1. Information We Collect
Account Information
When you sign in using your Google account, we may collect:
- Full Name
- Email Address
- Profile Picture (if provided by Google)
- Google Account Identifier
We use this information solely to create, authenticate, and manage your account.
Google Calendar Data
When you log in with your Google account and grant explicit permission to access Google Calendar, we collect and access:
- Calendar event details (such as event titles, scheduled times, descriptions, and participant lists) linked to the email address used at sign-in.
This data is accessed exclusively to display your upcoming calendar events within the App so you can associate notes, recordings, and AI summaries with specific meetings.
Device Permissions and System Access
To deliver core functionality, the App requests specific Android device permissions:
- Audio Recording (
android.permission.RECORD_AUDIO): Required strictly when you initiate recording for meetings, lectures, or voice notes. Audio is captured only while active recording is in progress. - Network and Internet Access (
android.permission.INTERNET,android.permission.ACCESS_NETWORK_STATE): Required to connect to cloud services, process AI requests, access calendar events, sync data across devices, and check current network availability. - Notifications (
android.permission.POST_NOTIFICATIONS): Optional permission used to send operational alerts, processing status updates, and meeting reminders. You can modify notification preferences at any time in your device settings.
Audio Recordings and External Media
When you record audio or process media within the App, we collect:
- Audio recordings and active mic streams
- Metadata such as recording duration, file size, timestamps, and custom titles
AI Generated Content and User Data
We generate and store assets associated with your account so you can access them across your devices:
- Speech-to-text transcripts, AI summaries, meeting notes, action items, keywords, tags, folders, and custom categories.
You retain full ownership of your content.
Device Information and Diagnostics
We automatically collect non-identifiable technical data to maintain app performance:
- Device model, operating system version, app version, primary language, country, time zone, crash logs, and diagnostic telemetry.
2. How We Use Your Information
We use collected information to:
- Fetch and display upcoming meeting events from your Google Calendar tied to your sign-in email
- Capture and convert speech to text
- Fetch and process video and audio transcripts via third-party APIs
- Generate automated summaries, meeting key points, and actionable items using AI
- Synchronize notes, recordings, and transcripts securely across your devices
- Verify user authentication and provide customer support
- Detect fraud, unauthorized access, or abuse of system resources
- Improve app stability, response times, and processing accuracy
3. Google API Permissions and Limited Use Requirements
AI Note Taker's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
- Google Calendar API Usage: We access your Google Calendar data strictly to read and present your schedule within the App interface.
- Data Isolation: Calendar event information is used exclusively to facilitate feature execution inside the App. We do not sell, share, or use your Google Calendar data for personalized advertising, marketing, or profiling purposes.
- Third-Party Transfer: Calendar data retrieved from Google APIs is never shared with third parties, except as strictly necessary to deliver app functionality or as required by applicable law.
4. Third-Party API Integrations and AI Processing
To provide core intelligence features, user content is securely transmitted to specialized external API service providers:
- Google Gemini API: We utilize Google Gemini API infrastructure to process transcript text, generate summaries, extract action items, and synthesize insights. Text sent to the Gemini API is processed strictly to execute your requested AI features and is handled in compliance with Google Enterprise Privacy Frameworks.
- TranscriptAPI (transcriptapi.com): When you submit public media URLs or external video sources for transcript generation, request data is processed through TranscriptAPI to fetch text captions and video metadata.
Data sent to these APIs is encrypted in transit and transmitted solely to fulfill feature execution. We do not sell or lease user data to API providers.
5. Cloud Storage and Data Security
- Storage and Sync: Your transcripts, notes, and recordings may be stored in encrypted cloud database infrastructure to support automated backup, multi-device sync, and account restoration.
- Security Protocols: We implement industry-standard protocols including TLS and HTTPS encryption for data in transit and AES encryption for data at rest. Access control mechanisms restrict data visibility strictly to your authenticated account.
6. Data Sharing
We do not sell, rent, or trade your personal information. We share data only under the following strictly defined operational contexts:
- Infrastructure and Hosting Providers: Secure cloud hosting facilities that store app data.
- AI and Processing APIs: Google Gemini API and TranscriptAPI to generate requested output.
- Authentication and Calendar Services: Google Sign-In and Google Calendar API to manage account authorization and display schedules.
- Legal Compliance: When required by applicable laws, court orders, or enforceable governmental requests.
7. Data Retention and Deletion
We retain your information as long as your account remains active. You can delete individual voice notes, transcripts, or AI summaries directly within the app interface at any time.
If you disconnect your Google Calendar or revoke permissions via your Google Security Settings, the App will immediately cease fetching calendar events. If you choose to delete your account entirely, all associated personal information, recordings, and AI-generated content will be permanently removed or anonymized from our primary production databases within a reasonable operational period.
8. Your Rights and Choices
Depending on your jurisdiction, you have the right to:
- Access, download, or export your stored notes and transcripts
- Revoke access to your Google Account or Google Calendar at any time via Google Account Permissions
- Revoke device permissions (Microphone, Notifications) at any time in system settings
- Request correction of inaccurate account information or total account termination
9. Children's Privacy
AI Note Taker is not directed to individuals under the age of 13 (or the applicable minimum legal age in your region). We do not knowingly collect personal data from children.
If we discover that a child has provided us with personal information, we will take steps to purge the data immediately.
10. Third-Party Links and Services
Our application may incorporate links to third-party services or display content retrieved from external sources. We are not responsible for the privacy policies or practices of external third parties.
11. International Data Transfers
Your information may be transferred to and processed on servers located outside your country of residence. We ensure that appropriate safeguards and security standards are enforced across all processing locations.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect app updates or regulatory adjustments.
Significant changes will be announced in-app or posted on our website along with an updated Effective Date.
13. Contact Us
If you have questions, feedback, or data requests concerning this Privacy Policy, please reach out to us:
Google Play and App Store Compliance Statement
AI Note Taker collects only the information necessary to provide AI-powered transcription, note-taking, calendar awareness, synchronization, and account management features. Our use of data received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell users' personal information.