Privacy Policy
Last Updated: June 4, 2025
By using TellNotes, you agree to the collection and use of information in accordance with this Privacy Policy.
1. Introduction
This Privacy Policy describes how TellNotes ("we", "us", "our", or "the App") collects, uses, processes, and protects your personal information when you use our mobile application and related services. We are committed to protecting your privacy and being transparent about our data practices.
2. Information We Collect
2.1 Information You Provide Directly
Voice Recordings and Audio Content
- Voice recordings you create within the App
- Audio files you import through the Share Extension from other applications (Telegram, WhatsApp, Files, etc.)
- Video files from which we extract audio for processing
- Audio content shared from social media platforms and messaging apps
Notes and Transcriptions
- Text notes you create or edit
- Transcriptions generated from your audio content
- AI-generated summaries and titles created using Grok AI
- Folders and organizational structures you create
- Tags and metadata you add to your content
Account Information (Optional)
- Apple ID information when you choose to sign in with Apple
- Email address associated with your Apple ID (if you choose to share it)
- Basic profile information from your Apple account
User Preferences and Settings
- App settings and preferences
- Audio quality and transcription preferences
- Notification settings
- Theme and interface preferences
Usage Limits and Subscription Data
- Daily transcription usage limits and remaining quota
- Limit reset dates and times
- Subscription start dates and renewal information
- Storage: This information is stored in Apple's iCloud Key-Value Storage for synchronization across your devices
2.2 Information Automatically Collected
Device Information
- Device model and iOS version
- App version and build number
- Device language and region settings
- Available storage space
- Network connectivity status for determining availability of cloud-based features:
- lemonfox cloud transcription services
- Grok AI processing
- Apple CloudKit synchronization
- iCloud audio file storage and sync
- Apple Sign-In authentication
- App updates and notifications
Usage Analytics
- App usage patterns and feature utilization
- Performance metrics and crash reports
- Session duration and frequency of use
- Feature interaction data
Technical Data
- Audio file formats and technical specifications
- Processing logs and conversion metadata
- App performance metrics
- Error logs and diagnostic information
2.3 Information from Third-Party Sources
Media Files from Other Apps
- Audio and video files shared from other applications
- Free version: Files app, Gallery, Voice Memos, Telegram, WhatsApp
- Premium version: Additional sources including WebLink, YouTube, TikTok, Instagram, Threads, Snapchat, Facebook, Reddit, VK, Apple Podcast, 9GAG
- Metadata associated with shared files
- File origin information (when available)
Apple Sign-In Data
- Basic profile information (name, email) when you choose to share it
- Apple ID authentication tokens
3. How We Use Your Information
3.1 Core App Functionality
Audio Processing and Transcription
- Converting audio/video files to compatible formats
- Generating transcriptions using two methods: local WhisperKit processing (whisper-small model) and cloud lemonfox services (advanced WhisperAI models)
- Processing shared media files from other applications
- Optimizing audio quality for better transcription accuracy
AI Text Processing
- Generating text summaries using Grok AI services (available in both free and premium versions)
- Creating automatic titles for notes using Grok AI (available in both free and premium versions)
- Text transformation and enhancement using Grok AI (available in both free and premium versions)
Content Management
- Storing and organizing your notes and recordings
- Synchronizing data across your devices using Apple CloudKit and iCloud (when signed in)
- Creating backups and ensuring data persistence
- Enabling search functionality within your content
User Experience Enhancement
- Personalizing the app interface based on your preferences
- Providing relevant features and suggestions
- Maintaining app state and user session
- Optimizing app performance for your device
3.2 Account and Authentication
User Account Management
- Authenticating your identity through Apple Sign-In
- Managing your account settings and preferences
- Enabling cloud synchronization features
- Providing account recovery options
3.3 Communication and Support
Customer Service
- Responding to your inquiries and support requests
- Providing technical assistance and troubleshooting
- Sending important app updates and notifications
- Communicating about new features and improvements
3.4 Legal and Safety
Compliance and Protection
- Complying with applicable laws and regulations
- Protecting against fraud, abuse, and security threats
- Enforcing our Terms of Service
- Responding to legal requests and court orders
4. Legal Basis for Processing (GDPR)
For users in the European Union, we process your personal data based on the following legal grounds:
- Consent: When you explicitly agree to processing for specific purposes
- Contract Performance: To provide the services you've requested
