Privacy Policy
This Privacy Policy explains what information NoteMama (the “App”) handles, why, and the choices you have. The App is operated by FOP Masalitin Ivan Stanislavovych (ФОП Масалітін Іван Станіславович), Ukraine (“we”, “us”), who is the controller of the data described here. We built the App so that your recordings and notes stay on your device and so that we know as little about you as possible.
- No account, name, e-mail address or phone number is required to use the App.
- Your recordings, transcripts, summaries and chats are stored on your device, not on our servers.
- To transcribe audio and generate AI results, the content you choose to process is sent through our server to the AI providers listed below, only after you agree in the App.
- No advertising, no third-party analytics or advertising SDKs, no tracking across apps or websites, and we do not sell your data.
1. Information the App handles
1.1 Content you process (audio, text, documents)
When you record or import audio, import a document, generate a summary, flashcards or a quiz, or ask the AI assistant a question, the relevant content (the audio – sent in parts while you record and after you stop –, the transcript or document text, your question and the note excerpts needed to answer it) is sent over an encrypted connection (HTTPS) to our server and forwarded to the AI provider that performs the task. Our server handles this content only for the duration of the request; temporary buffers are discarded as soon as the request ends. We do not save your audio, transcripts, documents, questions or AI results in any database on our servers, and we do not write them to our logs. The results are returned to the App and stored on your device.
The App asks for your explicit permission before any content is sent for AI processing. If you do not agree, nothing is uploaded; you can still record and play back audio on your device.
If our server cannot be reached, the App can transcribe a recording with Apple’s speech recognition running on your device, where your device and language support it. On that path the audio does not leave your device.
1.2 Data stored on your device
Recordings, transcripts, summaries, action items, study materials, chat history, the search index and your settings are stored locally in the App’s storage on your device. They are included in your device backups if you have backups enabled (for example iCloud Backup, which is governed by Apple’s terms). Deleting a note in the App deletes it from the device; deleting the App removes the notes and recordings stored in it.
1.3 Installation ID
The App identifies its installation with the “identifier for vendor” that iOS provides to an app developer for your device, and keeps a copy of it in the App’s storage. The identifier is stable for this installation, is not shared with other developers’ apps, and is not your name, Apple ID, advertising identifier or a hardware serial number; it does not tell us who you are. It can change if you delete the App and install it again. You can see and copy it as the “Installation ID” at the bottom of the App’s Settings screen. We use it to authenticate requests, apply usage limits, and keep the records described in 1.4–1.6.
1.4 Usage counters
For each Installation ID our server stores how many minutes of audio were transcribed, how many documents were processed and how many AI requests were made in each calendar month (see section 5 for how long), plus any remaining top-up balance. This is needed to provide the free allowance and the limits of paid plans.
1.5 Purchase information
Purchases are processed by Apple. We never receive your payment card details, name or Apple ID. To unlock a paid plan or credit a top-up, the App sends our server the transaction record signed by Apple. We verify it and store, for the Installation ID: the product identifier, Apple’s transaction identifiers, the environment, for subscriptions the expiry date, for top-ups the amount credited, and whether the purchase was refunded or revoked.
1.6 Anonymous usage analytics (optional)
To understand which features work and where people get stuck, the App sends our own server a small number of events such as “onboarding completed”, “recording started”, “summary completed” or “paywall shown”. Each event contains: the event name, a few short technical properties (for example a duration range such as “5–15 min”, an import type, an error category or a product identifier), the time, a random session identifier, the Installation ID, the App version, the iOS version, the language/region setting and the device class (for example “iPhone”). Events never contain your audio, transcripts, note titles, questions, file names, contacts or location. We do not store IP addresses with these events. Analytics are first-party only: no third-party analytics provider receives them. You can turn analytics off at any time in the App: Settings → Privacy & Data → Anonymous usage analytics.
1.7 Technical data
Like any internet service, our server receives your IP address when the App connects. We use it transiently, in a non-reversible hashed form kept for a few minutes, to rate-limit requests and prevent abuse. We do not store IP addresses in our database or in our request logs and do not use them to locate or identify you. Our request logs record technical facts (time, endpoint, size, duration, success or error code) and never the content. The web server’s error log, used only for troubleshooting, can contain the IP address of a request that failed.
1.8 Permissions
- Microphone – to record audio. Recording starts when you start it. The only exception is the optional “Auto-start recording” setting, which is off by default: if you turn it on, the App starts recording when you open it after at least 15 minutes away, and only after you have acknowledged the App’s notice about recording other people.
- Speech Recognition – Apple’s on-device speech recognition, used only as a backup to transcribe a recording when our servers cannot be reached. On that path the audio does not leave your device.
- Notifications (optional) – to tell you when a note is ready.
The App does not request access to your calendar, contacts, photos or location, and does not ask for permission to track you.
2. Service providers that process your content
We use the following providers. They receive only the content needed for the task.
| Provider | Purpose | What is sent |
|---|---|---|
| Groq, Inc. (USA) | Speech-to-text transcription (Whisper model) | The audio you record or import |
| ElevenLabs Inc. (USA) | Backup speech-to-text transcription, used only when the primary provider is unavailable | The audio you record or import |
| Google LLC – Gemini API (USA) | Summaries, action items, study materials, chat answers and search embeddings | Transcript or document text, your questions and relevant note excerpts |
| Apple Inc. | In-app purchases and subscription management | Handled by Apple under Apple’s privacy policy |
| Our hosting provider (Europe) | Runs our server and database | The data described in 1.3–1.7; content only in transit, as described in 1.1 |
Each provider handles data under its own terms for API customers and its own privacy and data-retention rules. We do not use your content for advertising and do not give it to anyone for that purpose.
