Privacy Policy

Last updated: 8 October 2026

BaseNotes records your meetings and turns them into transcripts, notes and tasks. That means we handle sensitive information, so this policy explains in plain English what we collect, why, who helps us process it, how long we keep it and what control you have.

1. Who we are

BaseNotes is an app and service provided by Base 1 Media Limited (3rd Floor, 45 Albemarle Street, Mayfair, London W1S 4JL, United Kingdom, a company registered in England and Wales under company number 07293735). In this policy "BaseNotes", "we", "us" and "our" mean that company.

For the personal data described in this policy we are the controller under the UK GDPR, the Data Protection Act 2018 and, where it applies, the EU GDPR. Our ICO registration number is ZC159929.

You can reach us about anything in this policy at support@basenotes.ai.

2. What we collect

Information you give us

• Account details. Your name, email address and time zone. If you sign up with email we store a one-way hash of your password, never the password itself. If you use Sign in with Apple, Google or Microsoft we receive a verified identifier, your email address and (if you share it) your name from that provider. With Sign in with Apple you can choose to hide your email, in which case we only receive Apple's relay address.
• Recordings. Audio you record in the app (in person or as a voice note, including recordings you start and stop from your Apple Watch), or that a BaseNotes Notetaker records in an online meeting you sent it to. On the Free plan your recordings stay on your iPhone and we receive only the transcript. On Plus and Pro, recordings are uploaded as a backup and, on Pro, for cloud transcription.
• Meeting content. Transcripts, speaker labels, titles, summaries, key points, decisions, topics, follow-up suggestions, action items (including assignee names and due dates), tags and edits you make.
• Things you ask or create with the assistant. Questions you ask in Ask, pre-meeting briefs and recap email drafts. Ask questions are sent to our servers to generate an answer; your Ask history is stored only on your device. Briefs and recap drafts are cached on our servers so they load quickly, and are deleted with the meeting or your account.
• Spaces and messages. Spaces you create or join, the messages you post in them, and the meetings and tasks you share into them. Members of a Space can see each other's name and email address.
• Invitations and task assignments. Email addresses you enter to invite someone to BaseNotes or to a Space, or to assign them a task, and whether they joined.
• Invite & earn. Your referral code, and who invited whom.
• Reports and blocks. If you report a message or person, your reason, any details you add and a copy of the reported message. The people you block.
• Support messages. What you tell us when you email us for help.

Information about other people

Meetings involve other people. Recordings and transcripts contain the voices and words of everyone in the meeting. We may also hold the names and email addresses of meeting attendees (from your calendar event, or the participant list of a call the Notetaker joined), people named as task owners, and contacts you add. We use this only to provide BaseNotes to you, for example to show who was in a meeting or to prepare a brief before your next meeting with them.

If you invite someone, or assign them a task by email, we store their email address and send them one invitation email on your behalf, with your name. We don't add them to any mailing list or use their address for anything else, and they can ask us to delete it.

Calendar and Reminders

If you give permission, BaseNotes reads your calendar on your iPhone to show upcoming meetings, name your recordings and prepare briefs. Your calendar stays on your device except for these specific cases, where we receive the event's title, start time, attendee names and email addresses, meeting link and event identifier:

• when you send the Notetaker to a meeting, or turn on automatic joining (we then receive those details for the upcoming meetings with a video link that match your rule, over the next 7 days);
• when you open or pre-load a brief for an upcoming meeting;
• when you record during a calendar event, so the recording is linked to that event.

Microsoft 365. If you choose Connect Microsoft 365, you sign in with Microsoft and allow BaseNotes to read your calendar (Microsoft's "Calendars.Read" permission). Your iPhone then fetches your meetings from the last 30 days and the next month directly from Microsoft; they're treated exactly like the calendar on your iPhone above. The sign-in token is kept in your iPhone's Keychain and never sent to us. Disconnect it any time in Settings › Connected accounts, and remove BaseNotes from your Microsoft account's app permissions.

Connecting with people. When you invite someone, connect with them or give them a task, we email them a link and a 6-digit code (so they can accept on any device), and if they already use BaseNotes we also send a notification. Once either of you accepts, you're connected: you can message each other, share notes and tasks, and add each other to Spaces. People who have you in their People list (from their meetings or calendar) can see that you're on BaseNotes; turn this off in Settings › Privacy & data › "Let people I meet see I'm on BaseNotes". Blocking someone ends the connection.

Company info (Pro). When you tap Find company info on a person, we send that person's email domain (for example dgjones.com, never their name or address) to our servers. We read that company's public website and Anthropic's Claude writes a short description of what the company does. Company descriptions are public business information, so we keep one copy per company and show it to any Pro user who looks the same company up. We never look up information about individual people. Corrections you make to a company card are yours alone and are deleted with your account. Search on LinkedIn only opens LinkedIn's own search; we don't receive anything from LinkedIn.

