Privacy Policy

Effective
September 1, 2025

1. INFORMATION WE COLLECT

We collect and use the following types of Personal Information about you:

Information You Provide to Us

Registration Information
When you create an account on the Services, you will be asked to provide your name, email address, and a password. You may also choose to add a profile picture. For Pro, Business, or Enterprise plans, which are paid Services, our payment processing partner Stripe, Inc. may collect your name, billing address, and payment information. Payment information is not shared with us and is maintained securely by Stripe.

App Information
When you use the Services, you may provide us with your audio recordings (“Audio Recordings”), meeting transcripts, and any text, images, or files you upload or share in the context of the Services. Metanotes.ai may also capture meeting-related content (e.g., notes, summaries, and contextual insights) to enhance the value of the meeting. These recordings and transcriptions are limited to the meetings you authorize.

Communication Information
When you contact us (for example, via email or support request), you provide us with your name, email address, phone number, and any other information you choose to include in your communication.

Information You Provide About Others

If you choose to collaborate with colleagues, invite others to join, or refer the Services to them, you may provide us with their email addresses or other contact details.

If you provide an Audio Recording, it may contain the Personal Information of third parties. Before doing so, you are responsible for ensuring you have the necessary permissions or consent from those individuals to share such information with us.

Information We Automatically Collect or Generate When You Use the Services

Usage Information
When you use the Services, we collect information about your activity, including timestamps (such as access, record, share, edit, and delete events), meeting history, app usage patterns, interactions with our team, and transaction records.

Device Information
We assign a unique user identifier (“UUID”) to each device that accesses the Services. We may also collect information such as your IP address, UUIDs, device IDs, browser type, operating system, device model, brand, network carrier, and whether you access the Services from a desktop or mobile platform.

Cookies
We use cookies and similar technologies (“Cookies”) to provide, secure, and enhance the Services. For more details, see the section below: How We Use Cookies and Similar Technologies.

Location Information. When you use the Services, we may infer your approximate location from your IP address.

Information We Receive from Third Parties

Third-Party Platforms
When you connect third-party platforms (such as Google Calendar, Outlook, or Zoom) or register using a third-party account (such as Google or Microsoft), we receive certain Personal Information from those services. This may include your username, profile picture, email address, calendar details, meeting information, contact lists, or any data you authorize to share with us (“Platform Information”).

Payment Processors
We receive transaction-related information from our payment processor, Stripe, to confirm subscription status and billing records.

Other Third Parties
We may also receive additional information about you from trusted partners, such as demographic or interest data from marketing or analytics providers, and combine it with other information we collect.

We may collect and use aggregated or de-identified data (such as statistical or demographic data) for internal purposes. Aggregated data may be derived from your Personal Information but is not considered Personal Information because it cannot reasonably be used to identify you. However, if we combine aggregated data with your Personal Information so that you can be identified, we treat the combined data as Personal Information under this Policy.

2. HOW WE USE YOUR PERSONAL INFORMATION

We use your Personal Information to:

Set up your account
We use your registration details (such as your name, email address, and login credentials) and device information to create and manage your account. This is necessary for us to fulfill our contractual and precontractual obligations to provide you access to Metanotes.ai.

Provide and operate the Services
We process information you generate or store within Metanotes.ai (such as notes, projects, and shared content), along with your usage and device data, to deliver the Services. We may also use your communication details (e.g., to reset passwords or respond to support requests).

Improve and monitor the Services
We use automatically collected information (including device type, operating system, and app performance metrics) to analyze, maintain, and enhance Metanotes.ai. We may use anonymized and aggregated data from user activity to train our AI systems, improve features, and develop new capabilities.

Communicate with you
We use your contact information to respond to your inquiries, provide technical support, and send important service-related updates.

Send you updates and product information
With your consent, we may use your email to send newsletters, feature updates, and product announcements that may be relevant to you. You can unsubscribe at any time by following the instructions in our communications.

