Privacy Policy

Information We Collect

We collect and process the following categories of data:

1. Account and profile data: name, email address, sign-in provider, and purchase/subscription status.
2. Calendar and meeting metadata (if connected): event title, description, participant information, organizer information, and meeting times.
3. Audio and transcript data: audio recordings you create or upload, generated transcripts, summaries, and AI chat prompts/responses.
4. Call and phone data (if you use phone features): phone number, verification call status, call routing metadata, and call audio needed to place or process calls.
5. Device and diagnostics data: app version, device type, crash logs, and performance/usage analytics.

How We Use Data

We use this data to:

1. Provide core product features (recording, transcription, summaries, and AI chat).
2. Enable phone call and phone verification features.
3. Operate subscriptions, account access, and customer support.
4. Maintain security, prevent abuse, and improve reliability and performance.

Third-Party Services and Data Sharing

We do not sell personal data. We share data only as needed to provide the service.

xAI

Purpose: AI summarization and AI chat features.

Data sent: transcript text, note/chat prompts, and related meeting metadata required to generate responses.

Deepgram

Purpose: speech-to-text transcription.

Data sent: audio recordings, audio timing/speaker segmentation data, and limited request metadata required for transcription.

Twilio

Purpose: phone call and phone verification features.

Data sent: phone number, call signaling/routing metadata, and call audio required to establish or process calls.

Other processors used to operate the app

Depending on feature usage, we also use processors for cloud hosting/authentication/database, purchases, analytics, crash monitoring, and customer support. These providers process data only to provide services to Flownote.

Consent and Controls

By continuing in the app and using Flownote features, you agree to Flownote’s Terms of Use and Privacy Policy. If you do not want data processed by third-party providers, do not use features that require those providers (for example, AI summaries/chat, transcription, or phone call features).

You can request data deletion by contacting support@flownote.ai. We process verified deletion requests within 30 days unless longer retention is required by law.

Data Protection and Third-Party Safeguards

We require service providers to protect personal data with confidentiality and security measures, and to use data only for providing contracted services to Flownote. We apply access controls and encryption in transit and at rest where supported.

Retention

1. Account data: retained while your account is active and as needed for legal/compliance obligations.
2. Audio, transcripts, and generated notes: retained until you delete them or delete your account, subject to limited backup retention.
3. Call metadata and verification records: retained as needed for security, fraud prevention, and support.
4. Diagnostics and analytics: retained for service quality, troubleshooting, and abuse prevention.