/model, operating system version, and technical error logs. While your IP address is logged for network security and technical operations, we do not use it to track your geolocation or infer your city/state.

2. Information Source and Purpose of Use

We obtain the information described in Section 1 from three primary sources: (1) Direct Interactions, where you provide information through your use of the App; (2) Automated Technologies, collected via our infrastructure and integrated third-party Software Development Kits (SDKs); and (3) Third-Party Partners, including Apple and video conferencing platforms.

2.1 Information Gathered Through Automated Methods

To ensure professional-grade performance, analyze marketing efficiency, and provide real-time updates, our App utilizes the following automated technologies:

• Analytics and Attribution SDKs: We integrate Amplitude for product analytics (to understand how users interact with our features) and Adjust for marketing attribution (to identify the campaign source of App installations). These tools collect non-content metadata such as device identifiers (IDFA/IDFV), installation timestamps, and in-app event triggers.
• Technical Logs: Our Amazon Web Services (AWS) hosted infrastructure automatically logs device OS versions, time zone settings, IP addresses (for security), and technical error reports to ensure service stability.
• Push Notification Tokens: To facilitate the delivery of real-time alerts (e.g., meeting assistant status), we generate and store unique device tokens through the iOS notification framework.
• Meeting Metadata: When interacting with Zoom, Microsoft Teams, or Google Meet, our AI Meeting Assistant automatically captures technical logs required to maintain the stability of the audio stream and synchronization.

2.2 Purpose of Use

We use the information we collect for the following business and commercial purposes, collectively referred to as "Providing and Improving our Services":

• Core Service Functionality: To process audio (from local recordings or digital meetings) and visual data into AI-generated transcriptions, summaries, and chat responses.
• Communication and Engagement:
  • Service Alerts: To send push notifications regarding the operational status of the AI Meeting Assistant (e.g., notifying you of a successful or failed meeting entry).
  • Updates and Promotions: To inform you of significant service upgrades, new AI features, or special Pro Plan offers via email or push notifications.
• Product Optimization (Legitimate Interest):
  • Behavioral Analysis: Using Amplitude data to identify which features are most valuable to our users and to optimize the user interface.
  • Marketing Attribution: Using Adjust data to evaluate the performance of our marketing expenditures and optimize user acquisition strategies.
  • Algorithm Training: To fine-tune our proprietary language models and diarization accuracy. For these improvement purposes, we employ strict de-identification techniques to ensure data cannot be linked back to any individual.
• Security and Compliance:
  • Fraud Prevention: To detect and prevent unauthorized usage or potential violations of recording and privacy laws.
  • Infrastructure Reliability: To monitor AWS server performance and resolve technical "bugs" in the iOS application.
  • Legal Obligations: To maintain records required for tax purposes (via Apple Pay metadata) or to respond to valid legal requests.

3. How We May Use Information from You

In addition to the business purposes outlined in Section 2, we use your data to power the specific, high-performance features of AI Note Taker. Our use of your information is designed to provide a seamless and intelligent meeting assistant experience while maintaining strict data security.

