> ## Documentation Index
> Fetch the complete documentation index at: https://learn.cleftnotes.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Privacy Policy

> Complete privacy policy for Cleft Notes - how we collect, use, and protect your data

<Note>
  **Official Version**: The most current version of our privacy policy is always available at [www.cleftnotes.com/privacy](https://www.www.cleftnotes.com/privacy). This documentation version is provided for your convenience.
</Note>

<Tip>
  **Last Updated**: September 10, 2025\
  **Effective**: September 10, 2025
</Tip>

***

## Privacy Promise - Quick Summary

<Card title="What You Need to Know" icon="shield-check">
  **The only interest Cleft has in your data is keeping it safe.**

  ✅ **You own your data** - notes, transcripts, and audio files\
  ✅ **We never train AI on your data** - your thoughts stay private\
  ✅ **We never sell your data** - not to anyone, ever\
  ✅ **You can export everything** - your data is portable\
  ✅ **GDPR & CCPA compliant** - meeting the highest standards\
  ✅ **Transparent vendor relationships** - [see who we work with](/trust/vendors)

  📖 **Estimated reading time: 5 minutes**

  For specific details, see the sections below or visit [www.cleftnotes.com/privacy](https://www.www.cleftnotes.com/privacy).
</Card>

***

<Tabs>
  <Tab title="Simple Language">
    ## Privacy Policy - Simple Language Version

    **Last Updated: September 10, 2025**

    This is an expanded version of our privacy policy.

    ### 1. What Cleft Does

    * We turn your voice into text.
    * Your ideas become notes.
    * Your notes stay yours.
    * Your notes, your control.

    ### 2. Your Notes, Your Ownership

    * You own your notes.
    * We guard your notes.
    * We don't peek at your notes.
    * We don't share your notes with others.
    * We don't sell your notes.
    * We don't train or learn based on your notes.

    ### 3. Information We Safeguard

    We protect and process:

    * Your voice recordings
    * Your written notes
    * Your summaries

    You control your information.
    We follow your wishes for these.
    If you delete something, it is deleted.

    ### 4. Information We Use

    We keep and control:

    * Your display name
    * Your email
    * Your app preferences
    * Your communication preferences

    We use these to run Cleft.

    ### 5. How We Use Information

    We use the information you opt-in to share:

    * Make Cleft work for you
    * Improve Cleft
    * Help you if you ask

    ### 6. Keeping Your Information Safe

    * We use strong locks for your information.
    * We protect all your data equally.

    ### 7. Your Choices

    You can always:

    * See your information
    * Change your information
    * Delete your information
    * Tell us to stop using your information

    Just ask us.

    ### 8. Sharing Information

    We share information only if:

    * You say it's okay
    * Cleft needs it to work
    * The law says we must

    We can't share your notes unless you want us to, ever.

    You can review our trusted third-party vendors [here](/trust/vendors).

    ### 9. How Long We Keep Information

    * We keep your account information for two years after you last use Cleft. We'll always check in first.
    * We keep your notes as long as you want us to.

    ### 10. If We Change This Policy

    This policy is effective as of September 10, 2025.

    We'll tell you if we change how we handle your information.
    We'll update this page.

    ### Questions?

    We're here to help. Please contact [Jonny Cosgrove](https://www.linkedin.com/in/jonnycosgrove/), our data protection officer, with any data-related queries at [dpo@cleftnotes.com](mailto:dpo@cleftnotes.com) or [privacy@cleftnotes.com](mailto:privacy@cleftnotes.com).

    **Subject Access Request**: To make a subject access request, please submit a request [here](https://tally.so/r/mee2dx).
  </Tab>

  <Tab title="Legal Version">
    ## Section 1: Data Collection & Usage Summary

    <Card title="What We Collect & Why" icon="info-circle">
      **Personal Data**: Account information, voice recordings, transcripts, and usage data

      **Purpose**: To provide voice-to-text services, sync across devices, and improve service quality

      **Key Principle**: We collect only what's necessary to operate Cleft. Your content is never used for advertising or AI training.

      **Technical Details**: For complete information about data flow and processing, see our Privacy Policy sections below.
    </Card>

    <Check>
      **No Training on Your Data**: We never use your personal data for advertising, marketing to others, or training AI models that could expose your information.
    </Check>

    ## Section 2: How We Protect Your Data

    <Card title="3.1 Security & Compliance" icon="shield">
      **Legal Compliance**: We adhere to [CCPA](https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?division=3.\&part=4.\&lawCode=CIV\&title=1.81.5), [GDPR](https://gdpr.eu/what-is-gdpr/), and the EU AI Act.

