Privacy Policy
AI NoteTaker · Last updated October 21, 2026
AI NoteTaker Chat Agent (“AI NoteTaker”, “we”) is provided by Lancaster Digital. This policy explains what data the app and website (ainotetakerchat.com) collect, why, and the choices you have. It applies to the iPhone, iPad, Mac and web versions of the app.
What we collect
- Account information: your name and email address, or the identifier Apple provides when you use Sign in with Apple.
- Recordings you make: microphone audio and, if you turn it on, audio played by other apps (meeting audio). Recordings are uploaded so they can be transcribed.
- Content created from your recordings: transcripts, speaker names, titles, summaries, action items, notes, tags and your chat conversations about your meetings.
- Calendar details you choose to link to a meeting (event title, time and participants), and settings such as your vocabulary list, summary prompt and chosen AI model.
- A random identifier for each device you use the app on, and its name (for example “iPhone”), so the app knows which device created a meeting.
- Purchase information: App Store transaction records, or for web subscriptions the Stripe customer and subscription records, that show which plan you have. We never receive your payment card details; Stripe processes them.
Where your data is stored
- Free plan (this device only): your meetings, transcripts, summaries, notes and chats are tied to the device that created them and are only shown on that device. Recordings are uploaded only to be transcribed and are deleted from our servers once the transcript is ready; the recording itself stays on your device.
- Premium plan (cloud sync): your meetings and chats are available on all your devices (iPhone, iPad, Mac and web), and your recordings are backed up to cloud storage (Amazon Web Services S3) so you can play them anywhere.
- If a subscription ends, nothing is deleted: your synced data stays in your account, and the app shows each device's own meetings until you subscribe again.
- Transcripts, summaries and other meeting text are stored in our database (hosted Postgres) on both plans.
How we use it
- To provide the app: transcribing your recordings, generating titles and summaries, answering your questions about your meetings and, on Premium, syncing them across your devices.
- To check your plan, apply its limits and keep your account secure.
- We do not sell your data, and we do not use your recordings or transcripts for advertising or to train AI models.
Service providers
- AssemblyAI transcribes uploaded audio.
- Anthropic (Claude) powers the Auto model, summaries and chat about your meetings.
- OpenAI, Google (Gemini) and xAI (Grok) receive your meeting content and messages only when you choose one of their models (Premium); otherwise they receive nothing.
- Amazon Web Services (S3) stores Premium cloud audio backups.
- Apple processes App Store payments and Sign in with Apple; Stripe processes web payments.
- Google (Google Workspace) delivers the sign-in code emails we send to your address.
- Vercel hosts our website and servers, and Neon hosts our database; they store your data on our behalf.
- These providers process your data only to deliver the service to you.
Retention and deletion
- Your data is kept until you delete it. You can delete individual meetings at any time (including their cloud recordings).
- You can delete your account in the app (Settings → Legal & Account → Delete Account). This permanently deletes all of your meetings, recordings (including cloud backups), transcripts, notes, tags, people and chats.
- Deleting your account cancels a web subscription but does not cancel an App Store subscription. Cancel that in your Apple Account settings.
- Records of App Store and Stripe purchases may be kept after deletion where needed to prevent fraud and meet tax and legal obligations.
Your choices
- Microphone, system audio, calendar and notification access are optional and can be changed in your device settings at any time.
- You choose which AI model is used (Premium) and can turn AI analysis off in Settings.
- You can request a copy of your data or ask questions about this policy by contacting us.
Tracking and advertising
- The app contains no advertising and no third-party analytics or tracking SDKs.
- We do not track you across other companies' apps or websites, and we do not share your data with data brokers.
Security
- Data is encrypted in transit (HTTPS/TLS) and at rest by our hosting, database and storage providers.
- Recordings are played back through short-lived signed links, and every request is checked against your signed-in account.
- Sign-in uses Sign in with Apple or one-time email codes; we never store passwords.
Your rights
- Depending on where you live (for example under the GDPR in the EU/UK or the CCPA in California), you can access, correct, export or delete your personal data, and object to or restrict its processing.
- Most of this can be done in the app: edit or delete meetings, export them to CSV, or delete your account. For anything else, email us and we will respond within 30 days.
- You can also complain to your local data protection authority.
International transfers
- Our servers and service providers may process data in the United States and other countries. Where required, transfers are protected by the providers' standard contractual clauses.
Children
- AI NoteTaker is not directed at children under 13 (or the minimum age in your country), and we do not knowingly collect their personal data. If you believe a child has given us data, contact us and we will delete it.
Changes to this policy
- If we change this policy, we will update the date above and, for significant changes, tell you in the app or by email before they take effect.
Contact
Email privacy@lancasterdigital.com.