Privacy Policy

Last Updated: September 30, 2026

1. Introduction

BusyMind ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our note-taking application and related services (the "Service").

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, and password when you register
• Note Content: All notes, tasks, calendar events, and other content you create and store
• Profile Data: Any additional information you choose to add to your account
• Communication: Messages, feedback, and support inquiries you send us
• Category and Folder Data: Custom categories, folders, and organizational structures you create

2.2 Information from Subscriptions

• Payment Information: Billing address, subscription plan, and payment method details (processed securely through Stripe)
• Subscription Status: Current plan level (Basic, Individual, or Team)

2.3 Team and Collaboration Data

• Team Information: Team names, descriptions, and member email addresses
• Sharing Permissions: Access levels and collaboration settings for shared notes

2.4 Automatically Collected Information

• Device Information: Device type, operating system, and unique device identifiers
• Usage Data: Features accessed, actions taken, and interaction patterns
• Log Data: IP addresses, timestamps, and error information
• AI Processing: The text content of notes, tasks, and Quick Capture entries you submit to an AI feature (see Section 10), and audio recordings from voice capture that require server-side transcription (see Section 10)

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Creating and maintaining your account
• Storing and managing your notes, tasks, and calendar events
• Enabling team collaboration and sharing features
• Processing payments and managing subscriptions

3.2 Service Improvement

• Analyzing usage patterns to improve features
• Personalizing your experience
• Troubleshooting technical issues
• Developing new features and functionality

3.3 Communication

• Sending service-related notifications and updates
• Responding to support requests
• Sending promotional materials (with your consent)

3.4 AI Features

• Analyzing note content for automatic categorization
• Generating summaries and extracting action items
• Improving AI recommendation accuracy (with non-identifying data)

3.5 Legal Compliance

• Complying with legal obligations
• Protecting against fraud and abuse
• Enforcing our Terms of Service

4. Information Sharing and Disclosure

4.1 What We Don't Share

We do not sell your personal information or note content to third parties.

4.2 Service Providers

We may share information with trusted third-party service providers who assist us in operating our Service:

• Stripe: Payment processing (subscription payments)
• Cloud Infrastructure Providers (Supabase, Vercel): For data storage, hosting, and security
• Anthropic (Claude API): When you use an AI feature - Quick Capture's automatic categorization, or a note's "AI Tools" (summarize, reformat, rewrite) - the relevant text content (the note, task, or Quick Capture entry you're working with) is sent to Anthropic for processing and a result is returned to the app. This only happens when you actively use one of these features, and only after you've given permission in the app (see Section 10).
• OpenAI (Whisper API): If you use voice capture on a device or browser where on-device transcription isn't used, your audio recording is sent to OpenAI to be transcribed into text. The recording is deleted from our servers immediately after transcription. This only happens after you've given permission in the app (see Section 10).

Neither Anthropic nor OpenAI uses content submitted through their APIs to train their models. See Anthropic's privacy policy and OpenAI's API data usage policy for details.

4.3 Team Members

If you are part of a team, other team members can access notes and information you've shared with them based on their assigned permissions.

4.4 Legal Requirements

We may disclose information when required by law or to protect our legal rights, privacy, safety, or property.

5. Data Security

5.1 Security Measures

We implement industry-standard security measures including:

• Encryption of data in transit (HTTPS/TLS)
• Secure password hashing
• Regular security audits
• Access controls and authentication

5.2 Limitations

No security system is completely impenetrable. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

• Account Data: Retained while your account is active and for a reasonable period afterward
• Notes and Content: You can delete your notes at any time; deleted content is removed within 30 days
• Payment Information: Retained as required for billing and tax purposes
• Log Data: Typically retained for 90 days unless required for legal compliance

7. Your Privacy Rights

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

7.1 Data Access and Portability

You may request access to the personal information we hold about you and request a copy in a portable format.

7.2 Data Deletion

You may request deletion of your account and associated data, subject to legal retention requirements.

7.3 Correction

You may update or correct your personal information through your account settings.

7.4 Opting Out

You may opt out of promotional communications at any time by clicking the unsubscribe link in our emails.

7.5 California Privacy Rights

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt-out of the sale of personal information.

8. Children's Privacy

BusyMind is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete such information and terminate the child's account.

9. Third-Party Links and Services

Our Service may contain links to third-party websites and services. This Privacy Policy applies only to our Service. We are not responsible for the privacy practices of third-party services, including:

• External websites linked from our app
• Third-party integrations
• Payment processors

Please review the privacy policies of any third-party services before providing your information.

