Smart Note AI

Introduction

Welcome to Smart Note AI! We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we, Smart Note AI (operated by Hoàng Nhật Long), collect, use, and protect your information when you use our intelligent note-taking application.

Smart Note AI helps you transform your notes into summaries, mind maps, quizzes, and flashcards using AI technology. We also provide text-to-speech capabilities, voice recording for note creation, and AI-powered chat assistance.

1. Information We Collect

a. Information You Provide Directly

• Account Information: When you create an account, we collect basic information such as your email address, name, and profile picture through Firebase Authentication.
• Note Content: We collect and store the notes, text, files, and voice recordings you create within the app. This content is stored securely in Firebase Storage and is only accessible to you.
• Voice Recordings: When you use the voice recording feature to create notes, we temporarily process your audio to convert it to text. The original audio may be stored with your note if you choose to keep it.

b. Information Collected Automatically

• Device Information: We collect basic device information including device type, operating system version, device identifier, and app version to provide our services and send push notifications.
• Usage Analytics: We collect information about how you use the app, including features accessed, number of notes created, and time spent in the app. This is collected through Firebase Analytics.
• Crash Reports: We automatically collect crash and error reports through Firebase Crashlytics to improve app stability and fix bugs.
• App Configuration: We use Firebase Remote Config to deliver app updates and feature toggles.

c. Information We Do NOT Collect

• We do NOT collect your location data
• We do NOT collect camera access (only microphone for voice recording)
• We do NOT collect contacts or other personal data from your device

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide Core Features: To create, store, and sync your notes across devices, generate AI-powered summaries, mind maps, quizzes, and flashcards, and provide text-to-speech functionality.
• AI Processing: Your note content is sent to OpenAI and Google Gemini AI APIs to generate summaries and other AI-powered features. This data is processed in real-time and is not used to train AI models.
• Improve Our Service: To analyze app usage, fix bugs and crashes, test new features, and improve performance and user experience.
• Communications: To send you important notifications about your account, app updates through OneSignal push notifications, and respond to your support requests.
• Subscription Management: To process payments and manage your subscription through RevenueCat.
• Legal Compliance: To comply with legal obligations and protect our rights and users' safety.

3. Third-Party Services We Use

To provide our services, we integrate with the following trusted third-party providers:

Note: We carefully select service providers that maintain high security standards. However, we are not responsible for the privacy practices of these third-party services. We encourage you to review their privacy policies.

4. How We Share Your Information

We do NOT sell your personal information. We only share your data in the following limited circumstances:

• Service Providers: With the third-party services listed above, only to the extent necessary to provide our services.
• AI Processing: Your note content is sent to OpenAI and Google Gemini APIs for processing, but is not stored or used for training by these providers.
• Legal Requirements: If required by law, court order, or governmental authority.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
• Protection of Rights: To protect our rights, property, or safety, and that of our users or the public.

5. Data Storage and Retention

Storage Location

Your data is stored on secure servers provided by Firebase (Google Cloud Platform). Data may be stored in various regions globally to ensure optimal performance and reliability.

How Long We Keep Your Data

• Active Accounts: We retain your account information and notes for as long as your account is active.
• Deleted Accounts: When you delete your account, your personal data and notes will be permanently deleted within 7 days. Some anonymized analytics data may be retained for statistical purposes.
• Backup Data: Backup copies may take up to 7 days to be fully removed from all systems.
• Legal Requirements: Some data may be retained longer if required by law (e.g., transaction records for tax purposes).

Data Security

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

• Encryption in transit (SSL/TLS) and at rest
• Secure authentication through Firebase
• Regular security audits and updates
• Access controls and monitoring
• Secure API communications with third-party services

6. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Data Portability

You can access, view, and export all your notes and data at any time through the app settings.

Rectification

You can edit and update your account information and notes directly in the app.

Deletion (Right to Erasure)

You can delete individual notes or your entire account at any time. Account deletion will permanently remove all your data within 7 days.

Restriction of Processing

You can request that we limit how we use your data by contacting us at smartnoteai.studytool@gmail.com.