• Core Feature Functionality:
  • Transcription and Summarization: We process your local audio and digital meetings (Zoom, Microsoft Teams, and Google Meet) recordings through advanced AI models (via Microsoft Azure, and OpenAI) to generate high-accuracy text-based summaries, action items, and insights.
  • AI Chat Interaction: We use the content of your saved recordings and AI-generated outputs to power the interactive AI Chat. This allows you to ask questions about specific meetings, retrieve historical details, and generate follow-up content based on your unique context.
  • Speaker Attribution (Azure Diarization): During processing, we analyze voice characteristics to attribute transcript segments to specific speakers. As specified in Section 1, this voice analysis is transient; once the transcription is finalized, the mathematical voice templates are deleted and are not stored in your user profile.
  • Visual Context Integration: We integrate the photos you take during sessions (e.g., of whiteboards or slides) with the audio data to improve the semantic depth and accuracy of your meeting minutes.
• No Automatic Redaction of Personal Information (Important Notice):
  • Lack of De-identification: Please be aware that our Service does not automatically de-identify, mask, or redact personally identifiable information (PII) that may be captured during a recording. If names, dates of birth, addresses, or other sensitive details are spoken during a meeting or session, they will be captured in the raw audio and will appear in the resulting transcriptions.
  • Real-time Third-Party Processing: To generate your transcriptions, summaries, and AI Chat responses, this data (including any PII mentioned in the audio) is transmitted in real-time to our third-party AI model providers (such as OpenAI, and Microsoft Azure). By using the Services, you acknowledge and agree that any personal information shared during your recorded sessions will be processed by these third-party providers to generate the requested AI outputs.
• Account Management and Secure Access:
  • Identity Verification: We use your Apple ID unique identifier to securely manage your account access and ensure your data remains accessible only to you across your iOS devices.
  • Communication: We use your authorized email (or Apple private relay email) to send critical service notices, such as account security alerts, significant changes to our Agreements, and subscription status updates.
• Communication and Notifications:
  • Real-time Alerts: We use your push token to notify you of critical events, such as if the AI Meeting Assistant fails to join a scheduled Teams or Google Meet session.
  • Marketing & Offers: Subject to your preferences, we may send push notifications regarding new AI tools or limited-time subscription discounts.
• Security and Quality Assurance:
  • Fraud and Abuse Prevention: We monitor technical metadata to detect and prevent unauthorized usage or suspected violations of recording consent laws.
  • Infrastructure Performance: We analyze usage logs on our AWS-hosted servers to ensure the high availability and speed of the Service, particularly during concurrent Zoom recording sessions.
  • Bug Resolution: We use anonymized "crash logs" to identify and repair technical deficiencies within the iOS application.
  • Behavioral Analysis: We use de-identified behavioral data to monitor the stability of our multi-platform integrations and optimize AI response latency.

4. How We May Share Your Information with Others

We do not sell your personal information to third parties for monetary compensation. To provide the AI Note Taker services, we share your information only with specific categories of service providers who are contractually bound to protect your data and are prohibited from using it for any purpose other than providing services to us.

• AI Processing Partners (Microsoft Azure, and OpenAI): Transcription and Speaker ID: We share audio data with Microsoft Azure to perform automated speech recognition (ASR) and speaker identification (diarization). As stated in Section 1, Azure processes voice characteristics transiently and does not store permanent voice templates. Analysis and Chat: We share de-identified text data with OpenAI, and Microsoft Azure to generate meeting summaries, actionable insights, and to power the AI Chat feature. These providers act as sub-processors and are restricted from using your specific data to train their own global models.
• Cloud Infrastructure and Hosting (Amazon Web Services - AWS): All user-generated content, including raw audio files, images, and AI-generated outputs, is stored on secure servers managed by AWS within the United States. AWS provides the technical infrastructure necessary for data encryption, storage, and application security.
• Apple Ecosystem Integration: We share basic authentication tokens and session data with Apple Inc. to facilitate "Sign in with Apple" and to manage in-app subscriptions and payments via Apple Pay. We do not share your recordings or AI-generated content with Apple.
• Meeting Platform Integration (Zoom, Microsoft Teams, and Google Meet): To facilitate online meeting recording, our proprietary AI Meeting Assistant interacts with the respective video conferencing platforms. While we capture the audio stream from your sessions, we only share the minimum metadata required by the respective platform (such as the meeting ID provided via your calendar) to allow the Meeting Assistant to join the meeting.
• Internal Infrastructure and Transmission: We use secure, proprietary transmission protocols to move data between your device and our AWS environment. These internal technical tools are managed under our direct control and are not considered third-party "sharing" in a commercial sense.
• Corporate Transactions: In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity. We will require any successor to agree to the terms of this Privacy Policy.
• Legal, Regulatory, and Compliance: We may disclose your information to law enforcement or government authorities if we have a good-faith belief that such disclosure is necessary to: (i) comply with a valid legal obligation, subpoena, or court order; (ii) protect and defend our legal rights or property; or (iii) protect the personal safety of users or the public, particularly in cases of suspected violations of recording consent laws.
• Analytics and Attribution Partners (Adjust and Amplitude): We share non-content metadata (such as device identifiers, installation source, and in-app event triggers) with Adjust GmbH and Amplitude, Inc. These partners help us understand app performance and marketing ROI. They are contractually prohibited from using your data for any other purpose and do not have access to your audio recordings or transcripts.

