Privacy Policy
Last Updated: March 17, 2026
Introduction
ZensNote ("we," "us," or "our") operates the ZensNote mobile application and website (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
By using ZensNote, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree with this policy, please do not use the Service.
This policy applies to all users worldwide, including those in the European Union (EU/EEA), United Kingdom, California (USA), and other jurisdictions with specific data protection regulations.
Information We Collect
We collect the following categories of information to provide and improve our Service:
Account Information
- Name and email address when you create an account
- Profile information (avatar, display name, learning preferences)
- Authentication data from third-party login providers (Google, Apple ID) — we only receive your name, email, and profile picture; we never receive your password
- Subscription status and purchase history (payment processing is handled entirely by Apple/Google; we do not store credit card numbers)
User-Generated Content
- Text notes you create or edit within the app
- Audio recordings captured through the app's recording feature
- Audio files you upload (MP3, WAV, M4A, etc.)
- PDF documents you import
- Images you upload for OCR text extraction
- URLs and links you submit for content import
- Flashcards, quizzes, and mind maps generated from your notes
- Podcast audio files generated from your notes
Usage & Device Data
- Device type, operating system, and version
- App version and build number
- Language and locale settings
- App interaction data (features used, session duration, tap events)
- Crash logs and diagnostic data
- IP address (used to derive approximate location at country/region level)
- Unique device identifiers (for analytics and push notifications)
How We Use Your Information
We use the information we collect for the following purposes:
Providing Core Service
To process your audio recordings, documents, and images; generate AI summaries, flashcards, quizzes, mind maps, and podcasts; sync your data across devices.
AI Processing
Your content is sent to AI service providers to perform transcription, summarization, question generation, and text-to-speech conversion. See the 'AI Processing & Third-Party Services' section for details.
Account Management
To create and maintain your account, manage subscriptions, and provide customer support.
Service Improvement
To analyze usage patterns, diagnose technical issues, and improve app performance and features.
Communication
To send service-related notifications (e.g., subscription reminders, feature updates). We do not send marketing emails without your explicit opt-in consent.
Security & Fraud Prevention
To detect and prevent unauthorized access, abuse, or fraudulent activity.
AI Processing & Third-Party Services
ZensNote uses artificial intelligence to power core features including transcription, summarization, Q&A, flashcard generation, and podcast creation. To provide these features, portions of your content are transmitted to third-party AI service providers.
Important details about AI processing:
- Your content is transmitted securely (encrypted in transit) to AI providers for processing
- We do NOT allow AI providers to use your content for training their models
- AI-generated outputs (summaries, flashcards, podcasts, etc.) are stored in your account and are treated as your content
- AI processing is performed only when you explicitly trigger it (e.g., tapping 'Generate Summary')
- We contractually require all AI providers to maintain appropriate data protection standards
Our AI service providers include, but are not limited to: OpenAI, Google Cloud AI, and similar services. These providers process data under strict contractual agreements (Data Processing Agreements) that limit how they may use your data.
Data Sharing & Third Parties
We may share your information in the following limited circumstances:
AI Service Providers
As described above, content is shared with AI providers solely to deliver the transcription, summarization, and generation features you request.
Cloud Infrastructure
Your data is stored on cloud servers provided by reputable infrastructure providers (e.g., AWS, Google Cloud) with industry-standard security certifications.
Analytics Services
We use analytics tools to understand app usage patterns. Analytics data is aggregated and does not include your note content.
Payment Processors
Subscription payments are processed entirely by Apple (App Store) or Google (Play Store). We do not directly handle or store your payment card information.
Legal Compliance
We may disclose your information if required by law, legal process, or government request, or to protect the rights, safety, or property of ZensNote, our users, or the public.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your data may be transferred. We will notify you of any such change and any choices you may have regarding your data.
We do NOT sell your personal information to third parties. We do NOT share your data with advertisers for targeted advertising purposes.