Reminders access is used only on your device to add tasks you choose to a "BaseNotes" list and keep completion in step. We do not receive your Reminders.

Information collected automatically

• Push notification token. If you allow notifications, Apple gives the app a token so we can tell you when your notes are ready, when the Notetaker joins a call, when tasks are due, or when someone messages you, assigns you a task or invites you to a Space. We also keep a one-way fingerprint (a hash) of the token together with the accounts that have used that device, only to stop people claiming Invite & earn rewards for their own extra accounts.
• Usage counts for your plan. How many AI meetings you've had this month, cloud transcription and Notetaker minutes used, and how many Ask questions you've asked this month, so we can apply plan limits. We also record which AI model each feature used, the number of tokens and the cost (not the content) to manage costs.
• Technical logs. IP address, request times, app version and error details, which our servers record to keep the service secure, prevent abuse (for example rate limiting sign-in attempts) and fix problems.

Information from third parties

• Apple and RevenueCat: your subscription plan, status, renewal and expiry dates. Payment is handled entirely by Apple; we never see your card or bank details.
• Sign-in providers (Apple, Google, Microsoft): as described above.
• Recall.ai (only if you use the Notetaker): the meeting recording (which we copy to our own storage and then delete from Recall.ai), the bot's status and the call's participant list.

We do not collect your precise location, contacts address book, health data, or advertising identifiers.

3. Guest mode and on-device processing

You can try BaseNotes without an account. In guest mode your recordings, transcripts and notes stay on your device and are transcribed with Apple's on-device speech recognition; nothing is sent to our servers. AI summaries, the Notetaker, Ask answers from the cloud and syncing need an account. If you later create an account, you can choose to move your guest meetings into it, and they are then handled as described in this policy.

When you're signed in on the Free or Plus plan, your recordings are also transcribed on your iPhone with Apple's speech recognition, so the audio isn't sent to us or anyone else to be transcribed. We receive the transcript text to create your AI notes, and on Plus the audio too, as a backup. On Pro, recordings are transcribed in the cloud by Deepgram, with speaker labels, for up to 15 hours a month (including Notetaker calls); after that, they are transcribed on your iPhone.

While you record, the app can show a live transcript. It runs on your iPhone when your language is supported on the device; otherwise it may use Apple's speech recognition service, which Apple handles under its own privacy policy. You can hide the live transcript on the Record screen.

Some features also work on your device when you are signed in, such as offline search, offline briefs and local notifications. Those don't send data to us.

4. How we use your data and our lawful bases

We do not use your data for advertising, we do not build advertising profiles, and we do not sell your personal information. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

Recordings can reveal sensitive information (for example health or political opinions) if that is what a meeting is about. We don't seek out or analyse this kind of information; it is processed only as part of the content you choose to record. If you record meetings that are likely to contain special category data, you are responsible for making sure you have a lawful basis to do so.

5. Recording and consent

Recording laws differ between countries and US states. In the UK and EU you should tell people you're recording and have a lawful reason to do so; several US states (including California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania and Washington) require the consent of everyone in the conversation. You are responsible for getting any consent the law requires before you record. Our Terms of Use set out these obligations.

To help:

• When a BaseNotes Notetaker joins an online meeting it uses the name "BaseNotes Notetaker" and posts a message in the meeting chat saying it is recording and taking notes for you, and that anyone who prefers not to be recorded should tell you.
• The app reminds you to let people know before you start recording in person.
• You can stop a recording, remove the Notetaker from a call, or delete a meeting at any time.

If you were recorded by a BaseNotes user and want your data removed, please ask that user first, as they control the recording. You can also contact us and we will help where we can.

6. How we use AI

• Speech-to-text: on the Free and Plus plans, and in guest mode, Apple's speech recognition transcribes your recordings on your iPhone. On Pro, Deepgram transcribes the audio in the cloud and adds speaker labels, for up to 15 hours a month including Notetaker calls; after that, Pro recordings are transcribed on your iPhone too.
• Notes and assistant: AI models generate summaries, titles, action items, key points, follow-ups, Ask answers, pre-meeting briefs and recap email drafts from your meeting content. On Pro we use Anthropic's Claude models. On Free and Plus we use open models (such as GLM) through OpenRouter, which sends each request only to inference providers on our approved list in the US and EU, with zero data retention. If an open model fails, we may use Anthropic's Claude as a backup.
• Search: Voyage AI converts your meeting content into numerical "embeddings" so you can search by meaning, not just keywords.

We do not use your content to train AI models, and our AI providers do not train on it under our agreements with them. They process it only to return results to us. Requests through OpenRouter use zero data retention, so neither OpenRouter nor the inference provider keeps your content after returning the result. Other providers may keep it for a limited time under their terms (for example for abuse monitoring) before deleting it.

