Privacy Policy

Overview

FlowNote is built with privacy in mind. We collect the minimum information needed to provide transcription, organization, and sync across your devices.

Authentication

We use third‑party identity providers (Apple and Google) for sign‑in. FlowNote does not store your password. We store only identifiers, tokens, and profile basics required to operate your account.

Information We Collect

• Account information (from Apple/Google sign‑in)
• Voice notes and transcripts you create in the app
• Optional metadata such as categories, timestamps, and reminder status
• Basic device and diagnostics to improve reliability

Google Calendar Integration

If you choose to connect your Google Calendar, FlowNote accesses the following data:

• Calendar events: Event titles, dates, times, and whether events are all‑day
• Event attendees: Names and email addresses of meeting participants
• Event descriptions: Meeting descriptions and details you've added

This data is used solely to:

• Display your upcoming events within the app
• Power the AI "Pre‑read" feature that helps you prepare for meetings by finding relevant notes
• Match calendar events with your existing notes based on attendees and topics

FlowNote does not modify, delete, or share your Google Calendar data with third parties except as described in the "AI Processing" section below. Calendar data is not used for advertising or sold to any party. You can disconnect your calendar at any time from within the app, which revokes FlowNote's access to your calendar data.

How We Use Information

• Transcribe and organize your notes using on‑device and cloud services
• Provide search, reminders, and cross‑device sync
• Display calendar events and prepare AI‑powered meeting insights (if calendar is connected)
• Maintain account security and prevent abuse

Data Access & Control

• We cannot read the content of your notes for any purpose unrelated to providing the service.
• Operational logs are scrubbed to avoid storing plaintext note content.
• Role‑based access controls limit who can access operational data.

AI Processing

Some features (e.g., transcription, categorization, semantic search, meeting pre‑read) use AI providers such as Google, OpenAI, or Anthropic. Only the relevant content needed to perform the requested operation is shared with those providers, and only when you invoke those features.

When you use the calendar pre‑read feature, limited calendar event data (event title, attendee names, and relevant note snippets) may be sent to AI providers to generate meeting preparation insights. This data is processed only to return results to you and is not retained by AI providers beyond the immediate request, where supported by their policies.

Providers process the data to return results; they are contractually restricted from using your content to train models, where supported by their policies and your configuration.

Local AI Option: FlowNote offers an on‑device AI mode that processes your data entirely on your device. When you enable local AI in settings, your notes, calendar data, and other content are processed locally and are never sent to external AI providers. This gives you full control over your data while still enjoying AI‑powered features.

Data Sharing & Disclosure

FlowNote does not sell, rent, or trade your personal information or Google user data. We share data only in the following limited circumstances:

• AI service providers: As described above, limited data is shared with AI providers (Google, OpenAI, Anthropic) solely to power features you explicitly use
• Infrastructure providers: We use cloud hosting (e.g., Vercel, Supabase) to store and process your data securely
• Legal requirements: We may disclose data if required by law, subpoena, or court order

Google Calendar data is never shared with third parties for advertising, marketing, or any purpose other than providing the calendar integration features described in this policy.

Retention

• Notes persist until you delete them or your account is removed.
• Backups and system logs have limited retention and exclude plaintext note content.

Your Choices

• Export or delete your notes from within the app (where available).
• Disable notifications at any time.
• Disconnect Google Calendar at any time from the app settings, which immediately revokes FlowNote's access to your calendar data.
• Revoke FlowNote's access to your Google account at any time via Google Account Permissions.
• Request account deletion via support or directly in the app.