Privacy Policy

Last updated: 2026/02/26

Welcome!

Welcome to LightNote (hereinafter referred to as “the App”).

We value your privacy and are committed to protecting your personal information. This Privacy Policy (hereinafter referred to as “the Policy”) explains how we collect, use, disclose, and safeguard your information when you use our mobile application (“the App”), website (if applicable), and related services (collectively referred to as the “Services”).

Please read this Policy carefully to understand our practices regarding your personal data. By accessing or using our Services, you acknowledge that you have read, understood, and agreed to the collection, use, disclosure, and storage of your information as described herein.

Our Commitment to Privacy

We are dedicated to maintaining the privacy and security of your personal data. This Policy outlines the purposes for collecting your data, how we process it, and your rights and choices regarding your information.

This Policy applies when you use the App, visit our website, or interact with us through online channels. We adhere to applicable global data protection laws, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA)/California Privacy Rights Act (CPRA), and Virginia Consumer Data Protection Act (VCDPA), to ensure your data is protected to the highest standards.

Who Is Collecting Your Data

The data controller responsible for collecting and processing your personal information is the operator of LightNote (hereinafter referred to as “we”, “us”, or “our”).

Our Services may contain links to third-party websites or platforms (e.g., social media sites). These third parties have their own privacy policies, and we are not responsible for their practices. We recommend reviewing their privacy policies before providing any personal data.

What Information We Collect

We collect information from you through three main sources: information you provide, information from third parties (with your consent), and automatically collected information. We only collect data necessary to provide and improve our Services.

1. Information You Provide

  • Account and Profile Information: When registering an account, you may provide information such as your username, email address, and any other details you choose to add to your profile.
  • Verification Information: We may collect information (e.g., email address) to verify your account and ensure security.
  • User Content: This includes audio recordings, text notes, transcripts, summaries, and other materials you create, upload, or store through the Services (e.g., notes, meeting recordings, or imported files).
  • Preferences: Your settings, communication preferences, and feature usage choices (e.g., language preferences, notification settings).

2. Automatically Collected Information

When you access or use our Services, we may automatically collect technical and diagnostic data to improve performance and user experience:

  • Technical Data: IP address, device model, operating system, app version, network type (Wi-Fi/mobile data), screen resolution, time zone, and device identifiers (e.g., Android ID, OAID).
  • Usage Data: Interaction logs, such as features used, time spent on the App, files uploaded, and actions taken (e.g., creating a transcript, generating a summary).
  • Diagnostic Data: Crash logs, error reports, and performance metrics to identify and fix technical issues.
  • Linked Devices: If you log in from multiple devices, we may link your activity across devices using your account or device identifiers to provide a consistent experience.

3. Permissions Requested

To deliver core functionalities, we may request access to certain device permissions. We only use these permissions for the stated purposes, and you can manage or revoke them at any time through your device settings (note: revoking permissions may limit specific features):

  • Microphone Access: Required for audio recording (e.g., meeting/lecture recordings) and voice-to-text transcription.
  • Camera Access: Used for Optical Character Recognition (OCR) to extract text from photos (e.g., scanning printed notes).
  • Photo/Media/Audio File Access: To import existing photos, videos, or audio files for transcription, editing, or storage.
  • Floating Window Permission (Android only): To display real-time transcription results during audio recording, allowing you to view text while recording.
  • Storage Access: To save transcripts, summaries, and user content locally on your device or in the cloud.

How We Use Your Information

We use your personal data solely to provide, improve, and secure our Services, including:

  • Deliver and maintain core functionalities (e.g., transcription, summarization, translation, folder organization).
  • Personalize your experience (e.g., remembering your preferences, syncing data across devices).
  • Improve the Services (e.g., analyzing usage patterns to enhance features, fixing technical issues).
  • Ensure security (e.g., detecting unauthorized access, preventing fraud, protecting user accounts).
  • Provide customer support (e.g., responding to inquiries, resolving issues related to your account or use of the Services).
  • Comply with legal obligations (e.g., responding to legal requests, enforcing our Terms of Service).
  • Generate anonymized/aggregated data (e.g., usage trends) that does not identify you personally, which we may use for research or service optimization.

AI Features and Third‑Party AI Processing

LightNote provides certain AI-powered features (for example, transcription enhancement, summarization, translation, Q&A, and note rewriting). To provide these features, we use an external AI service provider, OpenAI, L.L.C. (“OpenAI”).