Ensure security, prevent fraud, and comply with legal obligations
It is in our legitimate interest to protect Metanotes.ai and its users. We may monitor service usage to detect, investigate, and prevent fraud, misuse, or harmful activity. We also process Personal Information as necessary to comply with legal requirements, enforce our Terms of Service, and defend against legal claims or disputes.

3. HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES

We and our third-party partners use cookies, pixel tags, and similar technologies to collect information about your browsing activities. These tools help us:

Improve your experience by remembering preferences and login sessions.
Distinguish you from other users of Metanotes.ai.
Analyze usage patterns to enhance our Services.
Measure the effectiveness of our marketing and advertising.

What are Cookies?
Cookies are small text files stored on your browser or device. They contain data that allows us to recognize your device and customize your experience.

Types of Cookies We Use

Strictly Necessary Cookies
Required for the operation of Metanotes.ai (e.g., login, authentication, and security). Without these, the Services cannot function properly.
Functional Cookies
Help us recognize you when you return, remember your preferences (such as language settings), and personalize your experience.
Analytical, Performance, and Advertising Cookies
Used to monitor usage, maintain performance, and improve both our Services and advertising. We may use third-party providers (such as Google Analytics) to understand how users interact with Metanotes.ai. These tools may use first-party cookies to track interactions, generate reports, and identify trends—without identifying individual users.

We may also partner with advertising platforms (such as Google Ads or social networks) to deliver relevant ads to you on other websites.

Managing Cookies
You can block or manage cookies through your browser settings. Please note that blocking certain cookies (including strictly necessary cookies) may limit the functionality of Metanotes.ai and prevent you from using some features.

For more information about controlling cookies, you can visit tools like:

Google Analytics Opt-Out
Your browser’s privacy or cookie settings page.

4. WITH WHOM WE SHARE YOUR PERSONAL INFORMATION

Metanotes.ai relies on third-party service providers to operate and improve our Services. These providers are not owned or controlled by Testlify, Inc., and they may have their own privacy and security policies regarding how they collect, use, and share information. We encourage you to review their policies before using their services.

We share your Personal Information with carefully selected third parties, including:

Other Users: When you collaborate or share content through Metanotes.ai, other users may see information such as your name, email address, or any other information you choose to share.
Cloud Service Providers: We rely on secure cloud infrastructure providers, including Amazon Web Services (AWS), which hosts and stores data in the United States.
Platform Support Providers: We work with third-party providers that help us manage, monitor, and analyze our Services to ensure reliability and performance.
Artificial Intelligence and Data Processing Providers: Certain Metanotes.ai features may rely on third-party AI or data processing partners to enhance functionality. Where used, such providers process de-identified or anonymized data where possible.
Analytics Providers: We use third-party analytics tools, such as Google Analytics, to help us understand usage trends and improve our Services. Google’s practices are described here: Google Privacy & Terms, and you can opt out by installing the Google Analytics opt-out browser add-on.
Third-Party Integrations: If you connect Metanotes.ai with external applications (such as Google Calendar, Microsoft Outlook, or other collaboration tools), you authorize us to share relevant information with those platforms to enable the integration.
Payment Processors: For Pro and Business plans, we use Stripe, Inc. to process payments. Stripe is responsible for handling your billing information in accordance with its own privacy policy. Metanotes.ai does not store your full payment details.
Law Enforcement and Legal Obligations: We may disclose Personal Information when required by law, legal process, or government request. We may also disclose information if necessary to enforce our Terms of Service, protect the security and integrity of Metanotes.ai, prevent fraud, or protect the rights, property, or safety of our users, third parties, or the public.
Business Transfers: If Testlify, Inc. undergoes a merger, acquisition, restructuring, bankruptcy, or sale of assets, your Personal Information may be transferred as part of that transaction

5. HOW LONG WE STORE YOUR INFORMATION

Metanotes.ai retains your Personal Information only as long as necessary to provide the Services or comply with legal and regulatory requirements. When it is no longer needed, we take steps to securely delete or de-identify it to ensure it cannot be recovered or reproduced.

