Privacy Policy

1. Information We Collect

1.1 Information you provide

• Account and profile: when you sign in with your Google Account we receive your name, email address, and profile photo. You may add profile details such as a nickname and handedness, and optionally your birthday and gender, which appear only on your profile.
• Notes and content: handwritten ink strokes, text recognized from your handwriting, typed text, images and photos you add to notes, sketches you ask AI to render, and Google Slides you embed. Your notes sync to our servers so they are available across your devices.
• Handwriting calibration: a short handwriting sample you write during setup, used to personalize handwriting recognition and to render text in a hand that resembles yours.
• Meeting transcripts: if you record a meeting, the App streams audio from your microphone (and, on desktop, system audio you choose to capture) to a speech-to-text service and stores the resulting transcript with your note. We do not store the audio itself. See Section 4.
• Feedback and bug reports: when you submit a report from the App we collect your message, an optional screenshot you can annotate before sending, a snapshot of the note you were editing and your recent edits to it, recent diagnostic logs, and device details.
• Site submissions: if you join the waitlist we collect your email address and sign-up time, and check whether the address belongs to an Ink AI account. Your email address can also appear in our server logs. To limit abusive sign-ups, we check how many requests come from your IP address, without storing it with your entry. If you created an account on an earlier version of the Site, we may still hold its details; ask us and we will delete them.

1.2 Information from Google services you connect

With your permission, the App connects to your Google Account. You choose which permissions to grant, and you can revoke them at any time in the App or at myaccount.google.com/permissions.

• Google Calendar (read and write): events, titles, descriptions, times, locations, and attendees from the calendars you choose to sync, including shared calendars you select. We use this to create meeting notes, and to create or update events when you ask us to.
• Gmail (read-only): to prepare a briefing before a meeting, we search your mailbox for recent messages exchanged with that meeting’s attendees and summarize them. We read only those messages and do not store the messages themselves. The summaries we derive from them are cached on our servers for up to 7 days; the briefing saved with your meeting note is kept until you delete that note.
• Gmail (send): to send an email from your account when you ask us to.
• Google Tasks: to create tasks from your notes when you ask us to.
• Google Drive and Docs: to embed a Google Slides presentation you pick, and to summarize a Google Doc attached to a meeting. We access only files you select or that are linked to your calendar events.

1.3 Information collected automatically

• Device and app information: device model and manufacturer, operating system and version, app version, locale, time zone, screen size, a device identifier, a push-notification token, and which permissions you have granted.
• Usage and diagnostics: which features you use (for example creating a note or starting a recording), crash reports, and warning-level diagnostic logs, collected through Firebase. Usage analytics use a hashed identifier, not your name or email, and advertising identifiers and ad personalization are turned off. The App does not currently offer a switch to turn analytics off.
• Handwriting recognition samples: ink strokes together with the text the recognizer produced, used to measure and improve recognition quality.
• Connection data: IP address, browser or client user agent, request times, and the page requested and referring page, recorded with sign-in sessions and server logs.
• Site cookies: the Site uses only strictly necessary first-party cookies (for sign-in and access control). It does not use advertising or third-party analytics cookies.

1.4 Information about other people

Your calendar events include other people’s names and email addresses (meeting attendees). To help you prepare, we look up publicly available professional information about attendees, such as job title, company, and LinkedIn profile, from the data providers listed in Section 3, and keep what we find until you or the attendee asks us to remove it (Section 8). Your notebook profile also lists the email addresses of people you meet (Section 1.5). If you record a meeting, the transcript may contain other participants’ speech. You are responsible for having the right to share this information with us and for complying with recording-consent laws (Section 4).

If you are a meeting attendee rather than an Ink AI user and want to know what we hold about you, have it corrected or deleted, or object to this processing, contact us (Section 12). We honor these requests whether or not you use Ink AI.

1.5 Notebook suggestions from your calendar history

When you set up the App, we may read your calendar history to suggest how to organize your notebooks. We read the primary calendar of each Google account you link, from 90 days before setup to 30 days after it, and use only each event’s title, times, type, organizer, attendees’ email addresses and responses, and whether it repeats. We do not use event descriptions, locations, attachments, or conference links for this. The events are held in memory while we read them and are not stored; upcoming events still sync as described in Section 1.2.

