Privacy Policy

1. Introduction

NotesBot (“we,” “our,” or “us”) is built with privacy as a core principle. We believe your conversations are private and should remain that way. This Privacy Policy explains our minimal data collection practices and our commitment to NOT storing your conversations, audio, or transcriptions. By using NotesBot, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 User Information

• Discord User ID and username
• Discord Server (Guild) ID
• Discord Channel IDs (voice and text channels)

2.2 Data We Store Permanently

• AI-generated summaries - Stored permanently in our database for your access
• Transcriptions - Stored permanently in our database for your access
• Session metadata - Timestamps, duration, user IDs stored permanently

2.3 Optional Audio File Storage

• When ENABLED by user: MP3 audio files stored securely in AWS S3 for 14 days
• When DISABLED (default): Raw audio processed and immediately deleted
• User control: Can be enabled/disabled anytime via /config command
• Automatic deletion: All audio files automatically deleted after 2 weeks

2.4 Data We Process But Don't Store

• Raw voice audio from Discord voice channels (processed in real-time, immediately deleted unless audio storage enabled)

2.5 Payment Information

• Stripe Customer ID
• Subscription plan details
• Payment status and billing cycle information

Note: We do not store credit card numbers or other sensitive payment details. All payment processing is handled securely by Stripe.

2.6 User Preferences

• Custom AI summarization instructions
• Recording mode preferences (meeting or party mode)

3. How We Use Your Information

We use the collected information for the following purposes:

• To temporarily process voice audio for transcription
• To generate AI-powered summaries of your conversations
• To deliver transcriptions and summaries to your Discord channel
• To manage your subscription and process payments
• To track usage limits for your subscription plan
• To communicate with you about service updates or issues

Note: Summaries and transcriptions are stored permanently in our database. Audio files are optionally stored for 2 weeks when enabled by users.

4. Data Storage and Security

4.1 What We Store Permanently

• Meeting summaries and transcriptions - Stored permanently in MongoDB database
• User account information and subscription data - MongoDB database
• Usage statistics (hours used) - MongoDB database
• Custom prompt preferences and settings - MongoDB database

4.2 Optional Temporary Storage

4.3 What We DON'T Store

• ❌ Raw voice audio during processing (deleted immediately after transcription)
• ❌ Real-time conversation data (not cached or logged)

4.4 Security Measures

• All API keys and secrets stored as environment variables
• Private storage buckets with restricted access
• Secure HTTPS connections for all data transfers
• Input validation and sanitization

5. Third-Party Services

We use the following third-party services to operate NotesBot:

• Discord: For bot functionality and user authentication
• AssemblyAI: For audio transcription services
• OpenAI: For AI-powered summarization (GPT-4)
• Stripe: For payment processing
• AWS S3: For optional secure audio file storage

Each of these services has their own privacy policies. We encourage you to review them.

6. Data Retention Practices

6.1 Permanently Stored Data

• Meeting summaries and transcriptions - Stored indefinitely in our database for your access
• User account and subscription data - Retained while account is active
• Usage statistics and billing records - Retained as required for service provision and regulations

6.2 Temporarily Stored Data

• Raw voice audio during processing - Deleted immediately after transcription completes
• Optional audio files - When enabled by user, MP3 files stored for 14 days then automatically deleted

6.3 User Control Over Audio Storage

7. Your Rights

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request data portability

To exercise these rights, please contact us at support@notesbot.com.

8. Children's Privacy

NotesBot is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws different from those in your country. By using NotesBot, you consent to such transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: