Privacy Policy

1. Introduction

AideNote is operated by Her Healing Hub Corp ("we," "us," or "our"), a company based in Toronto, Canada. We are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our meeting transcription and summarization platform ("Service").

Data Controller: Her Healing Hub Corp, located in Toronto, Ontario, Canada, is the data controller responsible for your personal information.

By accessing or using AideNote, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following personal information:

• Account Information: Email address, name, and password
• Payment Information: Billing details and payment method (processed securely through third-party payment processors)
• Profile Data: Optional information you choose to provide, such as job title or company name

2.2 Meeting Content

• Audio Files: Meeting recordings you upload to our Service
• Transcripts: Text generated from your audio files
• Summaries: AI-generated meeting summaries and action items
• Metadata: Meeting titles, timestamps, file sizes, and processing status

2.3 Google Account Data (Optional Integration)

If you choose to connect your Google account, we access the following data:

• Google Calendar (Read-Only): We access your calendar events to automatically import meeting information such as meeting titles, dates, times, and attendees
• Google Drive (Read-Only): We access Google Meet transcript files stored in your Drive to import meeting transcripts for AI processing
• Google Profile: Your name, email address, and profile picture for authentication purposes

2.4 Chrome Extension Data

If you use our Chrome extension for live meeting transcription:

• Audio Capture: Audio from supported meeting platforms is captured and processed locally
• Transcripts: Generated transcripts are sent to AideNote for AI summarization
• Meeting Platform: Information about which platform you're using (Google Meet, Zoom, Teams)

2.5 Integration Data (Pro Plan)

If you connect Slack or Microsoft Teams webhooks:

• Webhook URLs: Stored securely to deliver meeting summaries to your channels
• Channel Names: Optional display names you provide for your connected channels

2.6 Usage Data

• IP address and browser type
• Device information and operating system
• Pages visited and features used
• Time and date of access
• Referring website addresses

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To transcribe, summarize, and process your meeting recordings
• Account Management: To create and manage your account, including authentication
• Payment Processing: To process subscription payments and manage billing
• Communication: To send important updates, security alerts, and support messages
• Improvement: To analyze usage patterns and improve our Service
• Security: To detect, prevent, and address technical issues and fraudulent activity
• Legal Compliance: To comply with legal obligations and enforce our Terms of Service

4. AI Processing and Data Security

We use artificial intelligence (Google Gemini) to transcribe and summarize your meeting recordings. Your audio files and transcripts are:

• Processed securely through encrypted connections
• Not used to train AI models
• Stored with industry-standard encryption
• Accessible only to you and authorized personnel for support purposes

4.1 Speaker Identification

Our AI transcription service may identify and label different speakers in your audio recordings (e.g., "Speaker 1", "Speaker 2"). This feature:

• Does not identify speakers by name unless names are mentioned in the audio
• Uses voice patterns only for the duration of processing that specific recording
• Does not create persistent speaker profiles or voice fingerprints

5. Google API Data Handling

AideNote's use of Google APIs complies with Google's API Services User Data Policy, including the Limited Use requirements.

5.1 How We Use Google Data

• Calendar Data: Used solely to import meeting details and display them within AideNote for your convenience
• Google Drive Data: Used solely to retrieve Google Meet transcript files that you choose to import
• Profile Data: Used for authentication and to personalize your experience

5.2 Google Data Limitations

5.3 Revoking Google Access

You can disconnect your Google account from AideNote at any time through your Settings page. You can also revoke access directly from your Google Account permissions page. After disconnection, we will no longer access your Google data, though previously imported meeting data will remain in your AideNote account unless you delete it.

6. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: With trusted third-party service providers who assist us (e.g., payment processors, cloud hosting, AI services) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to users
• Consent: With your explicit consent for any other purpose

7. Data Retention

We retain your personal information and meeting content for as long as your account is active or as needed to provide you services. You may delete individual meetings or your entire account at any time.

7.1 Retention Periods

• Account Data: Retained while your account is active
• Meeting Content (Transcripts & Summaries): Retained until you delete them or close your account
• Spark Notes: Retained for 12 months, then auto-archived (can be deleted anytime)
• Audio Files: Temporarily stored during processing (typically 24-48 hours), then deleted
• Usage Logs: Retained for 12 months for security and analytics
• Payment Records: Retained for 7 years as required by tax regulations

7.2 Account Deletion

After account deletion, we retain certain information for legal and security purposes for up to 90 days, after which it is permanently deleted from our systems. Backup copies may persist for an additional 30 days before complete removal.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Delete your account and associated data
• Portability: Export your data in a machine-readable format
• Objection: Object to certain processing of your data
• Withdrawal: Withdraw consent for optional data processing

To exercise these rights, contact us at privacy@aidenote.ca.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain your session, remember your preferences, and analyze Service usage.

9.1 Types of Cookies We Use

• Essential Cookies: Required for login, session management, and security. Cannot be disabled.
• Functional Cookies: Remember your preferences (theme, language, display settings)
• Analytics Cookies: Help us understand how you use the Service to improve it

9.2 Cookie Details

9.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may prevent you from logging in or using core features.

10. International Data Transfers

AideNote is based in Canada. If you access our Service from outside Canada, your information may be transferred to and processed in Canada or other countries where our service providers operate. We ensure appropriate safeguards are in place for international data transfers.

11. Children's Privacy

AideNote is not intended for users under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Security Measures

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit and at rest
• Regular security audits and updates
• Access controls and authentication requirements
• Strong password requirements (minimum 12 characters with uppercase, lowercase, numbers, and special characters)
• Secure cloud infrastructure

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

13. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR).

13.1 Legal Bases for Processing

We process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our Service (transcription, summarization, account management)
• Legitimate Interests: Security, fraud prevention, service improvement, and analytics
• Consent: Optional features like marketing communications and Google integrations
• Legal Obligation: Compliance with applicable laws and regulations

13.2 Your GDPR Rights

• Right to Access: Obtain confirmation of processing and a copy of your data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data in certain circumstances
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time for consent-based processing

To exercise these rights, contact privacy@aidenote.ca. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

14. CCPA Compliance (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).

14.1 Categories of Personal Information

We collect the following categories of personal information:

• Identifiers: Name, email address, IP address
• Commercial Information: Subscription and payment history
• Internet Activity: Browsing history, search history within the Service
• Audio/Visual: Meeting recordings you upload
• Professional Information: Job title, company (if provided)

14.2 Your CCPA Rights

• Right to Know: Request disclosure of personal information collected, used, or shared
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt out of the sale or sharing of personal information
• Right to Non-Discrimination: Equal service regardless of exercising your rights
• Right to Correct: Request correction of inaccurate personal information
• Right to Limit Use: Limit use and disclosure of sensitive personal information

To exercise your CCPA rights, contact privacy@aidenote.ca or call us. We will verify your identity before processing requests.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on our Service. Your continued use of AideNote after changes constitutes acceptance of the updated policy.

16. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: