Privacy Policy

1. Information We Collect

We collect information you provide directly to us, such as:

• Account information (name, email, password, company details)
• Meeting content (transcripts, summaries, recordings with your consent)
• Communication data (support messages, feedback)
• Usage data (features used, meeting frequency, session duration)
• Payment information (processed securely by third-party providers)
• Device and browser information (IP address, browser type, operating system)

We also automatically collect certain information when you use our service, including usage analytics and error logs.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process and respond to your requests
• Send service-related announcements and updates
• Monitor and analyze trends and usage patterns
• Detect, investigate, and prevent fraudulent transactions and abuse
• Personalize and improve user experience
• Comply with legal obligations

We will not use your information for marketing purposes without your explicit consent.

3. Data Sharing

We do not sell your personal information to third parties. We may share information with:

• Service providers who assist in our operations (with appropriate agreements)
• Law enforcement if required by law
• Business partners for integrations (only with your consent)
• Aggregated, de-identified data for analytics

Any third parties we work with are bound by confidentiality agreements and data protection obligations.

4. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. Specifically:

• Account data is retained while your account is active
• Meeting transcripts and recordings are retained according to your subscription plan
• Backup copies may be retained for 30 days after deletion
• Legal holds may retain data as required by law

You may request deletion of your data at any time, subject to legal retention requirements.

5. Your Privacy Rights

GDPR Rights (EU Users)

If you are located in the EU, you have the following rights under GDPR:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to lodge a complaint with a data protection authority

CCPA Rights (California Users)

If you are a California resident, you have the following rights under CCPA:

• Right to know what personal information is collected
• Right to know whether your data is sold or disclosed
• Right to delete personal information collected
• Right to opt-out of selling or sharing your data
• Right to non-discrimination for exercising CCPA rights

To exercise any of these rights, contact us at privacy@luminanotes.ai.

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience and analyze usage. You can control cookie preferences through your browser settings. Essential cookies required for service functionality cannot be disabled.

• Session cookies (temporary, deleted when you close browser)
• Persistent cookies (remain until expiration)
• Analytics cookies (to understand how you use our service)

See our Cookie Policy for more details.

7. Children's Privacy

LuminaNotes is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware of such information, we will delete it promptly. Parents or guardians who believe their child's information has been collected should contact us immediately.

8. Security

We implement comprehensive security measures to protect your information, including:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• Multi-factor authentication
• Regular security audits and penetration testing
• SOC 2 Type II certification
• Employee access controls and training

While we strive to protect your information, no system is completely secure. If you discover a security vulnerability, please report it to security@luminanotes.ai.

9. International Data Transfers

Your data may be transferred to, stored in, and processed in countries other than your country of residence. These countries may have different privacy laws than your home country. By using LuminaNotes, you consent to such transfers. We implement appropriate safeguards such as Standard Contractual Clauses to ensure data protection.

10. Third-Party Links

Our website may contain links to third-party services. We are not responsible for the privacy practices of these services. We encourage you to review their privacy policies before providing any personal information.

11. Changes to This Policy

We may update this privacy policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on our website. Your continued use of LuminaNotes after changes constitutes your acceptance of the updated privacy policy.

12. Contact Us

If you have questions about this privacy policy or our privacy practices, please contact us at:

• Privacy Team: privacy@luminanotes.ai
• Legal Inquiries: legal@luminanotes.ai
• Mailing Address: LuminaNotes AI, San Francisco, CA