From these events we build a notebook profile: suggestions such as whether to give a company you meet with its own notebook, how to file one-on-one meetings, which kinds of events need no notebook, and whether to keep each linked account’s meetings separate. Each suggestion shows what it is based on: the email addresses of people you meet, company email domains, the titles of recurring meetings or example events, or your linked accounts. The profile comes from counting patterns in your meetings; no AI model reads your calendar history to build it, and neither the history nor the profile is sent to our AI providers.

You review the suggestions in the App and can confirm, change, or reject each one. We store the profile and your answers, and record our default for any suggestion you leave as it is. If you link another Google account after your review, we record that its meetings stay separate from your other accounts’ unless you have already told us otherwise. We use your answers to organize your notebooks, not to make decisions that have legal or similarly significant effects on you. The profile and your answers are kept until you reset your data or delete your account (Section 8).

2. How We Use Your Information

• To provide, sync, and back up your notes across your devices.
• To provide AI features, including handwriting recognition, meeting transcription, note refinement and summaries, pre-meeting briefings, organizing notes into notebooks, extracting action items, and generating sketches you request.
• To suggest how to organize your notebooks from your calendar history, and to organize them the way you choose (Section 1.5).
• To connect notes to your calendar events and to act on your Google account when you ask.
• To secure the Services, prevent abuse, and troubleshoot problems you report.
• To measure feature use and reliability so we can improve the Services.
• To improve Ink AI’s own handwriting recognition using ink strokes and the recognized text (Section 1.3). This model recognizes handwriting only; it is not a generalized AI model, it is not shared with or used by any third party, and it never includes data obtained from Google Workspace APIs.
• To send you service messages and, if you joined the waitlist, updates about Ink AI.
• To comply with law and enforce our terms.

We do not sell your personal information, and we do not use Google Workspace user data (or any user data) to develop, improve, or train generalized AI or machine learning models.

Where the GDPR or UK GDPR applies, we rely on these legal bases: performance of our contract with you (providing, syncing, and backing up notes; recording and transcribing meetings; AI features you invoke; organizing your notebooks, including the notebook profile; Google actions you request); your consent (connecting Google services), which you may withdraw at any time; our legitimate interests (securing the Services, preventing abuse, measuring reliability, improving handwriting recognition, and preparing meeting briefings), balanced against your rights, which you may object to by contacting us; and legal obligation (keeping records the law requires).

Do not use the Services to record or store protected health information or payment card data. The Services are not built for regulated data of this kind, and we do not enter into HIPAA business associate agreements.

3. AI Processing and Service Providers

Some features send parts of your content to third-party providers. Each provider receives only what the feature needs. Our hosting, AI, email, and speech-to-text providers process data only on our instructions, under terms that restrict use to providing the service to us. Our business-data providers (RocketReach, Lix, Serper) receive an attendee’s name, email address, and company name in order to return public professional information about that person; their own terms govern what they do with the query. Handwriting recognition runs on your device, so your raw ink strokes are not sent to the AI or business-data providers for recognition. Images of your note pages and the text recognized from them are sent to our AI providers when you use an AI feature, and your synced notes are stored on Google Cloud Platform (Section 7).

Google (Gemini API) and OpenAI process your content under API terms that prohibit using it to train their own models. They may keep a copy for a limited period for abuse and safety monitoring, during which their staff may review it, and then delete it.

4. Meeting Recording and Transcription

• You start each recording yourself, unless automatic recording for calendar meetings is on. Automatic recording is on by default once you grant the App microphone access; you can turn it off in Settings at any time.
• Audio is streamed from your device directly to the speech-to-text service using a short-lived credential. It does not pass through or get stored on Ink AI servers, and it is not saved on your device.
• Transcripts, with word timing, are stored with your note and synced across your devices until you delete the note.
• You can also choose on-device transcription, which keeps both the audio and the resulting text on your device.
• Before recording, tell everyone present. In some U.S. states and many countries, recording without every participant’s consent is illegal, and it is your responsibility to obtain any consent required where you and they are located.

5. Google API Services User Data Policy

Ink AI’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide or improve user-facing features that are prominent in the App. We transfer it to others only to provide or improve those features and only with your consent, for security purposes, to comply with applicable law, or as part of a merger, acquisition, or sale of assets after obtaining your explicit prior consent. We never use it for advertising. We do not allow humans to read it except with your explicit consent, for security purposes, to comply with applicable law, or for internal operations on aggregated or de-identified data.

In practice, two situations account for human access by Ink AI staff: you send us a bug report that contains Google user data, or you ask us to investigate a problem. We log every such access. Separately, our AI providers may have staff review content for abuse and safety monitoring under their own API terms (Section 3). When you connect a third-party AI assistant (Section 6), you authorize that assistant directly, and Ink AI passes along only what you ask it to, at your direction.

