PicoNote: AI Meeting Summarizer — Privacy Policy

1. Introduction

PicoNote (the "App") by Pico Technology ("we", "us", "our") provides AI-assisted meeting summarization, transcription and note-taking features. This Privacy Policy explains what information we collect, how we use it, when we share it, how long we keep it, and your rights in relation to that data. By installing or using the App you agree to the terms described here.

2. Information We Collect

2.1 Information You Provide

• Account information: name, email address, display name, and profile picture if you create an account.
• Audio & recordings: meeting audio you record, upload or permit the App to access for transcription and summarization.
• Text & notes: transcriptions, summaries, tags, and any notes you create in the App.
• Optional attachments: files or documents you attach to a meeting or note.

2.2 Automatically Collected Information

• Usage data: crash logs, feature usage, timestamps and analytics to improve the App.
• Device information: OS version, device model, unique device identifiers where allowed, and IP address.

2.3 Third-party Data

We may receive information from third-party services if you link them (for example calendar services or cloud storage providers) and only with your explicit permission.

3. How We Use Your Information

• Transcription & summarization: to convert audio into text and produce AI-generated summaries and action items.
• Provide & maintain the App: operation, authentication, account management, and feature delivery.
• Improve the App: analytics, testing, and performance monitoring.
• Support & communication: respond to support requests, send important notices and updates.
• Legal compliance: to comply with applicable laws and enforce our Terms of Service.

4. AI & Cloud Processing

Transcription and summarization use automated AI models. Processing may occur on our servers or third-party cloud providers. Audio files or derived text may be temporarily stored and processed to produce results and to improve model performance in aggregated, de-identified form.

If you use integrations that connect to third-party services (for example, cloud storage for saving meeting recordings), those services may also process your content under their own terms; we recommend reviewing their privacy policies.

5. When We Share Information

• With your consent: when you ask us to share or export a transcript or summary.
• Service providers: third-party vendors that perform services (hosting, analytics, crash reporting, email delivery). They only receive the data needed to perform their function and are contractually bound to protect it.
• Legal reasons: to comply with legal obligations, respond to lawful requests, or protect rights, safety and property.
• Business transfers: in connection with a merger, sale, or acquisition of assets. We will notify users where required by law.

6. Data Retention

We retain user data as long as necessary to provide the App and fulfill the purposes laid out in this policy. You can request deletion of your account and associated data (see "Your Rights" below). Some information may remain in backups for a limited period or as required by law.

7. Security

We implement administrative, technical and physical safeguards designed to protect your information. These measures include encryption in transit (TLS) and access controls. However, no method of transmission or storage is completely secure—absolute security cannot be guaranteed.

8. Children

The App is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe we have collected data from a child under 13, please contact us to request removal.

9. Third-Party Services and SDKs

We may use third-party services for hosting, analytics, crash reporting and cloud AI. Examples include cloud compute providers and analytics platforms. These providers have their own privacy practices; we recommend you read their policies. We do not allow third parties to use data from the App for their own independent purposes except as disclosed in this policy.

10. Google Play Data Safety

For the Google Play Data Safety form, our App collects and shares the following categories of data with third parties as described below. This section is a summary; the full policy above has details.

• Personal information: account email, name (collected).
• Audio: recordings uploaded or recorded for transcription (collected & processed).
• Usage & diagnostics: analytics, crash data (collected).
• Sharing: content you explicitly export or share (shared with third parties you choose).

If your App uses advertising or advertising ID, list it here and how you use it. If not, state that no advertising ID or ads are used.

11. Your Rights

You can:

• Access and request a copy of your personal data.
• Request correction of inaccurate data.
• Request deletion of your account and personal data.
• Export your data (transcripts, notes, attachments) in a common format upon request.

To exercise these rights, contact us at the address below. We may ask for verification to protect your privacy.

European / EEA Residents

If you are an EU/EEA resident you may also have the right to restriction of processing, data portability, and to lodge a complaint with your local data protection regulator.

California Residents

California residents may have additional rights under the California Consumer Privacy Act (CCPA). To exercise these rights, contact us using the information below. We do not sell personal information as that term is defined under the CCPA.

12. Changes to This Policy

We may update this policy from time to time. Changes will be posted with a new "Effective date". If we make material changes, we will provide notice in the App or via email where required.

13. Contact Us

If you have questions or requests about this Privacy Policy or your data, contact us:

Pico Technology
Email: contact@picotech.app