What data may be sent to OpenAI when you use AI features:

  • The content you choose to submit (e.g., notes text, prompts, questions, transcripts, summaries).
  • Files or attachments you upload for AI processing (e.g., audio/video/documents) and derived text (e.g., transcripts).
  • Limited technical metadata necessary to fulfill your request (e.g., language settings, timestamps, and request identifiers).

Purpose of sending data: OpenAI processes the submitted content solely to generate the AI output you request and to return results to you.

No model training: We do not permit OpenAI to use your submitted content to train or improve OpenAI’s models for LightNote. We configure our integration to avoid using your content for model training.

Data minimization: We aim to send only the minimum content necessary to fulfill your request. If you do not want your content processed by OpenAI, you may choose not to use AI features.

Information Sharing and Disclosure

We respect your privacy and do not sell your personal data to third parties for commercial purposes. We only share your information in the following limited circumstances:

1. Service Providers

We may share your personal data with trusted third-party service providers who perform functions on our behalf. These providers are contractually obligated to protect your data and only use it to fulfill the services we request:

  • Cloud storage providers (to securely store your data).
  • Technical service providers (e.g., server maintenance, bug fixes, data analysis).
  • Customer support tools (to assist with resolving your inquiries).
  • Payment processors (for paid features, if applicable) – they only receive data necessary to process payments (e.g., transaction details, no sensitive financial information).

2. Legal and Safety Requirements

We may disclose your information if required by law, regulation, or legal process (e.g., court order, subpoena), or to:

  • Protect our rights, property, or safety, or the rights, property, or safety of other users or third parties.
  • Prevent or investigate illegal activities (e.g., fraud, misuse of the Services).
  • Comply with public health or safety obligations.

3. Business Transfers

In the event of a merger, acquisition, sale of assets, or business reorganization, your personal data may be transferred to the acquiring or successor entity. We will notify you of any such transfer and ensure the receiving party adheres to this Privacy Policy.

4. Anonymized/Aggregated Data

We may share anonymized or aggregated data (e.g., “50% of users use the translation feature”) with third parties (e.g., partners, researchers) for purposes such as market analysis or service improvement. This data does not identify you personally.

5. Your Consent

We may share your information with third parties if you explicitly consent to the disclosure (e.g., sharing a note with a colleague via a third-party platform).

Your Privacy Rights

You have the following rights regarding your personal data, subject to applicable law. To exercise these rights, please contact us using the information in the “Contact Us” section.

Global Rights (Applicable to Most Users)

  • Right to Access: Request a copy of the personal data we hold about you.
  • Right to Correct: Request correction of inaccurate or incomplete personal data.
  • Right to Erase (“Right to Be Forgotten”): Request deletion of your personal data, subject to legal exceptions (e.g., if we need to retain data to comply with laws).
  • Right to Restrict Processing: Request that we limit how we process your personal data (e.g., if you dispute the accuracy of the data).
  • Right to Object to Processing: Object to processing of your personal data for certain purposes (e.g., direct marketing, if applicable).
  • Right to Data Portability: Request your personal data in a portable, machine-readable format (e.g., CSV) to transfer to another service provider.
  • Right to Withdraw Consent: Withdraw any consent you previously provided (e.g., for data sharing), without affecting the legality of processing based on consent before withdrawal.
  • Right to Complain: Lodge a complaint with a data protection authority in your jurisdiction if you believe we have violated your privacy rights.

Additional Rights for U.S. Residents

California Residents (CCPA/CPRA)

  • Right to Know: Request details about the personal data we collect, use, disclose, or “share” (as defined by the CCPA).
  • Right to Delete: Request deletion of your personal data, with exceptions (e.g., data needed to provide Services).
  • Right to Opt-Out of “Sharing”: Opt out of the disclosure of your personal data for cross-context behavioral advertising (see “Cookie Choices” below).
  • Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights (e.g., charging higher fees or reducing service quality).

Virginia Residents (VCDPA)

  • Right to Access and Correct: Request access to and correction of your personal data.
  • Right to Delete: Request deletion of personal data you provided or that we obtained about you.
  • Right to Data Portability: Request your data in a portable format.
  • Right to Opt-Out: Opt out of processing your data for targeted advertising.
  • Right to Appeal: Appeal a refusal to act on your privacy request (we will respond within 60 days of your appeal).

How to Exercise Your Rights

To exercise any of the above rights:

  1. Email us at quiknoteai@outlook.com.
  2. Provide sufficient information to verify your identity (e.g., email address associated with your account, details about your usage) to ensure we protect your data from unauthorized access.
  3. We will respond to your request within the timeframe required by applicable law (typically 30-45 days; we will notify you if we need an extension).