6. YOUR RIGHTS

Depending on where you live, you may have certain rights regarding the Personal Information we hold about you, including:

Access – Request a copy of your Personal Information and details on how we use it.
Correction – Ask us to correct inaccurate or incomplete Personal Information.
Erasure – Request deletion of your Personal Information.
Object to Processing – Object to how we process your Personal Information, including for marketing.
Restrict Processing – Request that we limit processing of your Personal Information in certain cases.
Portability – Receive your Personal Information in a structured, machine-readable format, or ask us to transfer it to another provider.
Withdraw Consent – Withdraw any consent you previously gave us.

We may need to verify your identity before acting on your request and, in some cases, may have legal grounds to deny it. If so, we will explain why.

To exercise your rights, please contact us at support@metanotes.ai.

If you are a California resident, please see our Privacy Notice for California Residents for more information on your rights.

7. DATA PRIVACY FRAMEWORK PRINCIPLES

Metanotes.ai complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce.

Testlify, Inc. has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. DPF Principles with respect to the processing of personal data received from the European Union in reliance on the EU-U.S. DPF, and from the United Kingdom (and Gibraltar) in reliance on the UK Extension to the EU-U.S. DPF. Testlify, Inc. has also certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. DPF Principles with respect to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF.

If there is any conflict between the terms of this Privacy Policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework program, and to view our certification, please visit: https://www.dataprivacyframework.gov.

For additional details on our compliance, please see Appendix: Metanotes.ai Data Privacy Framework Principles Notice.

8. CHILDREN

Metanotes.ai is not directed to children, and we do not knowingly collect Personal Information from children under the age of 13. If you become aware that a child has provided us with Personal Information in violation of this Policy, please contact us immediately using the details below.

9. CONTACT & COMPLAINTS

If you have questions or complaints regarding this Policy, please contact us at support@metanotes.ai. We will review and respond as quickly as possible.

If you are based in the EEA or the UK, you may also file a complaint with your local supervisory authority, including the Irish Data Protection Commission (link) or the UK Information Commissioner’s Office (link).

10. DATA SECURITY

Metanotes.ai implements physical, administrative, and technical safeguards to protect the confidentiality, integrity, and availability of your Personal Information.

However, transmission of data over the internet carries inherent risks, and we cannot guarantee absolute security of your information during transfer. Any such transmission is at your own risk.

Our Services may include links to third-party websites or services. Any information you provide to those third parties is governed by their privacy policies and not this Policy.

11. CROSS-BORDER DATA TRANSFERS

To support our global operations, your Personal Information may be transferred to, stored, and processed by our partners and service providers in countries outside your country of residence.

When transferring Personal Information from the EEA, UK, or Switzerland, we ensure an adequate level of protection, including through reliance on the EU Standard Contractual Clauses (SCCs) or other approved safeguards.

12. CHANGES

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised “Effective Date.” Please review this Policy periodically for changes.

13. ABOUT US

If you have questions, comments, or concerns about this Privacy Policy, please contact us:

Metanotes.ai (a product of Testlify, Inc.)
2823 Oakley Ave
Bensalem, PA 19020
United States
Email: support@metanotes.ai

APPENDIX

Metanotes.ai Data Privacy Framework Principles
Effective September 1, 2024

Metanotes.ai has created this Data Privacy Framework Principles Notice (“Notice”) to describe our standards and procedures for handling Personal Information in accordance with the Data Privacy Framework (“DPF”) Principles.

This Notice supplements our Privacy Policy. Unless specifically defined in this Notice, the terms in this Notice have the same meaning as in our Privacy Policy. In case of conflict between the Policy and this Notice, this Notice prevails. In case of conflict between this Notice and the DPF Principles, the DPF Principles will govern.

How We Obtain Personal Information

We obtain and process Personal Information from the European Union (“EU”), United Kingdom (“UK”) (and Gibraltar), or Switzerland in different capacities:

As a data controller: We collect and process EU, UK, and Swiss Personal Information directly from individuals through our publicly available website https://metanotes.ai, our applications, or in connection with our customer relationships.
As a data processor: Where we provide our Services under an enterprise agreement, we may obtain and process EU, UK, and Swiss Personal Information on behalf of and at the instructions of our enterprise customers. In this context, such customers act as the data controllers, and we encourage you to review their privacy policies.

