1. Introduction
NotesBot ("we," "our," or "us") is built with privacy as a core principle. We believe you should have full control over your data. This Privacy Policy explains what data we collect, how we store it, and how you can manage or permanently delete it. By using NotesBot, you agree to the collection and use of information in accordance with this policy.
You're In Control: Transcriptions and summaries are stored so you can access them anytime from your dashboard. You can permanently delete any session data at any time — deletions are irreversible and immediate, with no soft-delete or hidden retention.
2. Information We Collect
2.1 User Information
- Discord User ID and username
- Discord Server (Guild) ID
- Discord Channel IDs (voice and text channels)
2.2 Data We Store Permanently
- AI-generated summaries - Stored permanently in our database for your access
- Transcriptions - Stored permanently in our database for your access
- Session metadata - Timestamps, duration, user IDs stored permanently
2.3 Optional Audio File Storage
OPTIONAL FEATURE: Audio File Storage (User-Controlled)
- When ENABLED by user (default): MP3 audio files stored securely in AWS S3 for 14 days
- When DISABLED: Raw audio processed and immediately deleted
- User control: Can be enabled/disabled anytime via /config command
- Automatic deletion: All audio files automatically deleted after 2 weeks
2.4 Data We Process But Don't Store
- Raw voice audio from Discord voice channels (processed in real-time, immediately deleted unless audio storage enabled)
2.5 Payment Information
- Stripe Customer ID
- Subscription plan details
- Payment status and billing cycle information
Note: We do not store credit card numbers or other sensitive payment details. All payment processing is handled securely by Stripe.
2.6 User Preferences
- Custom AI summarization instructions
- Recording mode preferences (meeting or DnD mode)
3. How We Use Your Information
We use the collected information for the following purposes:
- To temporarily process voice audio for transcription
- To generate AI-powered summaries of your conversations
- To deliver transcriptions and summaries to your Discord channel
- To manage your subscription and process payments
- To track usage limits for your subscription plan
- To communicate with you about service updates or issues
Note: Summaries and transcriptions are stored permanently in our database. Audio files (when enabled by users) are optionally stored for 2 weeks then deleted.
4. Data Storage and Security
4.1 What We Store Permanently
- Meeting summaries and transcriptions - Stored permanently in MongoDB database
- User account information and subscription data - MongoDB database
- Usage statistics (hours used) - MongoDB database
- Custom prompt preferences and settings - MongoDB database
4.2 Optional Temporary Storage
Important: When you enable "Audio File" delivery in your settings (/config):
- MP3 audio files are stored securely in AWS S3
- Files are automatically deleted after 14 days
- You can disable this feature anytime in /config
- When disabled, future recordings are not stored
4.3 What We DON'T Store
- Raw voice audio during processing (deleted immediately after transcription)
- Real-time conversation data (not cached or logged)
4.4 Security Measures
- All API keys and secrets stored as environment variables
- Private storage buckets with restricted access
- Secure HTTPS connections for all data transfers
- Input validation and sanitization
5. Third-Party Services
We use the following third-party services to operate NotesBot:
- Discord: For bot functionality and user authentication
- AssemblyAI (Universal-3 Pro and Universal-2 models): For audio transcription with automatic language detection and speaker diarization. Speaker display names from Discord are sent as keyword boost terms to improve transcription accuracy.
- OpenAI: For AI-powered summarization
- Stripe: For payment processing
- AWS S3: For optional secure audio file storage
Each of these services has their own privacy policies. We encourage you to review them.
6. Data Retention Practices
6.1 Stored Data
- Meeting summaries and transcriptions - Stored in our database for your access until you choose to delete them
- User account and subscription data - Retained while account is active
- Usage statistics and billing records - Retained as required for service provision and regulations
6.2 Temporarily Stored Data
- Raw voice audio during processing - Deleted immediately after transcription completes
- Optional audio files - When enabled by user, MP3 files stored for 14 days then automatically deleted
6.3 User Control Over Audio Storage
Audio File Storage Control:
- Default: Audio files are NOT stored
- Optional: Users can enable MP3 storage in /config
- Transparent: Users are clearly informed when enabling this feature
- Reversible: Can be disabled anytime; only affects future recordings
Third-Party Data Processing: Our third-party processors (AssemblyAI for transcription and OpenAI for summarization) may retain data according to their own policies. We cannot guarantee that these services do not store or use your data for their own purposes, including model training or improvement.
7. Your Rights
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Permanently delete your session data (transcriptions, summaries) directly from your dashboard
- Request deletion of your account and all associated data
- Object to processing of your data
- Request data portability
Permanent Deletion: When you delete session data from your dashboard, it is permanently and irreversibly removed from our systems. We do not perform soft deletions — once deleted, the data cannot be recovered.
For any other data requests, please contact us at contact@notesbot.com.
8. Children's Privacy
NotesBot is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.
9. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws different from those in your country. By using NotesBot, you consent to such transfers.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Email: contact@notesbot.com
Discord: Join our support server - We're always available to help!