Privacy policy

Who we are

DigiSpire LLC, a company registered in Wyoming, United States, at 30 N Gould St Ste R, Sheridan, WY 82801, United States, operates Notepik. For the personal data of people who sign up for an account, we are the data controller. For the contents of the meetings our customers record, we are a data processor acting on their instructions, and the customer is the controller.

That distinction matters. If you were in a meeting somebody recorded with Notepik and want it deleted, the organisation that recorded it decides, not us. We will help you reach them.

What we collect

Because you gave it to us

• Your name and email address, and a hashed password if you did not use Google
• The workspace you created or were invited to, and your role in it
• Billing details, held by Creem, Stripe or PayPal rather than by us

Because you recorded a meeting

• The audio or video, captured by our bot, recorded with our Chrome extension, or uploaded by you
• The transcript, including who said what and when
• The summary, decisions and action items produced from it
• Comments your team leaves on it

This is the sensitive part. A transcript of a business meeting can contain anything the people in it said, about customers, staff, money or plans. We treat it accordingly, and it is why the whole system is built so that a workspace can only ever see its own.

Because the software runs

• Sign-in times and IP addresses, kept briefly to spot brute-force attempts
• Minutes processed and estimated model cost, so plan limits can be applied
• An audit log of administrative actions, such as changing somebody’s role
• Error and performance logs, which are not deliberately linked to individuals
• Your language choice, kept in a cookie so the site and the app speak to you in the language you picked

We do not use advertising trackers, and we do not sell or share anything with data brokers. Three things set cookies: the one that keeps you signed in, the one that remembers your language, and Google Analytics, which we use to understand how people find and move around the public pages.

What Google Analytics is told is deliberately narrow. It receives the shape of a page rather than its address: a workspace appears as /app/[tenant] rather than by name, and a meeting as /app/[tenant]/meetings/[id]. It is never told anything about a meeting, never sent a search query, and never sent the address of a page whose link is itself a key. A shared meeting page is not reported to Google at all. If you would rather not be counted, any browser setting or extension that blocks Google Analytics stops it, and nothing about Notepik works differently as a result.

One thing you can do that we cannot do for you: a workspace owner or admin can publish a meeting to a public link. If they do, whoever receives that link can read that meeting without an account, and what they do with it afterwards is outside our control. Sharing is off unless somebody turns it on for a specific meeting, the link can be given an expiry, and revoking it takes effect immediately. Under the UK GDPR the workspace is the controller for that decision, and we are the processor carrying it out.

Calendar access (Google and Microsoft)

Notepik can join your meetings automatically if you connect your Google Calendar or Microsoft Outlook calendar in Settings. Connecting is optional and separate from signing in: signing in with Google gives Notepik your name and email address only, never your calendar.

What we ask for, and what we use

• What we ask for. From Google, the calendar.events.readonly scope, which lets Notepik view events on your calendars, and your email address. From Microsoft, the Calendars.Read permission and your email address. Both are read-only. Notepik never creates, changes or deletes an event.
• What we use. Each event’s title, start and end time, attendee email addresses, and its Zoom, Google Meet, Microsoft Teams or Webex link. We use them to show you your upcoming meetings, to send our notetaker bot to the ones you choose, to fill in a meeting’s attendee list, and to remind you what a recurring meeting left open.
• What we keep. A copy of each event as your calendar returned it, so the page does not ask your calendar provider every time it loads. It is visible only to you: a workspace owner or admin can see that you connected a calendar, but cannot read your events.
• The access token. The refresh token that allows the calendar to be read goes to our meeting-bot provider, Recall.ai, which reads your calendar for us. Notepik does not store it.

How Google user data is protected

Notepik’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In practice:

• We use Google user data only to provide the calendar features described above.
• We do not transfer it to anyone except Recall.ai, as described above, to provide those features, or where the law requires.
• We do not use it for advertising, and we do not sell it.
• Nobody at Notepik reads your calendar events except with your permission, to investigate a security issue or abuse, or where the law requires.
• We do not use it to develop, improve or train generalised artificial intelligence or machine learning models.

Disconnecting and deleting

• Disconnect at any time in Settings, then Calendar. Notepik cancels the bots it had scheduled, tells Recall.ai to delete the calendar connection, and deletes its copy of your events straight away.
• Or remove access from the provider: in your Google Account under Security, then Third-party apps and services, or in your Microsoft account. The calendar then shows as disconnected in Notepik, and removing it in Settings deletes the stored copy of your events.
• Meetings already recorded from your calendar are not deleted when you disconnect. Delete them from the meeting page like any other.
• Closing your workspace deletes the copy of your events too, with everything else, 30 days after it is closed.

