Legal Notice

Privacy Policy

1. Summary

• Your notes, flashcards, tasks, plans and grades are stored in your NoteFlow account on our servers so they stay in sync across your devices.
• We do not sell your data, and we do not use your notes or AI prompts to train our own models.
• Text you send to an AI feature goes to an AI model provider so it can answer, and we keep a log of those requests.
• Nothing you make is public unless you choose to share it. If you pick a username, share a link, publish to your profile, send something to another user or make a challenge, the parts you share can be seen by the people you share them with, as described below.
• You can download everything we hold about you, or delete your account and that data, from Settings → Account in the web app.

2. Information we collect

Account

• Email address. Used to sign you in and to contact you.
• How you sign in. A one-time code sent to your email, Google sign-in (we receive your email address and a Google account identifier, never your Google password), or, in the Windows app, a password. Passwords are stored only as a salted BCrypt hash.
• Access status. Whether your account has been approved, and when.
• Invites. Your own invite code, and, if you signed up through a friend's invite link, which account invited you. This is what free Pro earned by inviting people is counted from. We do not tell your friends that you joined, beyond the number of people who have used their link.

Your study content

• Subjects, topics, notes, flashcards, practice exams, tasks, planner events, grades and related settings. These are stored in your account on our servers and synced to the devices you sign in on. The web app and the Windows app also keep a copy on your device so they work offline.
• The Windows app can be used without an account; in that case your content stays on that device.

Usernames, sharing and challenges (optional)

• Username. A public handle you choose, such as @alex. It appears on your public profile, on anything you publish or send, and on the scoreboard of a challenge you play signed in, unless you choose to play that challenge under a nickname instead. We store when you last changed it, because it can be changed once a week. When you change it, we keep your old username aside for 30 days, so that nobody else can take it and receive messages meant for you; only you can take it back in that time. An administrator can remove a username that breaks the rules; your content is not deleted when that happens, but it is taken off your profile, and that username is kept aside for 30 days from everyone, you included.
• Public profile. If you have a username, anyone can open your profile at noteflow.dev/u/username. It shows your username, the month you joined, and only the notes, flashcard decks and challenges you chose to publish there. It never shows your email address.
• Share links. When you share a note or a deck we create a link that anyone who has it can open, without an account, to read that note or deck as it currently is, including its subject and topic names. Notes are shared without attachments, and decks without your flags or review history. We count how many times each link is opened and when it was last opened, and show those numbers only to you. You can revoke a link at any time, and deleting the note or deck also stops the link working.
• Inbox. When you send a note, deck or challenge to another user by their username, we store who sent it, who received it, its title, the optional message you wrote, and when it was read. The recipient sees your username. You can turn your inbox off, and while it is off nobody can send you anything. You can delete items and block accounts; a blocked account is not told, and what it sends you stops arriving. Items you delete, and everything from an account you block, are hidden from you rather than erased: we keep them, marked deleted or hidden, until your account or the sender's is deleted, because they still count towards the sender's daily limit and are part of the sender's own record of what they sent. To prevent abuse, each account can send a limited number of items per day.
• Challenges. When you make a challenge from a flashcard deck or practice exam, we store a fixed copy of the questions, answers and the deck or exam's title and subject at that moment, so editing the deck later does not change it. Anyone with the link can play it. The challenge page shows your username, if you have one, and with it your invite code, so people who sign up from it count as your invites. For each attempt we store the score, the time taken (measured by our server), the answers given, the name shown on the scoreboard, whether it is ranked and why not, and a fingerprint of the one-time code the attempt was started with, so that each start can be sent only once. The name is the player's username if they are signed in and have one and have not chosen to play under a nickname; otherwise the nickname they typed, or "Guest". For players who are not signed in we also store a keyed hash of a random identifier their browser keeps, so a second attempt is not ranked, and a keyed hash of the network it came from, so that one network cannot fill a scoreboard; we never store the identifier itself or the IP address, and the network hash is dropped if the attempt is later saved to an account. Scoreboards show names, scores and times. If you play without an account and sign in within 24 hours, you can save the attempt to your account. The person who made a challenge can take a line off its scoreboard, which hides it but keeps the attempt so it still counts as that player's first try, or end the challenge, which deletes every attempt on it.

