Privacy policy

DoodleNote can record, transcribe, store, search, and summarize meetings on your device without a DoodleNote account. DoodleNote does not upload meeting audio as part of Sync. Local data leaves your device only when you enable an optional cloud feature or direct the app to use an external provider.

• Account details such as your name, email address, and sign-in provider.
• Contact-form details such as your name, email address, optional company and phone number, and the message you send us.
• Workspace membership, invitations, linked devices, and security tokens.
• When Sync is enabled, meeting titles, notes, transcripts, speaker labels, timestamps, folders, tags, and attachments.
• Subscription, invoice, and payment-status identifiers from Stripe.
• Optional integration data for features you enable, such as calendar, email invitation, AI provider, hosted agent, or voice calling data.
• Operational logs needed to secure, diagnose, and maintain the service.

We use information to provide the features you request, authenticate accounts and devices, keep workspaces separated, process billing, deliver invitations, prevent abuse, troubleshoot failures, and improve reliability. We do not sell personal information or use meeting content for advertising.

Hosted features may use Vercel for application and object hosting, Neon for PostgreSQL, Stripe for billing, Resend for account, invitation, billing, and contact-form email, Twilio for optional voice features, and Microsoft or Google for sign-in and calendar access. If you choose an external AI provider, the content you submit is sent to that provider under its terms. Local AI and Ollama do not require DoodleNote to receive that content.

DoodleNote's use and transfer of information received from Google APIs, including raw and derived Google Workspace API data, will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data to train generalized AI or machine-learning models, sell it, or use it for advertising. Google user data must not be sent to a service or account configuration that uses it for generalized model training.

When you connect Google Calendar, DoodleNote reads your calendar list and selected calendars' events to display upcoming meetings and meeting links. This includes calendar names, event titles, times, locations, organizer details, and whether participants are present. The desktop integration requests calendar.readonly and does not create, edit, or delete Google calendars or events. OAuth tokens are stored locally using operating-system encryption. Disconnecting Google Calendar removes its local credentials; you can also revoke access in your Google account.

Starting a note from a calendar event can copy its title and event identifier into the meeting record. That title, and text derived from it, may be included in note generation and meeting questions. Enabling Cloud Sync can upload that meeting record. Granting an agent or Composio access can expose the synced title and meeting content to that client. Disconnecting Calendar does not delete meeting notes already created from events; use the meeting deletion controls to remove them.

On-device AI runs downloaded model weights locally, including Qwen, Llama, and Gemma models. In this offline inference mode, Google user data and meeting content are processed on your device and are not sent back to the model publisher for training or secondary purposes. Downloading a model is separate from sending it meeting content. Ollama connects to localhost; this local-processing description applies when you run local weights, not a cloud-backed model or proxy you configure.

Optional external AI uses your own API account. Supported direct providers are Anthropic, OpenAI, xAI (Grok), and Google Gemini with an active Cloud Billing project. A consumer chatbot subscription is not the same as an API account. Meeting titles, transcripts, notes, speaker labels, questions, and relevant conversation history can be sent to the provider you select. Meeting audio is not sent for note generation. Do not enable provider options that share these inputs or outputs for model training. Unpaid Gemini API configurations are not permitted for this processing. Provider abuse-monitoring retention may still apply; a no-training policy does not itself mean zero retention.

These direct-provider changes require an updated desktop app. Older versions offered Groq and OpenRouter. Update before using external AI with Google-derived content. The updated app preserves retired-provider settings but blocks their use until you choose a supported provider; it never transfers an old key to a replacement provider. It asks you to confirm the selected API account's data-use requirements. It cannot independently verify your Gemini billing status or changes you later make in a provider's dashboard.

Remote MCP and Composio are optional access paths for clients you authorize, not built-in model hosting. Only connect them to clients and API accounts whose data-use settings comply with the same Limited Use restrictions. Revoke the dedicated agent token to end that access.

Meeting sharing is off by default. Anyone with an enabled public share link can view the content included in that link until it expires or is revoked. Synced attachments use difficult-to-guess object URLs, but a person who receives an attachment URL may be able to open it. Do not sync or share content you are not authorized to disclose.

Local data remains on your device until you remove it. Hosted data is retained while needed to provide your account and Sync service, meet legal obligations, resolve disputes, and maintain security records. Deleting a synced meeting removes the active cloud record through the normal sync process.

When you schedule cancellation, Cloud Sync remains available through the date Stripe shows in the billing portal. On that date, DoodleNote permanently deletes the active cloud copy of meetings, transcripts, notes, folders, tags, public share links, and attachments in your Personal workspace and disconnects your linked Sync devices and hosted-agent tokens. Local notes and recordings remain on your devices. Content in shared workspaces is retained for the other workspace members, while your access through the canceled subscription ends. Encrypted provider backups may retain deleted records until they age out through the provider's normal backup rotation, but those records are not available through the service.

Billing, email-delivery, security, and deletion audit records may be retained when required for legal, fraud-prevention, and operational accountability purposes. To request account or other hosted-data deletion, emailteam@onyxdev.io.

We use encrypted transport, scoped account and workspace access, and hashed device and agent tokens. No system can guarantee absolute security. You can keep all meetings local, disable Sync, revoke share links and devices, disconnect integrations, or request deletion.

DoodleNote is not directed to children under 13. We may update this policy as the product changes. Material changes will be posted here with a new effective date.