Privacy Policy

Last updated: 7/26/2025

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.

🔒 Privacy First: NotesBot processes your audio in real-time and immediately deletes all audio and transcriptions after delivering them to Discord. We do not maintain any database of your conversations.

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 Voice Data

  • Voice audio from Discord voice channels
  • Transcriptions of voice conversations
  • AI-generated summaries of conversations
  • Session metadata (timestamps, duration, speaker identification)

2.3 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.

2.4 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: Audio files and transcriptions are processed in real-time and are not stored in our databases after delivery to Discord.

4. Data Storage and Security

4.1 What We Store

  • User account information and subscription data: MongoDB database
  • Usage statistics (hours used): MongoDB database
  • Custom prompt preferences: MongoDB database

4.2 What We DON'T Store

  • ❌ Voice audio (deleted after processing)
  • ❌ Transcriptions (deleted after delivery)
  • ❌ AI summaries (deleted after delivery)
  • ❌ Conversation content

4.3 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
  • DigitalOcean Spaces: For secure file storage

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

6. Data Retention

NotesBot prioritizes your privacy and does NOT permanently store your conversations, audio files, or transcriptions.

Our data retention practices:

  • Voice audio: Temporarily processed and immediately deleted after transcription
  • Transcriptions and summaries: Delivered to Discord and then deleted from our systems
  • User account data: Basic account information retained while subscription is active
  • Payment records: Retained only as required by financial regulations

⚠️ Important Third-Party Disclosure: While NotesBot does not store your conversation data, please be aware that our third-party processors (AssemblyAI for transcription and OpenAI for summarization) may retain data according to their own policies. We cannot guarantee that these services do not store or use your data for their own purposes, including model training or improvement.

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:

Email: support@notesbot.com

Discord: Join our support server - We're always available to help!