6. How We Share Information

• Service providers: those listed in Section 3, who process data on our behalf.
• Google: when you use Google features (for example, creating an event or sending an email from your account).
• AI assistants you connect: Ink AI offers a Model Context Protocol (MCP) connection so third-party AI assistants (such as Claude or Cursor) can read and write your notes and act on your calendar and Gmail with your authorization. Data shared this way is governed by that assistant’s privacy policy. You can revoke a connection at any time.
• Legal and safety: to comply with law, enforce our terms, or protect the rights, safety, or property of Ink AI, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this policy; for information received from Google APIs, only after obtaining your explicit prior consent (Section 5).
• With your consent or at your direction: in any other case where you ask us to share something.

7. Where Your Data Is Stored and How We Protect It

Ink AI is operated from the United States. App data and Site waitlist entries are stored on Google Cloud Platform in the United States (Cloud SQL, Cloud Storage, and Firestore). If you use the Services from outside the United States, your information is transferred to and processed in the United States. Where we transfer personal information from the EEA, UK, or Switzerland, we rely on the European Commission’s Standard Contractual Clauses (and the UK Addendum) with our service providers where required. You may request a copy of these clauses by contacting us.

We encrypt data in transit (TLS) and at rest (AES-256) and restrict access using per-service identities and role-based permissions. Ink AI staff on our support and engineering teams can access your account details, and, only for the purposes in Section 5 (a bug report or support request you send us, a problem you ask us to investigate, or security), note titles and content, including titles taken from your calendar events; every such access is logged. The App also keeps a local copy of your notes on your device so you can work offline; protect your device with a passcode.

No system is perfectly secure, and we cannot guarantee that your information will never be accessed without authorization.

8. Data Retention and Deletion

You can delete individual notes and notebooks in the App. In Settings › Danger Zone you can Reset my data (delete all notes, notebooks, calendar data, and your notebook profile while keeping your account) or Delete my account. Account deletion removes your account, notes, transcripts, uploaded files, handwriting calibration, notebook profile, and Google connections from the systems that run Ink AI, revokes our access to your Google Account, and clears local data from that device. Cached lookups are removed within 7 days, and copies held in our encrypted daily backups are overwritten within 30 days; copies in backups taken before a database upgrade remain until we delete those backups. Your app preferences and any Site waitlist entry are stored separately and are not removed by the in-app control; contact us and we will delete them within 30 days. We may keep de-identified or aggregated data, and information we must retain to comply with law.

9. Your Choices and Rights

• Google permissions: grant only the permissions you want during setup; revoke them in the App or in your Google Account settings.
• Recording: turn automatic recording on or off, choose on-device transcription, and stop or discard a recording at any time.
• Calendars: choose which calendars sync, and unlink accounts.
• Notebook suggestions: confirm, change, or reject each suggestion when you review your notebook profile (Section 1.5).
• Export: export any note as a PDF or image from the App. For a machine-readable copy of your account data, contact us (Section 12).
• Push notifications: manage in your device settings.
• Marketing email: contact us at any time to stop receiving updates about Ink AI.

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, to withdraw consent, and to lodge a complaint with a supervisory authority. California residents have the right to know what personal information we collect and how we use and share it, to delete it, to correct it, and not to be discriminated against for exercising these rights; we do not share personal information for cross-context behavioral advertising. We use sensitive personal information (including the contents of emails and meeting transcripts) only to provide the features you request and for purposes permitted by California law, so we do not offer a separate “limit the use of my sensitive personal information” control.

To exercise any right, use the in-app controls above or contact us (Section 12). You may use an authorized agent, who must provide proof of your written permission. We verify requests by matching the email address on your Ink AI account, and for deletion we may ask you to confirm from that address. We respond within 45 days for U.S. state-law requests and within one month for GDPR and UK GDPR requests, extending only where the law allows and telling you why. If we decline your request, you may appeal by replying to our decision; we will respond within 45 days and, if we still decline, tell you how to contact your state attorney general.

10. Children

The Services are not directed to children under 13 (or the minimum age required in your country), and we do not knowingly collect personal information from them. If you believe a child has provided us personal information, contact us and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the new policy on this page and update the “Last Updated” date. Where the law requires it, we will give you advance notice of material changes.

12. Contact Us

Questions or requests about this policy or your data: