Legal

Privacy policy

Last updated October 7, 2026

This policy explains what information Note Admin ("Note Admin", "we", "us") collects through noteadmin.com, through the Note Admin box and apps, and through our relay, update and support services. The planned backup design is described separately below.

The short version

Your recordings, transcripts, summaries and voiceprints are processed and stored on the Note Admin box your company owns, on your network.
Our relay passes traffic between your apps and your box so you can reach it from anywhere. It does not store recordings, transcripts or voiceprints.
Planned for launch; not available yet: customer-key encrypted backup and recovery. The design encrypts data on the box before upload. You hold the Backup Recovery Code; we cannot decrypt the backup or recover a lost code for you.
We do not sell personal information.

1. Information we collect

On this website

Reservation (waitlist) details you give us: name, company, work email, phone number (if you provide it), team size and number of boxes.
Usage data from our own analytics: pages viewed, the referring page, campaign tags in the link you followed (UTM parameters), actions such as submitting a form or starting checkout, IP address, browser user agent, and a random session identifier stored in a first-party cookie that expires after 30 minutes of inactivity. This data stays on our own server.
Advertising and analytics partners: if enabled, we use Google Analytics, Google Ads and the Meta Pixel to measure our advertising. These services set their own cookies and receive information such as the pages you visit and whether you submitted a form. Their use of that information is governed by their own privacy policies.

When you buy and use Note Admin

Account and order information: names and email addresses of your company's admin and users, company name, shipping and billing addresses, and order history. Card payments are handled by our payment processor (Stripe); we do not store full card numbers.
Box service information: each box's ID and public key, the company it belongs to, contract status, when it last checked in, which user logins map to which box, connection logs (times, IP addresses, success or failure), software version and update channel. The planned backup service would also report a manifest (sizes and dates, not contents), never your Recovery Code.
Support conversations: what you send us when you ask for help.

Meeting content

Recordings, transcripts, summaries, speaker names and voiceprints are created and stored on your box. They pass through our relay, encrypted in transit, for remote access. If you connect a third-party AI assistant, the information you authorize it to read may leave your box and is handled under that provider's terms. Planned encrypted backups would also leave the box; they are not available yet. We do not use meeting content to train models, for advertising, or for any purpose other than delivering the service to you.

2. How we use information

To take reservations and orders, ship boxes, and tell you when ordering opens.
To run the relay, updates and support that your continued-support subscription covers.
To secure our services, prevent abuse, and troubleshoot problems.
To understand how people find and use our website and to measure our advertising.
To meet legal, tax and accounting obligations.

3. How we share information

We share information only with:

Service providers that work for us under contract: hosting and object storage, payment processing, email delivery, shipping carriers.
Advertising and analytics partners described above, when those tools are enabled. Under some state laws, including California's, sharing data with advertising partners for cross-context behavioral advertising may count as "sharing". You can opt out as described in section 7.
Authorities when required by law, and to protect our rights or the safety of others.
A buyer or successor if our business is sold or reorganized, under this policy.

4. Voiceprints

A voiceprint is a numeric representation of a person's voice used to recognize them in recordings. Voiceprints are created only when a user or admin enrolls a person and are stored on the box. The planned encrypted backup would include them. Some laws (for example in Illinois, Texas and Washington) treat voiceprints as biometric identifiers and require notice and written consent before they are collected. Our customers are responsible for giving that notice and getting that consent before enrolling anyone. A voiceprint can be deleted from the box at any time by an admin.

5. Recording consent

Our customers decide what to record and are responsible for complying with recording laws, including laws that require the consent of everyone in a conversation, such as California's. See our Terms, Recording consent.

6. How long we keep information

Waitlist entries: until launch plus 24 months, or until you ask us to delete them.
Website analytics events: up to 25 months.
Account, order and billing records: as long as you are a customer and as required for tax and accounting.
Connection logs: up to 12 months.
Backups: not available yet. Retention and deletion terms will be confirmed before the service is enabled.
Meeting content on your box: until you delete it. It's your box.

7. Your choices and rights

Depending on where you live, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, and to opt out of the sale or sharing of personal information and targeted advertising. California residents have these rights under the CCPA as amended by the CPRA. We will not discriminate against you for using them.

To make a request, email support@noteadmin.com. We will confirm your request and respond within the time the law requires. You may use an authorized agent. To limit advertising cookies, you can also block third-party cookies in your browser settings.

For meeting content stored on a customer's box, the customer controls that data. If you were recorded by a Note Admin customer, contact that company; we will help them respond where we can.

8. Security

Traffic between apps, the relay and boxes is encrypted. Each box has its own key pair. The planned backup design uses a customer-held Recovery Code: keep it safe and separate from your box. If both the box and the code are lost, the encrypted backup cannot be restored. Access to our systems is limited to people who need it. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you as the law requires.

9. Children

Note Admin is a business product and is not directed to children under 16. We do not knowingly collect their information.

10. Changes

We will post changes here and update the date above. For material changes affecting customers, we will notify the account admin by email.

11. Contact

Note Admin · support@noteadmin.com · hello@noteadmin.com