Privacy Policy

Last Updated: February 12, 2026

1. Introduction

BaseNotes AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services.

2. Information We Collect

2.1 Information You Provide

• Microsoft Account Information: When you authenticate with Microsoft, we receive your name, email address, and profile information.
• Meeting Audio: Audio recordings you create within the app for transcription and analysis.
• Meeting Transcripts: Text transcriptions generated from your audio recordings.

2.2 Automatically Collected Information

• Usage Data: Information about how you use the app and services.
• Device Information: Device type, operating system, and app version.
• Log Data: Error logs and performance data for app improvement.

3. How We Use Your Information

We use your information to:

• Provide and maintain the BaseNotes AI service
• Transcribe meeting audio using speech recognition technology
• Generate AI-powered meeting summaries and action items using OpenAI's GPT-4
• Enable Microsoft Teams integration and bot functionality
• Improve and optimize our services
• Provide customer support
• Send important service updates and notifications

4. Third-Party Services

4.1 Microsoft Azure

We use Microsoft Azure Active Directory for authentication and Microsoft Graph API for Teams integration. Your Microsoft account information is handled according to Microsoft's privacy policy.

4.2 OpenAI

Meeting transcripts are sent to OpenAI's GPT-4 API for analysis and summarization. OpenAI processes this data according to their API data usage policies and does not use API data to train their models.

4.3 Railway (Infrastructure)

Our backend services are hosted on Railway. Data transmitted through our services is encrypted in transit.

5. Data Storage and Security

• Encryption: All data transmitted between your device and our servers uses HTTPS encryption.
• Storage: Your data is stored securely on Railway's infrastructure.
• Access Controls: We implement strict access controls to protect your data.
• Retention: We retain your data only as long as necessary to provide our services or as required by law.

6. Your Rights and Choices

You have the right to:

• Access: Request access to your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Export: Request a copy of your data in a portable format
• Opt-Out: Opt out of certain data processing activities

To exercise these rights, contact us at privacy@basenotes.ai

7. Children's Privacy

Our service is not directed to children under 13 (or the applicable age in your jurisdiction). We do not knowingly collect information from children.

8. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

10. Contact Us

If you have questions about this Privacy Policy, please contact us:

• Email: privacy@basenotes.ai
• Support: support@basenotes.ai
• Website: https://basenotes.ai

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know whether personal information is sold or disclosed
• Right to say no to the sale of personal information
• Right to access your personal information
• Right to equal service and price

12. GDPR Compliance (EU Users)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including the right to data portability, the right to be forgotten, and the right to object to processing.