- Legitimate Interests: To improve our services, ensure security, and provide customer support
- Legal Obligation: To comply with applicable laws and regulations
5. Data Sharing and Disclosure
5.1 We Do Not Sell Your Data
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
5.2 Third-Party Service Providers
Apple Services
- Apple Sign-In: Authentication services
- Speech Recognition: Used exclusively for user interface text display and in-app text input functionality (search fields, text editing areas)
- CloudKit: Cloud storage and synchronization of note metadata and transcriptions
- iCloud: Storage and synchronization of audio files
- App Store: Payment processing and app distribution
- Push Notifications: Delivering app notifications
Grok AI Services
- AI text processing for summarization (available in both versions) and title generation (available in both versions)
- Text transformation and enhancement features (available in both versions)
- Data processing subject to xAI's privacy policies
- Important: Your transcribed text content is sent to xAI for AI processing
- Availability: Summarization available in both versions
lemonfox Cloud Services
- Cloud transcription services using advanced WhisperAI models
- Audio processing and analysis for improved transcription accuracy
- Data processing subject to lemonfox privacy policies
- Availability: Cloud transcription limited to premium version (10 hours per month)
WhisperKit Local Processing
- On-device transcription using whisper-small model
- Local audio processing without data transmission
- Privacy-focused transcription that keeps audio on your device
- Free version: Limited to 20 minutes per day (resets at midnight)
- Premium version: Unlimited local processing
6. Data Security and Protection
6.1 Security Measures
Encryption
- Data encrypted in transit using industry-standard protocols
- Local data protection using iOS security features
- Secure authentication token management
Access Controls
- Limited access to personal data on a need-to-know basis
- Regular security audits and assessments
- Employee training on data protection practices
Technical Safeguards
- Secure coding practices and regular security updates
- Automated monitoring for security threats
- Regular backup and disaster recovery procedures
6.2 Data Retention and Deletion
- Account Data: Retained while your account is active and for a reasonable period after deletion
- Voice Recordings: Stored locally on your device and in iCloud (when cloud sync enabled)
- Note Data: Stored locally in CoreData and synchronized to CloudKit (when cloud sync enabled)
- Usage Analytics: Anonymized data retained for service improvement purposes
- Legal Requirements: Some data may be retained longer to comply with legal obligations
Data Deletion Types:
Soft Deletion (Default In-App Deletion):
- When you delete notes within the app, they are marked as inactive (isActive = false)
- Soft-deleted notes remain in local CoreData and CloudKit for synchronization purposes
- Audio files associated with soft-deleted notes remain in iCloud
- Soft-deleted data is not displayed in the app but remains recoverable
- Purpose: Enables data recovery and maintains synchronization across devices
Hard Deletion (Sign Out):
- When you sign out of your account, all local data is permanently deleted from your device
- Local CoreData database is completely wiped from the device
- iCloud and CloudKit data remain available for synchronization when you sign back in
- This provides a clean local slate while preserving cloud backup
- Cannot be undone for local data
Local Data Clearing (Unauthenticated):
- Available in app settings when not signed in
- Clears all local data including notes, recordings, and transcriptions
- Usage limits and subscription data remain preserved in iCloud Key-Value Storage
- Provides clean local storage while maintaining subscription status
Complete Account Deletion:
- Available in app settings when signed in
- Permanently removes all data from local storage, iCloud, and CloudKit
- Includes all notes, recordings, transcriptions, and account information
- Usage limits remain preserved in iCloud Key-Value Storage for billing purposes
- Cannot be undone and data cannot be recovered
- May take up to 30 days to complete across all systems and backups
- Third-party services (Grok AI, lemonfox) data deletion subject to their policies
7. Your Privacy Rights
7.1 Access and Control
- Data Access: Request a copy of your personal data
- Data Portability: Export your data in a machine-readable format
- Data Correction: Update or correct inaccurate information
- Data Deletion: Request deletion of your personal data
7.2 Privacy Controls
- Account Settings: Manage your account and privacy preferences
- Device Permissions: Control microphone and media access through iOS settings
- Notification Settings: Manage push notifications and communications
- Cloud Sync: Enable or disable cloud synchronization via Apple CloudKit and iCloud
- AI Features: Control use of Grok AI features for text processing
- Local Data Clearing: Clear all local data except usage limits when not signed in
7.3 Exercising Your Rights
To exercise your privacy rights, contact us at support@tellnotes.app. We will respond to your request within 30 days.
