Privacy Policy

This Privacy Policy explains how note1 ("we", "us", or "our") collects, uses, stores, and protects personal data when you use our AI-powered meeting note-taking and analysis service (the "Service").

note1 joins online meetings, records audio (and where applicable video), transcribes conversations, and generates AI-based notes, summaries, and insights. Because of the nature of the Service, we process content that may include personal, sensitive, or confidential information.

By using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Account Information

When you create an account, we may collect:

Name or display name
Email address
Authentication credentials (stored securely)
Account and subscription details

1.2 Meeting Data

When the Service is used in meetings, we process:

Audio recordings of meetings
Video recordings, where enabled
Meeting attendee lists and participant names, as provided by the conferencing platform or connected calendar
Meeting titles, agendas, and descriptions
Meeting transcripts
AI-generated notes, summaries, action items, and insights
Meeting metadata (date, duration, participants’ names as provided by the conferencing platform)

This data may include personal data of you and other meeting participants.

1.3 Usage and Technical Data

We automatically collect certain technical information, including:

IP address
Device and browser information
Log files and timestamps
Feature usage and interaction data

1.4 Third-Party Integrations

If you connect note1 to third-party services (such as calendar or video conferencing providers), we may receive information from those services according to your settings and their privacy policies.

1.5 Google Workspace API Data and Limited Use

If you connect note1 to Google Workspace APIs, including Google Calendar APIs, we use Google user data only to provide and improve user-facing features that you request, such as scheduling, preparing for, recording, transcribing, and summarizing meetings.

The use and transfer of raw or derived user data received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not use Google Workspace API data to train generalized AI or machine learning models. We do not sell Google Workspace API data. We do not transfer Google Workspace API data to third parties except as necessary to provide or improve the Service, comply with applicable law, or with your explicit consent.

1.6 Microsoft and Outlook API Data

If you connect note1 to Microsoft services, including Outlook Calendar and Microsoft Teams, we use Microsoft user data only to provide and improve user-facing features that you request, such as syncing your calendar, scheduling and preparing meetings, joining calls, recording, transcribing, and summarizing meetings.

We may receive and store your Microsoft user ID, email address, OAuth access token, refresh token, token expiration time, granted scopes, and calendar or meeting metadata such as meeting IDs, titles, start times, durations, attendee details, and join URLs. OAuth tokens are used server-side only to maintain the connection and provide the requested features.

We do not use Microsoft or Outlook API data to train generalized AI or machine learning models. We do not sell Microsoft or Outlook API data. We do not transfer this data to third parties except as necessary to provide or improve the Service, comply with applicable law, or with your explicit consent.

1.7 Zoom API Data

If you connect note1 to Zoom APIs, we use Zoom user data only to provide and improve user-facing features that you request, such as scheduling, preparing for, syncing, recording, transcribing, and summarizing meetings.

When you authorize the note1 Zoom app, we may receive and store your Zoom user ID, Zoom email address, OAuth access token, refresh token, token expiration time, granted scopes, and scheduled meeting metadata such as meeting ID, title, start time, duration, and join URL. OAuth tokens are used server-side only to refresh access and sync your Zoom meeting data.

We do not use Zoom API data to train generalized AI or machine learning models. We do not sell Zoom API data. We do not transfer Zoom API data to third parties except as necessary to provide or improve the Service, comply with applicable law, or with your explicit consent.

1.8 Google Analytics and Cookies

We use Google Analytics to understand how visitors use note1 and to improve the Service. Google Analytics uses cookies and similar technologies and may process information such as your IP address, browser and device details, pages visited, referring pages, approximate location, and interactions with the Service. Our Google Analytics measurement identifier is G-B5CXRM915H.

Google processes this information on our behalf under its own terms and privacy practices. You can restrict or delete cookies through your browser settings. Restricting cookies may affect some website functionality.

2. Legal Basis for Processing (EEA / UK)

If you are located in the EEA or UK, we process personal data under the following legal bases:

Performance of a contract (providing the Service)
Legitimate interests (improving and securing the Service)
Consent, where required by law (especially for recording and analysis)
Legal obligations

3. How We Use Your Information

We use collected information to:

Provide, operate, and maintain the Service
Record, transcribe, and analyze meetings
Generate AI-based notes and insights
Store and organize meeting content
Improve product performance, reliability, and features
Communicate with you about the Service
Ensure security and prevent misuse

You are responsible for ensuring that all meeting participants are informed and have given valid consent to being recorded and analyzed by note1.

note1 does not verify participant consent and is not responsible for unlawful recording or processing carried out by users.

5. AI Processing and Model Improvement

Meeting data is processed using automated systems, including artificial intelligence models.

To provide transcription, summarization, and meeting analysis features, we may send meeting data to OpenAI, xAI, Soniox, and Speechmatics for processing. Soniox and Speechmatics provide speech-to-text and transcription processing. OpenAI and xAI may provide transcription, summarization, speaker analysis, and other AI processing. The data sent for processing may include audio, attendee lists, meeting titles or agendas, transcripts, notes, and other generated meeting outputs.

By default:

Your meeting content is not used to train or improve general-purpose AI models.
We may use aggregated, anonymized usage data to improve service performance.

If this changes, we will clearly inform you and, where required, request consent.

We do not sell your personal data.

We may share data only with:

Service providers, including Google Analytics for site analytics; Soniox and Speechmatics for transcription; and OpenAI and xAI for transcription and AI processing, under strict confidentiality agreements
Third-party integrations you explicitly enable
Authorities, where required by law

7. Data Retention

We retain meeting data and account information only for as long as necessary to provide the Service or comply with legal obligations.

You may delete meeting content or close your account at any time, subject to reasonable technical limitations.

8. Security

We implement appropriate technical and organizational measures to protect your data, including:

Encryption in transit and at rest
Access controls and authentication safeguards
Monitoring for unauthorized access

However, no system is completely secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your data may be processed in countries outside your country of residence. Where required, we use appropriate safeguards such as standard contractual clauses.

10. Your Rights

Depending on your location, you may have rights including:

Access to your personal data
Correction of inaccurate data
Deletion of your data
Restriction or objection to processing
Data portability

You may exercise these rights by contacting us through our support channels.

11. Children’s Privacy

note1 is not intended for use by children under the age required by applicable law, and we do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last Updated" date and notify you of material changes where required.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us through the support channels provided on our website.