Optional integrations you set up yourself: if you enter a Slack webhook in Settings and choose Slack in a note’s Share menu, or (where available) connect Google Calendar and add an event from a note, the App sends the content you chose directly from your device to that service, under that service’s terms. To display mathematical formulas in a note, the App loads an open-source rendering library (KaTeX) from the jsDelivr content-delivery network; no note content is sent with that request, but, as with any internet request, that network sees your IP address.
3. How we use information and legal bases
- To provide the features you request (transcription, summaries, chat) – performance of our contract with you, and your consent for sending content to AI providers.
- To apply plan limits, verify purchases and prevent fraud and abuse – performance of contract and our legitimate interests.
- To understand and improve the App through anonymous analytics – our legitimate interests; you can opt out at any time.
- To comply with legal obligations.
We do not use your content to train AI models, do not build advertising profiles, do not make automated decisions with legal or similarly significant effects, and do not sell or share personal information for cross-context behavioural advertising.
4. Tracking
The App does not track you. It does not use the advertising identifier (IDFA), contains no advertising or third-party analytics SDKs, and does not link data from the App with data from other companies’ apps or websites.
5. Retention
- Content sent for AI processing: not retained on our servers after the request completes.
- Usage counters: deleted about two months after the end of the month they relate to.
- Subscription records and the Installation ID record: kept while the installation is in use and deleted when you use “Delete My Data” (subject to the minimal record described in section 6), or automatically after the installation has been inactive for about 13 months and has no top-up balance left.
- Top-ups: an unused top-up balance is kept until it is used, because top-ups do not expire. Apple’s transaction identifiers of top-ups are kept so that the same purchase cannot be credited twice, so that a refund can be deducted, and to meet accounting obligations; once the Installation ID record is deleted they are no longer linked to any installation.
- Analytics events: deleted automatically after 24 months.
- Data on your device: until you delete it or remove the App.
6. Deleting your data and your choices
- Delete My Data: in the App open Settings → Privacy & Data → Delete My Data. This erases all notes, recordings, transcripts, summaries and chats from your device, removes the integrations you connected and withdraws the AI-processing permission. On our server it permanently deletes the analytics events, the subscription record and the usage counters of earlier months linked to your Installation ID. If our server cannot be reached, nothing is deleted and the App asks you to try again.
- What “Delete My Data” keeps on our server: (a) a minimal usage record for the current month – your Installation ID with the current calendar month’s usage counters – so that deleting data cannot be used to reset the free monthly allowance; and (b) any unused top-up balance, together with Apple’s transaction identifiers of the top-ups that make it up, so that you do not lose hours you paid for and so that a refund granted by Apple can be deducted from that balance. This record contains no content and no name, e-mail address or other contact details. The usage counters are deleted about two months after the month ends; the Installation ID record is deleted once the installation has been inactive for about 13 months and no top-up balance remains. If you have no top-up balance, top-up transaction identifiers are unlinked from your Installation ID immediately.
- Requests by e-mail: you can also write to ivanmasalitin1992@gmail.com. Please include the Installation ID shown at the bottom of Settings; without it we cannot find your records, because we do not know who you are.
- Delete local data only: delete individual notes in the App, or delete the App to remove the notes and recordings stored in it.
- Turn off analytics: Settings → Privacy & Data → Anonymous usage analytics.
- Withdraw AI-processing permission: Settings → Privacy & Data → Withdraw permission. Transcription, summaries and AI chat stop working until you allow it again; you can still record and play back audio.
- Cancel a subscription: in your App Store account settings (iPhone Settings → your name → Subscriptions). Deleting data does not cancel a subscription.
Depending on where you live (for example the EEA, the UK or California) you may have the right to access, correct, delete or export your personal data, to object to or restrict processing, and to complain to your local data-protection authority. Because we do not know who you are, we need your Installation ID to act on a request. We do not discriminate against you for exercising these rights.
7. Recording other people
You decide what to record. Recordings may contain other people’s voices and personal information. You are responsible for informing participants and obtaining any consent required by the laws that apply to you before recording, and for how you store and share the resulting notes.
8. Security
All communication with our server uses TLS encryption. Requests are cryptographically signed, rate-limited and size-limited. Access to our server and database is restricted. On your device, the App’s files are encrypted by iOS data protection when a passcode is set. So that a recording can continue while the screen is locked, recordings and related files use the protection level “until first unlock”: they are inaccessible after the device is switched on or restarted until you unlock it for the first time, and remain available to the App after that, including while the screen is locked. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. International transfers
Our server is located in Europe. The AI providers listed in section 2 process content in the United States and other countries where they operate, under the safeguards set out in their own data-processing terms (for example the European Commission’s Standard Contractual Clauses).
10. Children
The App is intended for professional and general use and is not directed to children. We do not knowingly collect personal information from children under 13 (or under 16 in the European Economic Area and the United Kingdom). If you believe a child has provided us with personal information, contact us and we will delete it.
11. Changes
We may update this policy as the App evolves. We will post the new version on this page and update the effective date shown at the top.
12. Contact
FOP Masalitin Ivan Stanislavovych (ФОП Масалітін Іван Станіславович), Ukraine · ivanmasalitin1992@gmail.com