Metanotes.ai commits to subject to the EU-U.S. DPF Principles, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF Principles (collectively, the “DPF Principles”), all Personal Information received from the EU, the UK (and Gibraltar), or Switzerland in reliance on the DPF Principles (which includes both types of activities).

Data Privacy Framework Principles

1. Notice

Our Privacy Policy together with this Notice describes our privacy practices. When providing our Services as a Data Processor, our enterprise customers determine the categories of Personal Information we process and the purposes for which we process it. Accordingly, they are responsible for providing notice to individuals.

2. Data Integrity and Purpose Limitation

Any Personal Information we receive may be processed by Metanotes.ai for the purposes indicated in our Privacy Policy or otherwise notified to you. We will not process Personal Information in a way that is incompatible with those purposes unless subsequently authorized by you.

We take reasonable steps to limit the collection and use of Personal Information to what is relevant for its intended purposes and to ensure that such Personal Information is accurate, complete, and current. Individuals are encouraged to keep their Personal Information with Metanotes.ai up to date by contacting us.

We will adhere to the DPF Principles for as long as we retain Personal Information collected under the DPF.

When acting as a Data Processor, we process and retain Personal Information as necessary to provide our Services in accordance with our customer agreements or as required or permitted by law.

3. Accountability for Onward Transfer

Metanotes.ai may transfer Personal Information as described in our Privacy Policy. When acting as a Data Processor, we disclose Personal Information only as provided under our agreements with customers.

We remain responsible for Personal Information received under the DPF Principles that is subsequently transferred to a third party acting as our agent if that agent processes the Personal Information in a manner inconsistent with the DPF Principles, unless we prove we are not responsible for the event giving rise to the damage.

4. Security

Metanotes.ai takes reasonable and appropriate measures, considering the risks involved and the nature of the Personal Information, to protect Personal Information against loss, misuse, unauthorized access, disclosure, alteration, and destruction.

5. Access and Choice

If we intend to use your Personal Information for a materially different purpose from the one for which it was originally collected or subsequently authorized, or if we intend to disclose it to a third party acting as a Data Controller not previously identified, we will give you the opportunity to opt out (for non-sensitive information) or opt in (for sensitive information).

You may request access to the Personal Information we maintain about you, and request corrections, amendments, or deletion of inaccurate information processed in violation of the DPF Principles by contacting us as indicated below. We will review and respond in accordance with the DPF Principles and may limit or deny access where permitted.

When acting as a Data Processor, we only process and disclose Personal Information as specified in our agreements with customers. If you wish to access, correct, or limit use or disclosure of Personal Information processed on behalf of a customer, please contact that customer directly. If you provide us with the customer’s name, we will forward your request to them and support them in responding.

6. Recourse, Enforcement, and Liability

We conduct an annual self-assessment of our privacy practices to verify that our statements are accurate and that our practices comply with the DPF Principles.

If you have questions or complaints, we encourage you to contact us first. We will investigate and attempt to resolve any issues regarding the use or disclosure of Personal Information in accordance with the DPF Principles.

If we cannot resolve a complaint internally, you may submit it to JAMS Dispute Resolution, our independent dispute resolution provider, at no cost to you.

For unresolved complaints, you may invoke binding arbitration as detailed in the DPF Principles.

Metanotes.ai is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission (FTC).

Changes to This Notice

We may amend this Notice consistent with the requirements of the DPF Principles. When updated, the “Last Updated” date will be revised. Changes will take effect once posted on our website.

Contact Us

If you have any questions, concerns, or complaints about our privacy practices, or if you would like to exercise your rights, you can contact us: Metanotes.ai (a product of Testlify, Inc.)
2823 Oakley Ave
Bensalem, PA 19020
United States
Email: support@metanotes.ai

To learn more about the Data Privacy Framework program and to view our certification, please visit https://www.dataprivacyframework.gov/