The Chrome extension

Notepik for Chrome is an optional browser extension. From the tab you are on, it can send our bot to the call, or record the call itself without a bot joining.

What it handles

• The call you choose to record, and only while you record it. When you press Record, the extension captures the sound of that one tab and, if you allow it, your microphone. It records nothing before you press Record, it stops when you stop it or close the tab, and it never records any other tab. From then on the recording is an ordinary meeting in your workspace, transcribed by AssemblyAI like an uploaded recording.
• The address and title of the tab you are on, read when you open the extension, to recognise a call and suggest a name for it. They are sent to Notepik only when you start a recording or send the bot. The extension does not read your browsing history or the content of any page.
• A sign-in token, kept in the extension's own storage, which lets it act as you. Notepik stores only a fingerprint of it (a hash). Signing out in the extension, or disconnecting the browser in Notepik, stops it working at once.
• Audio waiting to be uploaded, kept in the extension's own storage on your computer while you record, so a crash does not lose the call. It is deleted from your computer once Notepik has received it, or when you discard the recording.

The use of information received through the extension adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements. It is used only to provide the features above, never sold, never used for advertising, and never used to train artificial intelligence models.

Telling the people on the call

A recording made with the extension does not announce itself the way our bot does: no participant called Notepik appears in the call. Telling the other people that you are recording, and asking for their consent where the law requires it, is your responsibility. The extension asks you to confirm this before you record. See recording consent.

Why we are allowed to have it

• To perform our contract with you. Running your account, processing your meetings, taking payment.
• Legitimate interests. Keeping the service secure, preventing abuse, and improving reliability. Weighed against your interests, not assumed.
• Legal obligation. Tax and accounting records.
• Consent. Only where it genuinely applies, such as opting in to a digest email. Withdrawing it is a toggle in your settings, not an email to us.

Who else touches it

We use the following subprocessors. Each one gets only what it needs to do its job, and none of them is permitted to use your data for their own purposes.

• Supabase: Database and file storage. Processing region: Configurable, EU or US.
• Vercel: Application hosting. Processing region: Global edge.
• Recall.ai: Meeting recording and transcription. Processing region: Configurable.
• AssemblyAI: Transcription of uploaded recordings and of calls recorded with the Chrome extension, deleted from AssemblyAI once transcribed. Processing region: US or EU, configurable.
• OpenRouter: AI summarisation and action item extraction. Processing region: US.
• Resend: Transactional email. Processing region: US.
• Creem (Armitage Labs OÜ): Card payments and sales tax, as merchant of record. Processing region: EU (Estonia).
• Stripe: Payment processing. Processing region: US and EU.
• PayPal: Payment processing. Processing region: US and EU.

Meeting content reaches Recall.ai, which records and transcribes it, and OpenRouter, which summarises it. Both process it to return a result and neither is permitted to train models on it. If that is unacceptable for a particular meeting, do not record that meeting.

Where data leaves the country it was collected in, transfers rely on Standard Contractual Clauses or an equivalent mechanism.

How long we keep it

• Meetings, transcripts and summaries: until you delete them, or 30 days after your workspace is closed. Closing is reversible for those 30 days; after that a scheduled job deletes the content and the workspace record together.
• Account details: for as long as the account exists.
• Calendar events: until you disconnect the calendar, or 30 days after your workspace is closed.
• Connected browsers (Chrome extension): until you sign out or disconnect the browser. The record that the connection existed is deleted 90 days after that.
• Email delivery records: 12 months, so “was the invite ever sent” has an answer.
• Audit logs: 24 months, because an audit log you can quietly shorten is not an audit log.
• Rate limiting counters: 24 hours.
• Invoices: as long as tax law requires, typically seven years.

Deleting a meeting removes the recording, the transcript, the summary and the action items. Backups age out on their own schedule, within 30 days.

Your rights

Depending on where you live, you can ask for a copy of your data, ask us to correct it, ask us to delete it, object to particular processing, or ask us to hand it to another provider. If you are in California, the CCPA gives you comparable rights, and we do not sell or share personal information as it defines those terms.

You can also complain to a regulator. Our lead supervisory authority is the Information Commissioner’s Office in the United Kingdom. In the EU, you may complain to your own national authority.

Write to privacy@notepik.com. We answer within 30 days, and we do not charge for it.

Security

Covered properly on the security page. The summary: everything encrypted in transit and at rest, workspace isolation enforced by the database rather than by application code remembering to filter, and third-party credentials encrypted separately.

Children

Notepik is a business tool and is not for anyone under 16. We do not knowingly hold data about children, and will delete it if we find we have.

Changes

If we change this in a way that materially affects you, we will email you before it takes effect rather than editing the page and hoping you notice. The date at the top always reflects the current version.

Questions: privacy@notepik.com.