1. Who we are

SendMyNote (“we”, “us”) provides a service that lets signed-in users record voice notes, generate transcripts and summaries, and email them to recipients they choose. For personal data of our users we act as the data controller. The company is registered in Greece with General Commercial Registry (G.E.MI.) number 195531403000. Contact: support@sendmynote.com.

2. Data we collect

Account information: email address, display name, sign-in credentials.
Voice recordings you make in the app.
AI-generated transcripts and summaries derived from those recordings.
Workflows you create, including recipient email addresses and delivery preferences.
Usage data such as recording duration, monthly minutes consumed, and timestamps.
Subscription and billing metadata (handled by Stripe; we do not store card numbers).
Basic technical logs (IP address, browser info) needed to run and secure the service.

3. Why we process it (legal basis)

Contract performance — to provide the recording, transcription, summarization, and email-delivery features you asked for.
Legitimate interest — to keep the service secure, prevent abuse, debug errors, and improve quality.
Legal obligation — to comply with tax, accounting, and lawful requests.
Consent — where required (e.g. optional communications).

4. How long we keep it

We retain your personal data, including recordings, transcriptions and summaries, for as long as necessary to provide the services you requested, after which they are permanently deleted unless you manually delete them sooner.
Notes you delete are moved to Trash and permanently erased after 30 days.
Deleting your account permanently erases your recordings, transcripts, summaries, workflows, verified-recipient records, and profile.
Billing records may be retained as long as required by applicable tax and accounting law.

5. Who processes data on our behalf

We rely on the following subprocessors:

Cloud database, storage, and authentication infrastructure (Supabase / Lovable Cloud).
AI providers accessed through the Lovable AI Gateway for speech-to-text transcription and summarization.
Stripe, for subscription payments.
Email delivery provider used to send voice-note emails, verification, and transactional messages.

Some subprocessors may process data outside your country. Where applicable, transfers rely on the European Commission’s standard contractual clauses or an equivalent mechanism.

6. Operator access

As the service operator we have administrative access to the database and storage that back the app. We access user content only when necessary — for example to provide support, investigate abuse or security incidents, or comply with a lawful request. We do not use your voice recordings, transcripts, or summaries to train machine-learning models.

7. Recipients of your emails

When you send a note, the recipient email you configured will receive a message containing (depending on your workflow settings) the summary, transcript, and a link to the recording. You are responsible for having a lawful basis and, where required, consent to record and share that content.

8. Your rights

Depending on where you live you may have the right to:

Access the personal data we hold about you.
Export your data (available in Account → Download my data).
Correct inaccurate data.
Delete your account and data (available in Account → Delete my account).
Restrict or object to processing.
Lodge a complaint with your local data-protection authority.

To exercise any of these rights, contact us at support@sendmynote.com.

9. Security

Data is stored on managed cloud infrastructure with encryption in transit and at rest. Row-level access controls restrict regular users of the app to their own data. No online service can guarantee absolute security.

10. Changes

We may update this policy. Material changes will be announced in the app or by email. Continued use after changes take effect constitutes acceptance.

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