Privacy Policy

Last updated: January 18, 2026

InstaNotes AI is operated by FlowLogik. This Privacy Policy describes how we collect, use, and protect your personal information when you use our services.

1. Information We Collect

We collect information you provide directly to us when using InstaNotes AI, including:

  • Account Information: Name, email address, password, and billing information
  • Meeting Content: Audio recordings, transcripts, and meeting notes you create
  • Usage Data: Information about how you use our service, including features accessed and time spent
  • Device Information: Browser type, operating system, IP address, and device identifiers
  • Communication Data: Messages you send to our support team

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our AI transcription and analysis services
  • Process your transactions and send related information
  • Send technical notices, updates, security alerts, and support messages
  • Respond to your comments, questions, and customer service requests
  • Analyze usage patterns to improve user experience and service quality
  • Detect, prevent, and address technical issues and fraudulent activity

Important: We do not use your meeting content to train our AI models. Your confidential data remains private and is only processed to provide services to you.

3. Data Security

We implement comprehensive security measures to protect your information:

  • Encryption: All data is encrypted at rest using AES-256 and in transit using TLS 1.3
  • Access Controls: Strict role-based access controls limit data access to authorized personnel only
  • Infrastructure Security: Hosted on secure cloud infrastructure with regular security patches
  • Compliance: We maintain SOC 2 compliance and follow industry best practices
  • Monitoring: 24/7 security monitoring and incident response procedures
  • Regular Audits: Annual third-party security audits and penetration testing

4. Data Retention

We retain your personal information and meeting data for as long as your account is active or as needed to provide you services. When you delete your account:

  • All meeting content and personal data will be permanently deleted within 30 days
  • Some information may be retained for legal or regulatory compliance purposes
  • Anonymized usage data may be retained for analytical purposes

You can delete individual meetings or your entire account at any time from your account settings.

5. Third-Party Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information with:

  • Service Providers: Third-party vendors who help us operate our service (e.g., cloud hosting, payment processing)
  • Legal Requirements: When required by law, court order, or government request
  • Business Transfers: In connection with a merger, acquisition, or sale of assets

We never train our AI models on your confidential meeting data. Any AI processing is done solely to provide services to you.

6. Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information
  • Portability: Request export of your data in a machine-readable format
  • Objection: Object to processing of your personal information
  • Restriction: Request restriction of processing your information

To exercise any of these rights, contact us at privacy@instanotesai.com. We will respond within 30 days.

7. Cookies and Tracking

We use cookies and similar tracking technologies to improve your experience:

  • Essential Cookies: Required for the service to function properly
  • Analytics Cookies: Help us understand how users interact with our service
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Note that disabling cookies may affect functionality.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws, including GDPR for European users.

9. Children's Privacy

Our service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the service. Your continued use after changes indicates acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

FlowLogik
Email: privacy@instanotesai.com
Support: support@instanotesai.com