Privacy Policy for Echonote AI

Last Updated: 8 dec 2025 Effective Date: 8 Dec 2025

1. Introduction

Welcome to Echonote AI. We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this policy or our practices with regards to your personal information, please contact us at sitemile@sitemile.com

When you use our mobile application and services (the “App”), you trust us with your personal information. We take that trust very seriously. In this privacy policy, we describe our privacy practices in clear language so you can understand what information we collect, how we use it, and what rights you have in relation to it.

2. Information We Collect

A. Personal Information You Disclose to Us

We collect personal information that you voluntarily provide to us when you register on the App, including:

• Account Details: Name, email address, and password (encrypted).
• Profile Data: User preferences and settings.

B. Content and Usage Data

• User Content: This includes the audio recordings you make, the text notes you type, and the images you upload.
• AI-Generated Content: Transcripts, summaries, and action items generated by Echonote AI based on your inputs.
• App Usage: Information about how you use the app (e.g., time spent, features used, crash logs) to help us improve performance.

C. Device Permissions

To provide our core services, Echonote AI requires access to certain features on your mobile device:

• Microphone: Strictly to record audio for transcription and note generation. We do not record audio in the background without your knowledge.
• Storage: To save your notes and recordings locally on your device.

3. How We Process Your Audio and Notes (AI Disclosure)

Since Echonote AI utilizes Artificial Intelligence to transcribe and summarize your notes, it is important to understand how this data is handled:

1. Transcription: When you record audio, the data is [Choose one: processed locally on your device / sent to a secure third-party speech-to-text provider].
2. AI Analysis: Text data is sent to our AI partners (e.g., OpenAI, Anthropic, or Google Cloud) solely for the purpose of generating summaries, formatting notes, and extracting insights.
3. No Training on User Data: We do not use your personal notes or audio recordings to train our AI models, nor do we allow our third-party AI partners to use your data for training their models.

4. How We Use Your Information

We use the information we collect or receive:

• To facilitate account creation and logon processes.
• To deliver services: Converting your voice to text and organizing your notes.
• To send administrative information: Product updates, security alerts, and support messages.
• To protect our Services: For fraud monitoring and prevention.

5. Will Your Information Be Shared?

We only share information with the following categories of third parties:

• Cloud Storage Providers: (e.g., AWS, Google Cloud, Firebase) to securely store your synced notes.
• AI Service Providers: To provide the intelligence behind the summarization features.
• Legal Obligations: If required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Retention and Deletion

We keep your information only as long as necessary to fulfill the purposes outlined in this privacy policy unless otherwise required by law.

• Account Deletion: You can request to delete your account at any time within the app settings. Upon deletion, all your notes, audio files, and personal data will be permanently removed from our servers.

7. Data Security

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. This includes encryption of data in transit (using SSL/TLS) and encryption of data at rest. However, please remember that no method of transmission over the internet is 100% secure.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Correct inaccurate or incomplete data.
• Right to Erasure: Request that we delete your data.
• Right to Restrict Processing: Ask us to suspend the processing of your data.

9. Updates to This Policy

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

10. Contact Us

If you have questions or comments about this policy, you may email us at:

sitemile srl Email: sitemile@sitemile.com