Privacy Policy
Effective date: 17 July 2026
This policy explains what data My AI Notes ("the app", "we", "us") collects, where it is stored, and when it leaves your device. We wrote it to match what the app actually does. If anything here is unclear, email us at gregory.timofeev@linked-robot.com.
We may update this policy as the app changes. When we do, we update the effective date above. Material changes will be reflected here before they take effect.
Short version
Your notes live on your phone. The audio you record and the transcript text are sent to third-party AI services only to transcribe and summarize them — that is the one point where content leaves the device. We do not upload your notes, titles, transcripts, or summaries to our own servers. We collect a small amount of account, crash, and usage data through Firebase. We do not use IDFA, we do not show the App Tracking Transparency prompt, and we do not track you across other apps.
1. Your notes are stored on your device
By default, everything your notes contain stays on your phone in a local database: audio recordings, transcripts, AI summaries, extracted action items, on-device search embeddings, tags, and note ratings. In this version of the app we do not upload this content to our servers, and there is no cross-device sync. If you delete the app, this local data is removed with it.
2. Account data
To use the app you sign in with Sign in with Apple or Sign in with Google, handled by Firebase Authentication. We store a small profile document for your account in Google Cloud Firestore, keyed to your user id. It contains:
- your account email (when your sign-in provider shares it) and display name,
- a user id and which provider you used to sign in,
- your subscription status and plan metadata (see Payments below),
- created/updated timestamps.
Access to this document is restricted so that only you (your signed-in account) can read or write it.
3. AI services that process your content (sub-processors)
This is the part to read carefully. To turn your recordings into transcripts and summaries, the app sends content directly from your device to third-party AI providers. This is the only routine case where your note content leaves the device.
| Provider | What we send | Why | Their privacy policy |
|---|---|---|---|
| xAI (Speech-to-Text, api.x.ai) | Your audio recording | Transcribe the recording into text (primary transcription provider) | x.ai/legal/privacy-policy |
| OpenAI (Whisper, api.openai.com) | Your audio recording | Fallback transcription, used only when no xAI key is configured | openai.com/policies/privacy-policy |
| Google Gemini (generativelanguage.googleapis.com) | Your transcript text | Generate the summary and extract action items | policies.google.com/privacy |
Audio goes to the transcription provider (xAI, or OpenAI as fallback). The resulting transcript text goes to Google Gemini for the summary and action items. Your use of the app for AI processing is subject to these providers' own privacy policies, linked above. Search embeddings are generated on your device and are not sent to any of them.
4. Crash reporting
We use Firebase Crashlytics to find and fix bugs. It collects crash logs, non-fatal error reports, and technical details about the device and operating system (for example, device model and OS version). It does not collect your note content.
5. Analytics
We use Firebase Analytics to understand how the app is used at a high level — for example, when a recording starts or completes, when the paywall is shown, and when a subscription starts. Events carry only identifiers, category labels, counts, and durations.
Your note content is never sent to analytics. Note titles, transcripts, summaries, action-item text, tag names, and any free-text feedback are not included in analytics events.
6. Feedback and note snapshots
If you send feedback from the app, we receive the message you wrote so we can respond and improve the app.
When you give a note a thumbs-down rating, you can choose — with an explicit consent toggle — to share a text-only snapshot of that note to help us diagnose the problem. Only if you turn that consent on do we upload the snapshot to Firestore (under your account). Snapshots are removed when you delete your account, and you can decline to share at any time by leaving the toggle off.
7. Advertising and attribution
To measure whether our ads lead to installs, we use Apple's SKAdNetwork and Firebase on-device conversion measurement. With on-device conversion measurement, your account email is hashed on your device by the SDK — the plain email is never sent for this purpose.
We do not use the Identifier for Advertisers (IDFA), we do not show the App Tracking Transparency prompt, and we do not track you across other companies' apps or websites.
8. Payments
Subscriptions are sold and processed by Apple through StoreKit / the App Store. We receive only your subscription status (for example, whether a trial or paid subscription is active). We never receive or store your card number or other payment details.
9. Data retention and deletion
You can delete your account from inside the app. Deletion removes:
- the on-device data container for your account (notes, audio, transcripts, and the rest),
- your Firestore profile document and your feedback-snapshot subcollection,
- your authentication account.
Within the app, deleted notes are soft-deleted first and automatically purged from the on-device database after 30 days. For step-by-step instructions, see Delete Account. Data already sent to the AI providers in Section 3 is governed by their own retention policies, linked above.
10. Your rights and regions
The app is offered in the United Kingdom, Australia, Canada, and the United States. Depending on where you live, you may have rights over your personal data — including, under the EU GDPR and UK GDPR, the rights to access, correct, delete, restrict, or port your data, and to object to certain processing. You can exercise most of these directly by deleting your account (Section 9). For anything else, contact us at gregory.timofeev@linked-robot.com.
For users in the UK and EU, we apply consent mode before any advertising measurement described in Section 7.
11. Children
My AI Notes is not directed at children under 13 (or under 16 where a higher age applies under local law). We do not knowingly collect personal data from children. If you believe a child has used the app, contact us and we will remove the data.
12. Contact
The data controller for the app is [data controller legal name/entity — to be confirmed by owner]. For any privacy question or to exercise your rights, email gregory.timofeev@linked-robot.com.