5. Legal Bases We Rely on when Using Your Information

Depending on how you interact with the Service, we rely on the following legal frameworks to process your information:

• Performance of a Contract: The primary basis for processing your audio, Zoom meeting data, and account identifiers is to fulfill our contractual obligations to you under our Terms of Use. We cannot provide the transcriptions, AI summaries, or meeting insights you request without processing this data.
• Consent: We rely on your explicit consent when you grant the App permission to access your device's Microphone, Camera, Calendar, and Push Notifications.
  Withdrawal of Consent: You may withdraw this consent at any time via your iOS Device Settings. However, please note that disabling these permissions will prevent the Service from performing its core functions.
• Legitimate Interests: We rely on legitimate interests for activities that are necessary for our business but do not override your fundamental privacy rights. These include:
  • Service Security: Monitoring for fraud, preventing unauthorized access, and ensuring that our AI Meeting Assistant is used in accordance with recording consent laws.
  • Technical Maintenance: Analyzing crash logs and AWS server performance to maintain a high-quality user experience.
  • Marketing Attribution and Product Analytics: Utilizing third-party professional tools (Adjust and Amplitude) to evaluate the effectiveness of our marketing campaigns and analyze how users interact with our features. This processing is essential for us to maintain a sustainable business model, allocate technical resources efficiently, and prioritize product enhancements that improve the overall user experience.
• Legal Obligation: We may process and disclose your information to comply with statutory requirements, such as responding to a valid subpoena, complying with financial reporting requirements related to Apple Pay transactions, or maintaining records required by tax authorities.
• Protection of Vital Interests: In extreme cases, we may process information to protect the vital interests of an individual or to prevent serious physical harm or illegal activity.

6. "Do Not Track" and Apple Tracking Transparency (ATT)

Currently, our systems do not respond to browser-based "do-not-track" (DNT) signals. However, as an iOS-exclusive application, we fully support Apple's App Tracking Transparency (ATT) framework.

• Your Control: You can decide whether our App is allowed to track your activity across other companies' apps and websites for advertising or data broker purposes by managing your settings in iOS Settings > Privacy & Security > Tracking.
• Our Practice: We do not track your cross-app activity for targeted advertising. Any data collection within the App is strictly to provide and improve the Service as described in this Policy.

7. Your Privacy Rights: Access, Edit, and Deletion

Depending on your jurisdiction, you may have the right to access, correct, or delete the personal information we hold about you.

• Verification via Apple ID: Since our Service uses "Sign in with Apple," all requests for data access or deletion must be verified using the unique identifier or email address associated with your Apple ID.
• Account Deletion (Apple Requirement): You may initiate the deletion of your account and all associated data directly within the App's settings.
  Effect of Deletion: Upon your request, we will delete your account profile, raw audio recordings, and transcriptions from our production servers within thirty (30) days.
• Managing Permissions: You can manage or revoke the App's access to your Microphone, Camera, and Calendar at any time through your iOS Device Settings. Disabling these permissions will result in the service being unable to perform its core functions.
• Service Improvement Preferences: We are committed to providing you with control over your information. If you prefer that your de-identified data not be used to improve the overall accuracy of the AI Note Taker service, you may exercise your right to opt-out by contacting us at info@meetingnotetaker.ai. Please include "Service Improvement Opt-Out" in the subject line.

8. Notice for California Residents (CCPA/CPRA)

If you are a California resident, the CCPA (as amended by the CPRA) provides you with specific rights.

• Categories of Information Collected: We collect identifiers (Apple ID), sensory data (audio/images), and Sensitive Personal Information (transient voice characteristics analyzed for speaker identification).
• Disclosure for a Business Purpose: We disclose the above categories to our service providers (AWS, Microsoft Azure, OpenAI) solely to perform services on our behalf.
• Sensitive Personal Information (SPI): We process your voice characteristics to distinguish speakers in transcriptions. Under the CPRA, this is considered Sensitive Personal Information. We only use SPI for the limited purpose of providing the transcription service and do not use it to infer characteristics about you or for profiling.
• No Sale or Sharing: We do not "sell" your personal information for money. We do not "share" your personal information with third parties for cross-context behavioral advertising.
• Right to Limit Use of SPI: Because we only use your voice analysis for the transient purpose of transcription (a permitted business purpose), we are not required to provide a "Limit the Use of My Sensitive Personal Information" link. However, you may stop this processing by discontinuing use of the speaker identification feature.
• Exercising Your Rights: California residents may submit a verifiable request to info@meetingnotetaker.ai. We will not discriminate against you for exercising these rights.