Data Storage & Security
We implement industry-standard security measures to protect your data:
- All data is encrypted in transit using TLS 1.2 or higher
- User content is encrypted at rest on our servers
- Access to user data is restricted to authorized personnel on a need-to-know basis
- We conduct regular security assessments and vulnerability testing
- Authentication uses secure token-based mechanisms
- We support two-factor authentication for account security
While we strive to use commercially acceptable means to protect your personal information, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
Data Retention
We retain your data for as long as your account is active or as needed to provide the Service:
- Account data: Retained until you delete your account
- User content (notes, recordings, files): Retained until you delete individual items or your account
- AI-generated content (summaries, flashcards, podcasts): Retained until you delete the source note or your account
- Usage analytics: Retained in aggregated form for up to 24 months
- Crash logs and diagnostics: Retained for up to 12 months
- Deleted account data: Permanently purged within 30 days of account deletion request
When you delete your account, all associated data including notes, recordings, generated content, and personal information will be permanently removed from our active systems within 30 days. Backup copies may persist for up to 90 days before being purged.
Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to Access
You can request a copy of the personal data we hold about you.
Right to Correction
You can request that we correct inaccurate or incomplete personal data.
Right to Deletion
You can request deletion of your personal data. You can also delete your account directly in the app under Settings > Account > Delete Account.
Right to Data Portability
You can request your data in a structured, machine-readable format (JSON or CSV).
Right to Object
You can object to the processing of your personal data in certain circumstances.
Right to Restrict Processing
You can request that we restrict the processing of your personal data.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw consent at any time without affecting the lawfulness of prior processing.
Right to Opt-Out of Sale/Sharing
We do not sell your personal information. California residents may exercise their rights under the CCPA/CPRA by contacting us.
To exercise any of these rights, please contact us at support@ZensNote.com. We will respond to your request within 30 days (or as required by applicable law).
Children's Privacy
ZensNote is not directed at children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under 13.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@ZensNote.com. If we discover that we have collected personal information from a child under 13, we will take steps to delete such information promptly.
International Data Transfers
Your data may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction.
For transfers from the EU/EEA/UK, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission and/or other appropriate legal mechanisms to ensure adequate data protection.
By using ZensNote, you consent to the transfer of your information to countries where we or our service providers operate.
Cookies & Tracking Technologies
Our website (zensnote.com) uses essential cookies to maintain your session and preferences. We may also use analytics cookies to understand website traffic.
The mobile app does not use cookies but may use similar technologies (device identifiers, analytics SDKs) for service functionality and improvement.
You can manage cookie preferences through your browser settings. Disabling essential cookies may affect website functionality.
Additional Information for EU/EEA Users (GDPR)
If you are located in the European Union or European Economic Area, the following additional provisions apply:
Legal Basis for Processing
We process your data based on: (a) Contract performance — to provide the Service you requested; (b) Legitimate interests — to improve our Service and ensure security; (c) Consent — for optional features like marketing communications; (d) Legal obligation — to comply with applicable laws.
Data Protection Officer
For GDPR-related inquiries, please contact our Data Protection Officer at support@ZensNote.com.
Supervisory Authority
You have the right to lodge a complaint with your local data protection supervisory authority if you believe your data has been processed unlawfully.
Additional Information for California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to know what personal information is collected, used, and shared
- Right to delete personal information
- Right to opt-out of the sale or sharing of personal information (we do not sell your data)
- Right to non-discrimination for exercising your privacy rights
- Right to limit use of sensitive personal information
To exercise your CCPA/CPRA rights, contact us at support@ZensNote.com or use the in-app account deletion feature.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on our website with a new "Last Updated" date
- Sending an in-app notification for significant changes
- Sending an email notification to registered users for material changes that affect your rights
Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.
Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
ZensNote Team
Email: support@ZensNote.com
For data protection inquiries specific to the EU/EEA, contact our DPO at support@ZensNote.com.