Privacy Policy

Our privacy promise

Notes Recorder is built for private meeting work. Your saved transcripts, notes, rough notes, titles, attendees, and action items are tied to your signed-in account. Other customers cannot see them, and we do not sell, rent, or trade your information.

We use customer information only to provide and protect the product: account access, live transcription, AI-written meeting minutes, saved history, billing, support, security, and service reliability.

Information used to provide the service

To run your account, we use the basics: your name, email address, password-protected authentication, verification status, selected plan, meeting usage, support requests, and product settings such as two-step verification.

When you record a meeting, Notes Recorder processes microphone audio, the live and final transcript, optional rough notes, and the notes created from that material. When a real recording stops, the app automatically saves the current transcript, notes, meeting metadata, and usage record to your account if the save succeeds. You can delete the saved meeting later.

We also use first-party site analytics to understand product traffic and account conversion, such as page visits, approximate visit time, referrer, browser user agent, signed-in status, and a masked IP-derived network prefix and hash. For signed-in activity, the analytics record can also include the account email and plan so account conversion and product issues can be understood. Notes Recorder does not set a persistent browser identifier for this analytics. We do not show raw full IP addresses in the founder analytics view. Contact support if you have a privacy-rights request related to this processing.

How we use information

We use information for practical product reasons only: signing you in, generating meeting notes, saving your history, managing your subscription, sending account emails, answering support requests, preventing abuse, fixing errors, and keeping the service reliable.

Browser speech and AI processing

Notes Recorder is piloting OpenAI live transcription for eligible founder/internal accounts. During an eligible recording, the browser uses a short-lived session authorized by Notes Recorder's private backend and sends microphone audio to OpenAI for transcription while the recording is active. The standard OpenAI API key remains on the server. Accounts outside this pilot use the browser's Web Speech implementation, and eligible sessions fall back to Web Speech if the OpenAI live connection cannot be used. Depending on the browser and operating system, Web Speech may use a network service operated by the browser or operating-system provider. That processing is governed by the provider's permissions, settings, and privacy terms.

Transcript text, rough notes, and meeting context are sent through Notes Recorder's private backend to OpenAI's API to generate titles, summaries, topic sections, decisions, risks, participants, action items, and speaker-label improvements. API keys remain on the server. Notes Recorder sets store: false on its OpenAI Responses API requests, which limits Responses application-state storage but does not by itself eliminate every provider retention path. OpenAI's current API data controls state that API data is not used to train or improve its models unless the API customer explicitly opts in, and describe other potential retention paths such as abuse-monitoring logs and prompt-caching behavior. Notes Recorder does not use meeting content for advertising or to train its own models.

Payments

Payments are handled by a trusted payment processor. Notes Recorder does not store full card numbers. We keep only the billing status needed to activate your plan, show renewal details, and help with account support.

Audio and transcripts

Recording starts in your browser. When you stop a supported recording, the app automatically sends the recorded audio through Notes Recorder's private backend to OpenAI's /v1/audio/transcriptions endpoint. The server first attempts a speaker-separated final transcript and, for eligible founder/internal pilot accounts, uses GPT Transcribe if a usable diarized result is unavailable. This happens only when the AI service is configured and the recorded upload is within the current 25 MB limit; otherwise the meeting continues with the transcript already available in the browser.

Notes Recorder does not persist raw microphone audio. Live audio is not written into saved meeting history or a server-side audio library, and the backend holds a post-stop upload in memory only long enough to forward and process the request. The browser offers a current-session audio download and warns before refresh or close while recording or finalization still owns unsaved audio, while saved history contains the transcript, notes, rough notes, and meeting metadata—not the audio file. OpenAI's current endpoint table lists up to 30 days of abuse-monitoring retention by default and no application-state retention for /v1/realtime; it lists no abuse-monitoring retention and no application-state retention for /v1/audio/transcriptions. Provider controls and legally required retention can change, so review OpenAI's linked data-controls page for the current terms.

You control what you copy, export, or delete after the automatic save. You are responsible for confirming that recording and transcription are permitted for each meeting.

Limited sharing

We do not share your information for advertising or resale. We use a small number of trusted service providers only where needed to operate Notes Recorder, such as hosting, email delivery, payments, AI note generation, account security, and support. We may also disclose information if required by law, to prevent fraud or abuse, or to protect the service and our customers.

Retention and deletion

We keep account and meeting data only as long as needed to provide the service, support billing records, maintain security, resolve issues, and meet legal obligations. You can delete saved meetings in the product. For account deletion, access, correction, or export help, contact support.

Security

We take security seriously. Notes Recorder uses HTTPS, password-protected accounts, email verification, optional two-step verification for customers, required two-step verification for administrative access, server-side secrets, subscription gates, security headers, and rate limits. No online service can promise perfect security; we use reasonable safeguards and continue improving them as the service matures.

Children

Notes Recorder is a business productivity product and is not intended for children. Do not use the service if you are not old enough to create a binding account in your location.

Contact

Questions or requests can be sent to support@notesrecorder.ai.