Withdraw Consent

You can withdraw your consent to data processing at any time by deleting your account or contacting us.

Object to Processing

You have the right to object to certain types of data processing. Contact us to exercise this right.

Opt-Out Options

• Push Notifications: You can disable push notifications in your device settings or in the app settings.
• Analytics: While we don't offer a complete opt-out of analytics (as it's essential for app functionality), we collect minimal data necessary for service provision.

To exercise any of these rights, please contact us at smartnoteai.studytool@gmail.com. We will respond to your request within 30 days.

7. Children's Privacy

Age Restriction: Smart Note AI is designed for users aged 4 and older. However, we recommend parental guidance for children under 13.

Parental Consent: For users under 13 (or under 16 in the EU), we require parental or guardian consent before creating an account. Parents can contact us to review, modify, or delete their child's information.

Children's Data Protection: We take extra precautions to protect children's privacy:

• We collect only the minimum information necessary to provide our services
• We do not knowingly collect location data from children
• We will promptly delete any information if we learn it was collected from a child without proper consent

If you believe we have collected information from a child without proper consent, please contact us immediately at smartnoteai.studytool@gmail.com.

8. Subscriptions and Payments

Subscription Management

Smart Note AI offers premium features through subscription plans managed by RevenueCat. Payment processing is handled by Apple App Store or Google Play Store.

Payment Information

• We do NOT store your credit card or payment information
• All payments are processed securely by Apple or Google
• RevenueCat may collect limited transaction data to manage your subscription

Cancellation

You can cancel your subscription at any time through your App Store or Google Play Store account settings. Your subscription will remain active until the end of the current billing period.

Refund Policy

Refund requests are subject to Apple App Store and Google Play Store policies. Generally, refunds may be available within 30 days under conditions such as:

• Technical issues preventing app usage
• Accidental or duplicate purchases
• Non-excessive usage during the refund period

No refunds are provided for inactive accounts. Pro-rated refunds may apply mid-cycle at our discretion. Processing typically takes 7-14 business days after approval.

9. Cookies and Similar Technologies

What We Use

As a mobile application, we primarily use mobile SDKs and similar technologies rather than traditional cookies:

• Essential Technologies: Required for app functionality, authentication, and security
• Analytics SDKs: Firebase Analytics to understand app usage
• Functional Technologies: To remember your preferences and settings

Third-Party Tracking

Some of our service providers (Firebase, RevenueCat, OneSignal) may use their own tracking technologies. Refer to their privacy policies for more information.

Your Choices

You can limit tracking through your device settings:

• iOS: Settings → Privacy → Tracking → Disable "Allow Apps to Request to Track"
• Android: Settings → Google → Ads → Opt out of Ads Personalization

10. International Data Transfers

Smart Note AI is operated from Vietnam. If you access our app from outside Vietnam, your data may be transferred to and processed in Vietnam or other countries where our service providers operate.

Data Protection Standards: We ensure that any international data transfers comply with applicable data protection laws, including:

• GDPR (for EU users)
• CCPA (for California users)
• Other applicable regional data protection regulations

Our service providers (Firebase, OpenAI, etc.) maintain data centers globally and implement appropriate safeguards for international data transfers.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you through the app or via email
• Request your consent if required by law

Your continued use of Smart Note AI after changes become effective constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

12. Contact Us

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

Legal Information

Governing Law

This Privacy Policy is governed by the laws of Vietnam. Any disputes arising from this policy will be subject to the exclusive jurisdiction of the courts in Hanoi, Vietnam.

Compliance

We strive to comply with:

• Vietnam's Law on Personal Data Protection
• EU General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Children's Online Privacy Protection Act (COPPA)
• Apple App Store Guidelines
• Google Play Store Policies

Open Source Acknowledgment

Some icons in this app are provided by Heroicons and Lucide Icons, both licensed under the MIT License.

Data Protection Officer

For privacy-related inquiries, you can contact our data protection representative at smartnoteai.studytool@gmail.com.