9. Data Retention & Deletion

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

9.1 User Content Retention (Recordings, Images, and AI Outputs)

• Active Files: Your raw audio recordings (from local sessions or Zoom), photos, and AI-generated transcriptions are stored securely in our AWS-hosted cloud environment for as long as your account remains active.
• User-Initiated Deletion: If you choose to delete a specific recording or summary within the App, it will be rendered inaccessible in your user interface immediately and permanently erased from our active production databases and backup systems within thirty (30) days.

9.2 Transient Speaker Identification Data (Azure Analysis)

• Immediate Deletion: As specified in Section 1, the voice templates generated via Microsoft Azure for speaker identification are transient. These mathematical models are processed in memory and are automatically deleted immediately after the transcription and speaker attribution for that specific session are finalized. We do not maintain a database of voice characteristics.

9.3 Account Termination

• Deletion Upon Request: If you delete your account via the in-app settings (as required by Apple guidelines), all associated personal data—including your account profile and all saved recordings—will be flagged for deletion and purged from our production systems within thirty (30) days.
• Permission Revocation: As noted, revoking the App's access to your Microphone, Camera, or Calendar via iOS settings does not automatically delete previously stored data, but it will result in the inability of the Services to perform their core functions for future sessions.
• Deletion of Stored Data: If you delete your account via the in-app settings, all associated personal data—including your account profile and all saved recordings—will be flagged for deletion and completely purged from our production systems and backups within thirty (30) days.

9.4 Inactivity Policy

• AI Note Taker is designed for active use and is not a permanent archiving service. We reserve the right to delete all User Content and account data if your account remains inactive (no logins or recording activity) for a continuous period of twenty-four (24) months. We will attempt to notify you via your registered email before taking such action.

9.5 Backup and Legal Retention

• Backups: To ensure consistency across our platform, residual copies of your data held in our encrypted backup systems will be overwritten or deleted within the same thirty (30) day window following your deletion request.
• Legal Necessity: Please note that we may retain certain metadata (such as subscription transaction IDs or basic logs) for a longer period if reasonably necessary to comply with legal, tax, or regulatory obligations, or to resolve disputes.

10. How We Protect Personal Information

We implement industry-standard physical, technical, and administrative security measures to protect the integrity and confidentiality of your data. However, no method of transmission over the internet or electronic storage is 100% secure.

• Encryption Standards: All data, including raw audio recordings from Zoom or local sessions, visual captures, and AI transcriptions, is encrypted in transit using Transport Layer Security (TLS/SSL) and at rest on our Amazon Web Services (AWS) servers using advanced encryption standards (e.g., AES-256).
• Access Control and Authentication: Since we utilize "Sign in with Apple," we do not store or manage your passwords. Your account security relies on Apple's secure authentication protocols. We restrict access to personal data to authorized Company employees and contractors who require such access to operate and improve the Service.
• Transient Data Security: As specified in Section 1, voice templates processed via Microsoft Azure for speaker identification are held in volatile memory and deleted immediately after processing, minimizing the risk of biometric data exposure.
• Security Disclaimer: While we strive to use commercially acceptable means to protect your personal information, you provide such information at your own risk. We cannot guarantee its absolute security.
• Breach Notification: In the event of a confirmed data breach that compromises your personal information, we will notify you via the email address associated with your Apple ID or through a prominent notice within the App, in accordance with applicable state and federal laws.

11. Links to Websites and Third-Party Content

Our Services may contain links to third-party websites or platforms (such as Zoom) that are not owned or controlled by SparkGenius AI, Inc. These third-party sites have their own privacy policies. We are not liable for the information practices of any organization that we do not own or control. We advise you to read their privacy policies carefully before sharing any information with them or initiating meeting recordings.

12. Information Relating to Children

AI Note Taker is a general audience service intended exclusively for users who are at least eighteen (18) years of age.

• Strict Age Prohibition: We do not knowingly collect, maintain, or use personal information from individuals under the age of 18. If you are under the age of 18, you are strictly prohibited from accessing, downloading, or using the App.
• Discovery and Deletion: If we discover that we have inadvertently collected or received personal information from a minor under the age of 18, we will take immediate steps to deactivate the associated account and permanently delete all such information from our systems.
• Reporting: If you are a parent or legal guardian and believe that a minor under 18 has provided personal information to us, please contact us immediately at info@meetingnotetaker.ai.

13. Contact Us

For support, technical issues, or to exercise your privacy rights, you may contact us at the appropriate email addresses below: info@meetingnotetaker.ai.

We aim to respond to all inquiries within 1-3 business days. For urgent matters regarding account security, please use the subject line "URGENT."