AI output can be wrong or incomplete. Ask answers are drawn only from your own meetings and include quotes you can check against the transcript, but you should always review important details before relying on them.

7. Who processes your data

We use the following service providers ("processors") to run BaseNotes. Each acts on our instructions under a written contract and may only use your data to provide their service to us.

Online meeting platforms (Zoom, Microsoft Teams, Google Meet) are not our processors; when the Notetaker joins, their own privacy policies apply to the call. We may also disclose data if required by law, to protect the rights and safety of our users or others, or to a buyer or successor if our business is sold or reorganised (in which case this policy will continue to apply).

8. International transfers

We are based in the UK. Our providers run on cloud infrastructure in the United States and the European Union, so your data will be processed outside the UK and EEA. Where it is, we rely on the UK's adequacy regulations (including the UK–US Data Bridge where a provider is certified), the EU–US Data Privacy Framework where a provider is certified, or on the European Commission's Standard Contractual Clauses together with the UK International Data Transfer Addendum or the UK International Data Transfer Agreement (IDTA). You can ask us for a copy of the relevant safeguards.

9. How long we keep data

Data stored on your device (guest meetings, Free plan recordings, recordings not yet uploaded, Ask history, reminders links) stays there until you delete it, use "Clear All Data on This Device" in Settings, or delete the app.

10. Security

We protect your data with encryption in transit (HTTPS/TLS) and encryption at rest by our storage providers; passwords hashed with bcrypt; short-lived access tokens and single-use refresh tokens; share links that use random tokens stored only in hashed form; per-user access checks on every request; rate limiting; and access to production systems limited to the people who need it. No system is perfectly secure, but if a breach affects your personal data we will notify you and the regulator where the law requires.

11. Your rights

Under UK and EU data protection law you have the right to:

• access the personal data we hold about you;
• correct inaccurate data (you can edit titles, summaries, tasks and your name in the app);
• delete your data;
• data portability – receive your data in a structured, machine-readable format;
• restrict or object to processing based on legitimate interests;
• withdraw consent at any time, for example by turning off notifications or calendar access in iOS Settings;
• complain to a data protection regulator (see section 16).

How to exercise them

• Delete a meeting: swipe left on it in the Meetings list and tap Delete. Its transcript, notes, tasks and audio are deleted.
• Delete your account: in the app go to Settings → Danger zone → Delete Account. This permanently deletes your account and all its data. Deleting your account does not cancel an App Store subscription; cancel that in your Apple ID settings.
• Export: you can export a meeting's notes and transcript as text (or PDF on Plus and Pro) from the meeting's share menu. A full export of your account data in JSON is available in the app under Settings → Privacy & data → Export my data or by emailing us.
• Anything else: email support@basenotes.ai from the address on your account. We may need to verify your identity. We respond within one month (extendable by two months for complex requests, in which case we'll tell you).

12. US state privacy rights (including California)

If you live in California or another US state with a consumer privacy law, you have the right to know what personal information we collect, use and disclose; to access, correct and delete it; to receive it in a portable format; and not to be discriminated against for using these rights. In the past 12 months we have collected the categories described in section 2: identifiers (name, email, account and device identifiers), commercial information (subscription status), audio information (recordings), internet or network activity (technical logs), and other content you create. We collected it from you, your device and the third parties listed in section 2, for the business purposes in section 4, and disclosed it only to the service providers in section 7.

We do not sell your personal information and we do not "share" it for cross-context behavioural advertising. We use any sensitive personal information (such as account credentials or the content of your recordings) only to provide the service. To make a request, email support@basenotes.ai; you may use an authorised agent, and we will verify requests before acting on them. We respond within 45 days. If we decline a request you can appeal by replying to our decision.

13. Cookies and analytics

This website does not use cookies, analytics, or tracking scripts. Our hosting provider records standard server logs (such as IP address and pages requested) for security and reliability. The BaseNotes app contains no advertising or third-party analytics SDKs and does not track you across other companies' apps or websites.

14. Children

BaseNotes is not directed to children. You must be at least 16 to use it if you are in the UK or EU, and at least 13 elsewhere (or older if your local law requires). We do not knowingly collect personal data from children below these ages; if you believe a child has given us data, contact us and we will delete it.

15. Changes to this policy

We will update this policy when our practices change, and we'll change the date at the top. If a change is significant we will tell you in the app or by email before it takes effect.

5 October 2026: added Spaces (sharing meetings, tasks and messages with people you choose), invitations and task assignments by email, Invite & earn (including the push token fingerprint used to prevent self-referrals), and reporting and blocking in Spaces.

16. Contact and complaints