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, and authentication information returned when you complete sign-in, including through a mobile deep link.
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. For website purchases this is handled by Stripe/Link; for mobile purchases it is handled by Apple or Google. We do not store your payment-card number.
For App Store and Google Play subscriptions: the mobile platform, product, transaction or order identifiers, receipt or purchase token, subscription status, renewal status, expiry, and store environment.
When notifications are enabled in the mobile app: the device platform and a push-notification token used to direct service notifications to your signed-in device.
Basic technical logs such as IP address, browser or device information, and error details needed to operate and secure the service.
If an upload is interrupted or your device is offline, a pending recording and its workflow and duration details may be stored temporarily on that device until the recording can be uploaded or removed.

3. Why we process it (legal basis)

Contract performance — to provide the recording, transcription, summarization, translation, email-delivery, notification, and subscription features you ask us to provide.
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, including optional communications and device permissions.

Where we rely on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

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, mobile push tokens, store-subscription records, and profile.
To prevent abuse of the free plan, when an account is deleted we retain a one-way, irreversible hash of your email address (never the readable email) together with your original sign-up date and the free-plan minutes you had already used, for up to 60 days. This lets us ensure a new account created with the same or an aliased email does not receive a fresh free-minute allowance while the original 30-day window is still open. These hashed records are then permanently deleted.
Billing records may be retained as long as required by applicable tax and accounting law.
Pending offline recordings remain on your device until they are uploaded or removed, subject to your device and browser storage controls.

5. Who processes data on our behalf

We use the following service providers to operate SendMyNote:

Lovable Labs Inc. (Lovable) — managed application hosting and server functions, the AI gateway, transactional-email delivery, and managed connections to other services.
Supabase, Inc. — the underlying database, user authentication, and encrypted storage for account data and voice recordings.
OpenAI, L.L.C. — speech-to-text transcription of voice recordings, accessed through the Lovable AI Gateway.
Google LLC — AI-generated summaries and translations through Gemini models, Google sign-in, Google Play subscription verification, and Android push-notification infrastructure.
Stripe Technology Europe Limited, operating as Link or “Sold through Link” — website payments, fraud checks, receipts, tax handling, and subscription management as Merchant of Record.
Apple Distribution International Ltd. and its regional affiliates — App Store subscription processing and verification, and iOS push-notification infrastructure.

Lovable, Supabase, OpenAI, and the relevant AI and delivery services process personal data on our instructions to provide the service. Stripe/Link, Apple, and Google may also process data as independent controllers when they provide payment, marketplace, identity, or device-notification services under their own terms and privacy policies.

Some providers may process data outside your country. Where applicable, transfers rely on the European Commission's standard contractual clauses, an adequacy decision, or another lawful transfer mechanism.

6. AI processing

Voice recordings may be transmitted to OpenAI through the Lovable AI Gateway for speech-to-text transcription. The resulting transcript may be transmitted through the same gateway to Google's Gemini models for summarization and, where you request it, translation.

These providers process the data on our behalf and to the extent necessary to provide the requested functionality.

7. 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.

8. Recipients of your emails

When you send a note, the recipient email you configured will receive a message containing a link through which the content you chose to share, such as the summary, transcript, and recording, can be accessed.

You are responsible for having a lawful basis and, where required, consent to record and share that content.

Once content is delivered to a recipient you choose, that recipient may process the information independently of SendMyNote. We are not responsible for the recipient's subsequent use, storage or disclosure of the content.

9. 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), or only some of your data. See how to delete your account or data.
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.

10. 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.

11. Mobile app permissions

Microphone: requested when you start recording and used solely to create your voice note. If you deny access, you cannot make recordings in the app.
Notifications: requested after sign-in, where supported, so the app can provide service-related notifications. If you deny access, you will not receive those device alerts.

These permissions are optional and can be changed at any time in your device settings. SendMyNote does not request access to your camera, photos or media library, contacts, location, Bluetooth, or advertising-tracking permission.

12. Cookies and similar technologies

We use cookies and similar technologies that are strictly necessary for authentication, security and the operation of the service. These technologies do not require consent under applicable law.

If we introduce non-essential cookies or similar technologies, such as analytics or advertising technologies that require consent, we will request your consent before using them and provide appropriate controls for managing your preferences.

13. 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.

14. Contact

Questions about this Privacy Policy or requests concerning your personal data can be sent to support@sendmynote.com.