Privacy Policy

Information we process

Action Note processes your account email and display name, authentication information, uploaded transcripts and recordings, generated meeting summaries, source filenames, and summary creation dates. Meeting content may include participants’ names, statements, decisions, and tasks. We also record monthly summary usage, account roles, and suspension status to operate the service and enforce plan limits.

When you share a summary, the recipient addresses and report content are processed to send that email. Hosting and service providers may process technical request information and operational logs.

How information is used

We use this information to authenticate users, transcribe recordings, generate requested summaries, save and retrieve meeting records, deliver shared reports, enforce allowances, and administer and protect the service. Upload only information you are authorized to share, and inform meeting participants about AI processing as appropriate.

Providers and data flows

• Supabase supports sign-in and stores account profiles, saved meeting records, settings, and usage records.
• Groq receives transcript text for summaries and recording content for transcription. Its processing and retention depend on its terms and account settings.
• Vercel hosts the application and processes requests, including uploads passing through server functions.
• Resend delivers shared report emails when configured. Deployments using the supported Gmail option send through Google instead. Authentication emails are delivered through the provider configured in Supabase.
• When you choose Google sign-in, Google authenticates you and supplies account information through Supabase.

These services may process information outside your country. Actual regions and retention depend on the deployment and provider configuration. This notice does not claim that all processing stays in a particular country or that every provider has zero retention.

Access and sharing

Signed-in users can access their own saved meetings. Authorized application administrators can inspect and manage user accounts and meeting records. If you email a report, the recipients receive a separate copy; shared-report recipients are placed in BCC. Downloaded PDFs and emailed copies are outside the meeting library’s deletion controls.

Storage and deletion

The application processes uploaded source files transiently and does not intentionally save those files in the meeting library. Generated summaries and filenames are stored in Supabase. Personal meeting records remain until deleted. Organization owners may configure automatic retention for shared organization meetings; the maintenance scheduler applies those settings.

Deleting a meeting does not reset monthly usage records or delete copies already emailed or downloaded. Provider logs, backups, and residual copies may have separate retention periods; we do not promise immediate deletion from every system. Account security & data provides export and account deletion. Organization owners must resolve organization ownership before deleting their account. Audit records may be retained separately for security accountability.

Cookies and browser storage

Authentication uses cookies and browser storage to keep you signed in and support sign-in redirects. Older versions may have stored summaries in your browser; importing them into your account does not erase those local copies. You can remove local data through your browser settings, which may also sign you out.

This notice covers the application’s authentication and local storage behavior. Any additional analytics, advertising, or tracking enabled in a deployment must be disclosed and managed separately.

Your choices and security

You can choose what to upload, which summary sections to generate, whether to share a report, and when to delete saved meetings. Use the contact below to request access, correction, or account deletion. Applicable privacy rights depend on your location.

The application uses authenticated access and database access policies. No system can guarantee absolute security. Avoid uploading passwords, credentials, or personal information unnecessary for your meeting summary.

Contact and requests

Action Note is operated by Thiran Systems, based in Canada. For privacy questions, access or correction requests, or account deletion, contact privacy@actionnote.io. We may need to verify your identity before acting on a request.

Updates

Changes will be reflected on this page with an updated date. Material changes to how personal information is handled should be communicated before they take effect, with additional consent where required.