7.4 GDPR Rights (EU Users)
- Right to Rectification: Correct inaccurate personal data
- Right to Erasure: Request deletion of personal data
- Right to Restrict Processing: Limit how we process your data
- Right to Object: Object to processing based on legitimate interests
- Right to Data Portability: Receive your data in a portable format
8. Children's Privacy (COPPA Compliance)
8.1 Age Restrictions
TellNotes is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.
8.2 Parental Rights
If we learn that we have collected personal information from a child under 13, we will delete that information immediately. Parents who believe their child has provided personal information to us should contact us immediately.
9. International Data Transfers
9.1 Cross-Border Transfers
Your information may be processed and stored in countries other than your own. We ensure appropriate safeguards are in place for international transfers.
- Apple Services: CloudKit and iCloud data may be stored in Apple's global data centers
- Third-Party Services: Grok AI and lemonfox services may process data internationally
9.2 Adequacy Decisions and Safeguards
We rely on adequacy decisions, standard contractual clauses, or other approved transfer mechanisms to protect your data during international transfers. Apple's CloudKit and iCloud services are subject to Apple's international data transfer policies.
10. Device Permissions and Access
10.1 Required Permissions
Microphone Access
- Purpose: Recording voice notes and audio content
- Control: Can be managed through iOS Settings
- Background Use: May record in background when app is active
Speech Recognition
- Purpose: User interface text display and in-app text input functionality (search fields, text editing areas)
- Provider: Apple's Speech Recognition framework
- Data Processing: Used for display and interface purposes only, not for audio transcription
- Scope: Limited to user interface interactions within the app
10.2 Optional Permissions
Media Library Access
- Purpose: Importing audio/video files for transcription
- Control: Permission requested when needed
- Scope: Only files you explicitly select
Notifications
- Purpose: App updates and processing notifications
- Control: Can be disabled in iOS Settings
- Types: Transcription completion, sync status, app updates
11. California Privacy Rights (CCPA)
11.1 Consumer Rights
California residents have the right to:
- Know what personal information is collected
- Know whether personal information is sold or disclosed
- Say no to the sale of personal information
- Access personal information
- Request deletion of personal information
- Equal service and price, even if you exercise your privacy rights
11.2 Categories of Information
- Personal Identifiers: Apple ID, email address (when shared)
- Audio/Visual Information: Voice recordings, video files
- Text Content: Transcriptions, notes, AI-generated summaries
- Internet Activity: App usage patterns, feature interactions
- Inferences: User preferences and behavior patterns
12. Updates to This Privacy Policy
12.1 Policy Changes
We may update this Privacy Policy periodically to reflect:
- Changes in our data practices
- New features or services
- Legal or regulatory requirements
- Industry best practices
12.2 Notification of Changes
We will notify you of significant changes through:
- In-app notifications
- Email (if you have an account)
- App Store update notes
- Notice on our website