      **Data Retention**: We keep your data for 2 years after your last login, then securely delete:

      * Summarized notes
      * Transcripts
      * Audio files

      **Vendor Oversight**: All third-party services meet our strict privacy standards. [See our vendor transparency page](/trust/vendors).
    </Card>

    ## Section 3: Your Rights & Control

    <CardGroup cols={2}>
      <Card title="4.1 Data Ownership" icon="user-check">
        **You Own Everything**

        Your notes, transcripts, and audio files belong to you. We're just helping you organize and process them.
      </Card>

      <Card title="4.2 Data Portability" icon="download">
        **Export Anytime**

        Download all your data as a .zip file. Contact [support@cleftnotes.com](mailto:support@cleftnotes.com) for export requests.
      </Card>
    </CardGroup>

    <AccordionGroup>
      <Accordion title="4.3 Access Your Data" icon="eye">
        **Subject Access Request**: Get a copy of all personal data we hold about you.

        **How to Request**: Submit a request [here](https://tally.so/r/mee2dx) or email our Data Protection Officer.
      </Accordion>

      <Accordion title="4.4 Delete Your Data" icon="trash">
        **Right to Deletion**: You can request deletion of your personal data at any time.

        **Automatic Deletion**: We automatically delete your data 2 years after your last login.
      </Accordion>

      <Accordion title="4.5 Correct Your Data" icon="edit">
        **Right to Rectification**: If any personal information is incorrect, you can ask us to fix it.

        **How to Update**: Contact us at [privacy@cleftnotes.com](mailto:privacy@cleftnotes.com).
      </Accordion>
    </AccordionGroup>

    ## Section 4: Who We Share Data With

    <Card title="Third-Party Vendors" icon="handshake">
      We work with carefully selected vendors to deliver our service. **We never sell your data.**

      **AI Processing Partners**: Only receive transcript text (never audio) to help process your notes\
      **Cloud Infrastructure**: Provides secure hosting and storage\
      **Payment Processors**: Handle billing securely (we don't see payment details)\
      **Analytics Services**: Receive anonymous usage data only

      [See our complete vendor transparency page](/trust/vendors) for full details about who we work with and how they protect your data.
    </Card>

    ## Section 5: Contact & Data Protection

    <CardGroup cols={2}>
      <Card title="Data Protection Officer" icon="shield-user">
        **[Jonny Cosgrove](https://www.linkedin.com/in/jonnycosgrove/)**\
        Founder, COO and Data Protection Officer

        📧 [DPO@cleftnotes.com](mailto:DPO@cleftnotes.com)

        Contact Jonny for any data-related questions or concerns.
      </Card>

      <Card title="Privacy Questions" icon="question-circle">
        **General Privacy Support**

        📧 [privacy@cleftnotes.com](mailto:privacy@cleftnotes.com)

        For questions about our privacy practices or policies.
      </Card>
    </CardGroup>

    ## 📄 Related Documents

    <Card>
      * **[Terms of Service](/trust/terms-of-service)** - The rules for using Cleft
      * **[Vendor Transparency](/trust/vendors)** - Who we work with and why
      * **[Trust Overview](/trust/overview)** - Our broader security and privacy approach

      **Official Versions**: [Privacy Policy](https://www.www.cleftnotes.com/privacy) | [Terms of Service](https://www.cleftnotes.com/terms)
    </Card>
  </Tab>
</Tabs>

***

## Change History

<Card title="Policy Updates" icon="history">
  For a complete history of our privacy policy updates, see our [Changelog](/changelog) and filter by the "policy" tag to view all policy-related changes in context.

  **Current Version**: 1.3 - September 10, 2025
  **Previous Versions**: 1.2 (Sep 18, 2024), 1.1 (Feb 22, 2024), 1.0 (Dec 27, 2023)
</Card>

***

<Warning>
  For the most current and legally binding version of our privacy policy, please visit [www.cleftnotes.com/privacy](https://www.www.cleftnotes.com/privacy). If you have any questions about our privacy practices, contact us at [privacy@cleftnotes.com](mailto:privacy@cleftnotes.com).
</Warning>