Effective date: 2 January 2026

Thank you for choosing Parrot Notes, your trusted transcription and AI companion. Your privacy is our priority, and this Privacy Policy explains how we handle your data responsibly.

Brief Overview

ParrotNotes ("We" or "us") are committed to protecting and respecting your ("you" or "user") personal data privacy and complying with data protection principles and provisions under applicable laws.

We only store the data that Parrot Notes needs to function as a secure speech-to-text transcription and AI-powered note-taking service. We do not share or commercialize your data, and all processing is strictly aligned with this Privacy Policy.

By continuing to use Parrot Notes, you are consenting to the collection, processing, usage and disclosure of your Personal Data as set out in this Privacy Policy. If you do not agree to this Privacy Policy, you should immediately stop using Parrot Notes.

1. What Data We Collect and Why

1.1 Basic Usage Data

When you browse our website (parrotnotes.app) or use our mobile app, we collect minimal data to ensure the service works properly and securely:

1. Browser type and language preference

2. Pages you visit and when you visit them

3. IP addresses and basic device information

This helps us understand how people use Parrot Notes, improve the service, and keep it secure.

1.2 Audio Recordings and Transcriptions

When you record or upload audio to Parrot Notes, the following process occurs:

1. Audio files are processed to create transcriptions using our proprietary algorithm and third-party services (OpenAI or Deepgram)

2. Transcriptions are stored securely on our servers to enable access across multiple devices

3. All transcriptions are encrypted and accessible only to you unless you explicitly share them

Your transcriptions are stored in data centers provided by Amazon Web Services (AWS) using Amazon S3 storage. All data is stored using server-side encryption with Amazon S3 managed keys (SSE-S3) and encrypted in transit using TLS/SSL protocols.

1.3 AI Processing and Chat Interactions

Parrot Notes utilizes artificial intelligence to provide enhanced features including summaries, action items, and intelligent chat capabilities. The processing occurs as follows:

1. AI-powered features may be processed by third-party service OpenAI, L.L.C.

2. Only transcript text data is shared with OpenAI for processing (no IP addresses or account information)

3. According to our agreement with OpenAI, they access data solely to provide the requested service and cannot store or use the data for any other purposes, including model training

4. Chat conversations and AI-generated responses are not permanently stored on our servers

5. All data transmissions are encrypted using industry-standard protocols

1.4 Your Account Information

To sync your transcriptions across devices and access premium features, you'll need an account. We only collect the essentials:

1. Your name

2. Your email address

That's it. We use this information to identify you, sync your data, and communicate important updates (if you want them).

2. What We Don't Do With Your Data

Just as important as what we collect is what we don't do:

1. We don't store your chat conversations or AI-generated responses

2. We don't sell, rent, or share your personal data with advertisers or marketers

3. We don't use your transcriptions to train AI models or for any purpose other than providing you the service

4. We don't track you across other websites or apps

Any usage statistics we collect are aggregated and anonymized—meaning they can't be traced back to you personally.

3. Cookies and Tracking

Parrot Notes uses cookies on our website to make things work better for you:

1. Keep you logged in between visits

2. Remember your preferences

3. Understand how people use our website so we can improve it

We don't track what you do on other websites, and we don't share your browsing data with anyone.

You can disable cookies in your browser settings if you prefer, but some features might not work as well.

4. Processing Your Data

4.1 Our Services

Parrot Notes is a cloud-based service. When you create an account, we process your data to enable speech-to-text transcription services and deliver your transcription history to any of your devices without requiring third-party backups or cloud storage.

4.2 Transcribing Audio to Text

Parrot Notes may rely on third-party services for voice-to-text conversion:

OpenAI, L.L.C. — Audio data may be shared with OpenAI to obtain transcribed versions. According to our agreement with OpenAI, they will only access the audio data to provide transcription services and cannot store or use the data for any other purposes.

Deepgram — Audio data may be processed through Deepgram's transcription service. Audio files are processed securely and are not retained beyond the necessary processing period.

Only audio data is shared for transcription purposes. No other data such as IP addresses or account information is shared with these services.

4.3 AI Text Processing

Parrot Notes may rely on OpenAI, L.L.C. for AI-powered text processing including summarization, action item extraction, and conversational chat. Text data from transcripts that users choose to process may be shared with OpenAI to obtain processed versions. According to our agreement with OpenAI, they can only use this data to provide the service and cannot store or use the data for model training or any other purposes.

5. Keeping Your Personal Data Safe

5.1 Storing Data

Your data is stored in data centers provided by Amazon Web Services (AWS) using Amazon S3 storage. AWS is ISO/IEC 27001 certified, the world's recognized standard for information security management systems (ISMS).

All data is stored using server-side encryption with Amazon S3 managed keys (SSE-S3) to ensure that local engineers or physical intruders cannot access your data. Data is also encrypted in transit using TLS/SSL protocols.

5.2 Access Controls

Strict access controls ensure that only authorized personnel and systems can access data, and only when absolutely necessary for service operations. We continuously monitor and update our security practices to address emerging threats and vulnerabilities.

5.3 Retention

Unless stated otherwise in this Privacy Policy, the personal data that you provide us will only be stored for as long as it is necessary for us to fulfill our obligations in respect of the provision of the Services.

6. Your Rights and Deleting Data

6.1 Your Rights

Under applicable data protection legislation, in certain circumstances, you have rights concerning your personal data. You may at any time access, correct, or erase your Personal Data by making your data access, correction, or erasure request by email to the contact details provided in Section 9.

6.2 Deleting Data

You can delete individual transcriptions or all transcriptions at any time through the app's settings.

You can delete your Parrot Notes account by navigating to Settings → Account Details → Delete Account. Your email address and all associated data will be permanently deleted within 30 days of account deletion.

Deleted data is permanently removed from our systems and cannot be recovered. No copies or backups are retained.

If you have any additional questions regarding your data and exercising your data rights, please use the contact details in Section 9 below.

7. Data Retention

Personal data is retained only for as long as necessary to provide the services you have requested:

Transcriptions

Transcriptions are stored for as long as your account remains active. You may delete individual transcriptions or all transcriptions at any time through the app. Deleted transcriptions are permanently removed and cannot be recovered.

AI Processing Data

Chat conversations and AI-generated responses are not stored on our servers. Data shared with OpenAI for processing is used only to provide the requested service and is not retained by OpenAI for any other purposes.

Account Information

Account information is retained only while your account is active. Upon account deletion, all associated data including transcriptions and account information is permanently deleted within 30 days.

8. Changes to This Privacy Policy

We will review and may update this Privacy Policy from time to time. Any changes to this Privacy Policy will become effective when we post the revised Privacy Policy on this page. Please check our website periodically to see any updates or changes to our Privacy Policy.

By continuing to use Parrot Notes following such modifications, you agree to be bound by such modifications. The "Effective date" at the top of this page indicates when the policy was last updated.

9. Further Information

If you have any questions about this Privacy Policy or how we process your personal data, please feel free to contact us at support@parrotnotes.app.

By using Parrot Notes, you acknowledge that you have read and agreed to this Privacy Policy.