10. AI and Machine Learning

10.1 What Is Sent, and to Whom

BusyMind uses two outside AI services to power AI features. We only send what's needed for the feature you're actively using, and only to the vendor that performs that feature:

• Anthropic (Claude API): Powers Quick Capture's automatic categorization and a note's "AI Tools" (summarize, reformat, rewrite), and extracts action items and suggestions. The text of the note, task, or Quick Capture entry you're working with is sent to Anthropic; a result is returned to the app.
• OpenAI (Whisper API): Powers voice-to-text transcription when your device can't transcribe on-device. On iOS, on-device transcription (Apple's Speech framework) is used whenever possible and that audio never leaves your device. When on-device transcription isn't available - for example on some browsers - your audio recording is sent to OpenAI to be transcribed into text, then deleted from our servers immediately after.

10.2 Your Permission

Before any content is sent to Anthropic or OpenAI, the app asks for your permission and tells you what will be sent and to whom. You can review or withdraw this permission at any time in the app's Settings. If you decline or withdraw permission, AI-powered features are disabled, but notes, tasks, calendar, and reminders continue to work normally without them.

10.3 Data Usage

Content sent to Anthropic or OpenAI is used only to generate the result returned to you; neither company uses content submitted through their APIs to train their models (see Section 4.2 for links to their policies). Separately, non-identifying, aggregated usage data (not your note content) may be used to improve BusyMind's own AI features. Your identifiable note content is not used to train our own models without your explicit consent.

11. International Data Transfers

If you are located outside the United States, your information may be transferred to, stored in, and processed in the United States or other countries. By using our Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules.

12. California and Virginia Privacy Laws

If you are a resident of California or Virginia, you have additional privacy rights:

• Right to Know: You may request what personal information we collect, use, and share
• Right to Delete: You may request deletion of personal information
• Right to Correct: You may request correction of inaccurate information
• Right to Opt-Out: You may opt out of targeted advertising or sales of personal information

To exercise these rights, contact us at the information provided in Section 14.

13. GDPR Compliance (EU and EEA Residents)

If you are located in the European Union or European Economic Area:

• Legal Basis: We process your information based on consent, contract performance, and legitimate interests
• Data Protection Rights: You have rights to access, rectify, erase, and restrict processing of your data
• Data Transfers: Transfers outside the EEA are based on appropriate safeguards
• DPA: We comply with Data Protection Agreements as required

Contact our Data Protection Officer for GDPR-related inquiries.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: support@busymindai.com

We will respond to your inquiry within 30 days.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date.

Your continued use of the Service after such modifications constitutes your acceptance of the updated Privacy Policy.

16. Additional Information for App Store Submissions

16.1 Apple App Store

This app collects personal information including user account data, note content, and payment information. All data is encrypted and secured. Users have full control over their data and can request deletion at any time. We comply with Apple's App Store Review Guidelines and privacy requirements.

16.2 Google Play Store

This app collects personal information as described in this policy. We comply with Google Play policies and maintain transparent data practices.

16.3 Device Permissions and How We Use Them

BusyMind requests access to the following device resources only to power specific in-app features. Access is requested with your permission and can be withdrawn at any time through your device settings.

• Microphone (NSMicrophoneUsageDescription): BusyMind uses the microphone to record your voice so spoken notes and reminders can be transcribed into text. Example: tap the microphone button on the capture bar, say "Remind me to call Sarah tomorrow at 10 a.m.," and the app turns your voice into a written reminder.
• Speech Recognition (NSSpeechRecognitionUsageDescription): BusyMind uses speech recognition to convert your spoken words into searchable, editable notes and reminders. Example: tap the microphone and say "Buy groceries this afternoon"; the app transcribes it into a text note and can create a reminder from it.
• Photo Library (NSPhotoLibraryUsageDescription): BusyMind accesses your photo library so you can attach existing photos to your notes. Example: open a note, tap the image button, pick a photo from your library, and it is saved inside that note for reference.
• Camera (NSCameraUsageDescription): BusyMind uses the camera so you can take a photo and attach it to a note. Example: open a note, tap the camera button, snap a picture of a whiteboard or receipt, and the photo is saved inside that note.

Audio captured through the microphone, speech-recognition transcriptions, and any photos you attach are processed to provide the requested feature and are stored as part of your note content; they are not used for advertising or sold to third parties.

Your privacy is important to us. Thank you for trusting BusyMind with your notes and personal information.