AI features

• The text you send to the AI tutor, flashcard and exam generation, and writing feedback, together with the reply's size, the model used and whether it succeeded.
• When you message NoteFlow AI, it is also sent a summary of your study data so it can help: your subject, topic and note titles, open tasks, upcoming planner events, flashcard decks and practice exams, and, if you choose a subject to focus on, the text of that subject's notes. Changes it suggests to your tasks, planner, notes, flashcards or exams are only made after you approve them.
• We keep a log of each AI request, including the prompt text, so we can enforce daily limits, investigate problems and understand costs. It is deleted when you delete your account.
• If you add your own Gemini API key in the Windows app, those requests go directly from your device to Google under your key and do not pass through our servers.

Payments

• Paid plans are handled by Stripe. We never receive your card number. We receive your subscription status, plan, renewal date and Stripe customer and subscription identifiers.

Support

• Messages you send through Support, and our replies.

Usage analytics

• In the Windows app, the web app and on noteflow.dev we record product events such as screens viewed, signing in, studying a deck or practice exam, finishing a focus block, using an AI feature and starting checkout, along with the app version and Windows version. When you are signed in they are linked to a one-way hash of your account, not your email address; in the Windows app without an account they are linked to a random ID created for that installation. We do not record what you type, do not use session recordings, and do not use analytics cookies.
• You can turn analytics off in Settings → Account in the web app, or Settings → Security & Privacy in the Windows app, and we honour your browser's Do Not Track and Global Privacy Control signals.

Email

• If you RSVP or create an account, we may email you about your access and about NoteFlow. Every email of that kind has an unsubscribe link. Sign-in and security emails are always sent.

Google Calendar (optional)

• If you connect Google Calendar, we store the access tokens needed to sync your study events, and the connected Google email address. We do not read unrelated calendars or your email.

3. How we use it

1. To provide NoteFlow and keep your content in sync.
2. To run AI features and apply plan limits.
3. To sign you in, manage your plan and process payments.
4. To answer support requests and fix problems.
5. To show the notes, decks, challenges and profile you choose to share, deliver what you send to other users, and run challenge scoreboards.
6. To understand which features help people study, so we can improve them.
7. To prevent abuse, such as rate limiting sign-in code requests, sharing and challenge attempts.

4. Service providers

We share data only with the providers needed to run NoteFlow, and only for that purpose:

• Google (Gemini API and Vertex AI) – generates AI responses.
• Hack Club AI (ai.hackclub.com) – an AI gateway that forwards requests to model providers, which can include OpenAI and Anthropic (Claude).
• Google (Sign-In and Calendar) – Google sign-in, and calendar sync if you connect it.
• Stripe – payments and subscriptions.
• Resend – sends sign-in codes and account emails, and holds the mailing list for people who RSVP.
• Railway – hosts our API and database.
• Vercel – hosts the website and web app.
• PostHog – product analytics, as described above.

AI providers process the text you send them under their own terms for API use. We choose providers that do not use API requests to train their models by default.

5. Security and retention

• All traffic between your device and our servers is encrypted with TLS.
• Passwords are salted and hashed with BCrypt. Sign-in codes expire after 15 minutes and are limited to five attempts.
• We keep your account and content for as long as your account exists. When you delete your account we delete your content, AI request logs, support conversations, sync history and subscription record from our database, along with your share links, challenges and every attempt on them, your attempts on other people's challenges, inbox items you sent or received, and blocks you made or that others made of you. Links you shared stop working at once. Your username alone is kept aside for 30 days, without anything that says whose it was, so that nobody else can take it straight away. Billing records are kept, with your email address removed, because we are required to keep payment records.
• Copies may remain in encrypted backups for a limited period before they are overwritten.

6. Your rights

• Access and export: Settings → Account → Download your data gives you a JSON file of everything we hold about you, including your username, share links, challenges and their scoreboards, your challenge attempts, your inbox and the accounts you have blocked, and any old usernames of yours still being kept aside. Settings → Data also exports your study content.
• Deletion: Settings → Account → Delete account permanently deletes your account and its data, and cancels any active subscription.
• Correction: contact us to correct your information.
• Objection: turn off analytics in Settings, and unsubscribe from emails using the link in each one.

These apply wherever you live, including under the GDPR, the UK GDPR, the CCPA and the Australian Privacy Act.

7. Children

NoteFlow is a study tool for students. It is not directed at children under 13, and we do not knowingly collect personal information from children under 13 without consent from a parent, guardian or school. If you believe a child under 13 has given us personal information, contact us and we will delete it.

8. Changes

We will update this page when this policy changes and change the date above. For significant changes we will also tell you in the app or by email.

9. Contact

Use Support in the app, or email privacy@noteflow.dev.