Rubynotes AI – Privacy Policy

Effective Date: January 28, 2026

Contact: [email protected]

1. Overview

Rubynotes AI ("Rubynotes", "we", "us") is an AI-powered note-taking app that helps you record audio, generate transcripts, summaries, action items, flashcards, quizzes, translations, podcasts, and manage scanned/imported documents. This Privacy Policy explains what information we collect, how we use it, and your choices.

2. Information We Collect

A) Content you create or upload

• Audio recordings and imported audio files
• Transcripts generated from audio (including speaker labels when speaker detection is used)
• Notes you write or import
• AI outputs (summaries, key points, action items, detected questions/decisions, chat responses, flashcards, quizzes, translations, podcast content)
• Scanned documents and images; uploaded files (e.g., PDF, Word, Excel)
• Organization data such as titles, tags, folders, and timestamps

B) Account & app information

• Sign in with Apple identifier (we do not receive your Apple password)
• App settings and preferences
• Subscription/entitlement status (from Apple / in-app purchase systems)

C) Optional integrations

• Calendar integration data you choose to connect (e.g., event title/time) to help associate notes with events or start recordings.

D) Usage, diagnostics, and device data

• Device and app information (device model, OS version, app version)
• Crash logs and performance diagnostics
• Basic usage analytics (e.g., feature usage and app interaction events)

We use Firebase (Google) services for analytics and diagnostics (e.g., Firebase Analytics and crash/performance reporting) to improve app stability and user experience.

3. How We Use Your Information

We use information to:

• Provide core features (recording, transcription, AI analysis, speaker detection, podcast generation, scanning/OCR, import/export)
• Sync your data across devices and maintain your library
• Provide customer support and respond to requests
• Improve reliability, performance, and feature quality (analytics/diagnostics)
• Prevent fraud/abuse and enforce our Terms

4. AI Processing and Service Providers

Some features require processing your content using third-party service providers (for example, transcription, language models, text-to-speech). We share only the minimum necessary content to perform the requested feature.

We may use providers for:

• AI processing (speech-to-text, speaker detection, summarization, chat, translation, quiz/flashcards, text-to-speech)
• Cloud hosting and storage
• Analytics and diagnostics (Firebase)
• Payments/subscriptions (Apple In-App Purchase)

We do not sell your personal information.

5. Data Storage and Security

We store your data on secure servers to enable syncing and core functionality. We use industry-standard security measures, including:

• Encryption in transit and at rest
• Access controls and least-privilege practices
• Monitoring and safeguards designed to prevent unauthorized access

No method of transmission or storage is 100% secure; however, we work to protect your data using reasonable and appropriate measures.

6. Retention and Deletion (including 30-day recovery)

• Your content is stored while your account remains active so you can access it across devices.
• If you delete content in the app, it is removed from your active library.

Account deletion and recovery window

If you delete your account, your data enters a 30-day recovery window during which you may restore your account and data. After 30 days, the data is permanently deleted, except where we must retain limited information to comply with legal obligations, resolve disputes, or enforce agreements.

7. Sharing and Disclosure

We may disclose information:

• To service providers that process data on our behalf (under contractual obligations)
• If required by law or valid legal process
• To protect the rights, safety, and security of Rubynotes, our users, or others
• In connection with a business transfer (e.g., merger or acquisition), consistent with applicable law

8. Your Choices and Rights

Depending on your location, you may have rights to access, correct, export, or delete your information. You can request help at: [email protected].

You can also manage:

• Notifications (in-app settings and iOS settings)
• Subscription settings through your Apple ID settings

9. Children's Privacy

Rubynotes is not intended for children under 13 (or the minimum age required by your region). We do not knowingly collect data from children.

10. International Transfers

Your information may be processed in countries other than your own depending on service providers. We use appropriate safeguards as required by law.

11. Changes to this Policy

We may update this Privacy Policy from time to time. We will post updates and revise the effective date above.

12. Contact

Email: [email protected]