For California residents, authorized agents may submit requests on your behalf. The agent must provide proof of authorization, and we may require you to verify your identity directly.

Cookie Choices (for Website Users)

Our website (if applicable) uses cookies and similar tracking technologies to improve functionality and personalize your experience. You can manage your cookie preferences through the cookie banner on our website or via your browser settings.

  • Necessary Cookies: Required for basic website functionality; cannot be disabled.
  • Analytics/Functional Cookies: Used to track usage and improve the website; you can opt out.
  • Advertising Cookies: Used for targeted advertising (if applicable); you can opt out (California residents can opt out of “sharing” for behavioral advertising here).

Account Deletion and Data Retention

Account Deletion

You may delete your LightNote account at any time through the App:

  1. Go to the “Profile” tab > Select “Settings” > Tap “Delete Account”.
  2. Account deletion is irreversible. After submitting the request, your account will be deactivated immediately, and permanent deletion will occur within 7 days.
  3. After deletion, we will securely remove your personal data from our servers, except: Anonymized data that cannot identify you.
    1. Data retained to comply with legal obligations, resolve disputes, or enforce our Terms of Service (retained only for as long as necessary).

Data Retention

We retain your personal data only for as long as reasonably necessary to:

  • Fulfill the purpose for which it was collected (e.g., storing your notes while your account is active).
  • Comply with legal, regulatory, or contractual requirements.

Data Security and Storage Locations

Data Security

We implement physical, electronic, and procedural safeguards that comply with legal regulations to protect your personal information. We also ensure all our service providers have industry-recognized safeguards. However, data transmission over the internet cannot be guaranteed to be 100% secure. As such, we cannot ensure or warrant the security of any information you provide to us via the internet.

We limit access to your personal information to employees who have a reasonable need to access the information to provide you with products or services or to complete their work.

Storage Locations

The personal information we collect from you may be stored on servers located outside the country where you live. We maintain major servers around the world to provide you with our Services globally and continuously.

By using LightNote, you agree that all information collected through or by LightNote may be transferred, processed, and stored in various locations worldwide, including but not limited to the United States, the United Kingdom, the European Union, in the cloud, on our servers, on the servers of our affiliates, or the servers of our service providers. Your information may be accessible to law enforcement or other authorities in accordance with applicable laws. By providing information to us, you explicitly consent to the storage and processing of your information in these locations. This may mean that your personal information will be stored in a jurisdiction that provides a level of data protection that may, in certain instances, be less stringent than the protection provided in the jurisdiction where you reside.

We will implement appropriate safeguards to ensure that your personal information is treated securely and in compliance with this Privacy Policy. These safeguards include: (i) ensuring that your personal information is used in accordance with standard data protection clauses adopted by the European Commission for the transfer of personal data to recipients outside the EEA and UK; and (ii) ensuring that any recipients of your personal information commit to maintaining the same high standards of data protection as we do. If you wish to learn more about the safeguards we employ, please contact us using the details provided at the end of this Privacy Policy.

Children’s Data Protection

We take special precautions to protect the privacy and safety of minor users. We do not knowingly collect personal information from children who do not meet the applicable minimum age requirements without obtaining verifiable consent from a parent or guardian. Our Services are designed to be used by children only with significant involvement and approval from a parent or guardian.

If we become aware that we have inadvertently collected personal information from a child without the necessary parental consent, we will take immediate steps to delete that information. If you are a parent or guardian and discover that your child has registered an account with our Services or is using our Products without your consent, please notify us immediately by emailing quiknoteai@outlook.com. By allowing your child to create a member account and/or permitting your child to use the Products or Services, you expressly agree to the practices described in this Privacy Policy and consent to the collection, use, and disclosure of your child’s personal information as outlined herein.

International Privacy Laws

This Policy is a supplement to, not a replacement for, any applicable national data protection laws. Any applicable national data protection laws will supersede this Policy if they provide stronger requirements. This Policy should apply in locations where there are no national data protection laws.

Changes and Notifications

We may amend or update this Privacy Policy from time to time. When we update the Privacy Policy, we will notify you of any material changes by updating the “Last updated” date at the top of the new Privacy Policy, posting the new Privacy Policy, or providing any other notice required by applicable law. We recommend that you review this Policy regularly to stay informed of our privacy practices.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Email: quiknoteai@outlook.com

Effective Date:January 28 , 2025