Privacy Policy

Summary

We process your data exclusively to operate aurenote, host in Switzerland (Geneva, Infomaniak) and do not share your content with third parties for advertising or AI training. This policy is written in accordance with the Swiss FADP and the EU GDPR.

Controller

The controller for data processing under Art. 5 FADP / Art. 4 No. 7 GDPR is:

Recica Solutions
Sole proprietorship · Owner: Donat Recica
Zollstrasse 6, 8212 Neuhausen am Rheinfall, Schweiz
Privacy contact: info@recica-solutions.ch

What data we process

We process only the data necessary to provide the service:

Access request

If you request access via the form: chosen plan, name, email address, language and, if provided, phone number, company and your message. We need these details to get back to you, send you an offer and set up your account; the request is also emailed to us for this purpose. If no contract results, we delete it after 12 months at the latest.

Account data

Name, email address, password (stored only as a hash, never in plain text), chosen language and when you accepted the Terms and this privacy policy. For workspace members, also the role (owner, admin, member, viewer). If you sign in with Microsoft: the ID of your Microsoft account and the access tokens issued by Microsoft, encrypted. If you sign in with Apple: the identifier of your Apple ID, the email address Apple gives us (including a relay address from Apple if you hide your address), your name the first time, and an access token from Apple, encrypted. When we delete your account, we revoke the connection with Apple. If you sign in with Google: the identifier of your Google account, your name and your email address as Google gives them to us, and the access tokens issued by Google, encrypted. This does not give aurenote access to your calendar; you connect it separately. If you turn on two-factor sign-in: the secret for your authenticator app and your backup codes, also encrypted.

Note content

Text and metadata of notes you create. We do not read them except for technical processing (AI search, indexing) and they are visible only to you or your workspace colleagues.

Meeting data

If you invite the bot to a meeting: audio recording, transcript, summary, participant names (as reported by the meeting tool) and task suggestions. Recordings only take place with the consent of all participants. The bot announces itself audibly and in the chat. The same applies to recordings you make or upload yourself: the audio is kept, can be played back in the app and can be downloaded. How long it stays is governed by your retention setting; without one it stays until you delete the meeting or your account. The owner, anyone who may edit and, if you allow it when sharing, everyone who may view can download it. Every download is logged. If you pass a task on, the meeting or note is shared with that person from your team (editing is preselected; you can choose view only instead), and everyone who can see the entry sees who is responsible. Tasks in a meeting or note are visible to everyone who may see the entry, with the person responsible, the status and an overview per person. By email, only your own email app opens; aurenote sends nothing.

Payment data

For billing: name or company, billing address, plan, and the invoices and whether they have been paid. If you buy via the checkout on aurenote.ch, also your Stripe customer ID and the subscription ID; credit card data NEVER reaches our servers - entry and storage happen directly at Stripe (PCI-DSS Level 1). For a contract on request we bill by invoice and need no card details. If you buy in the iPhone app, Apple gives us the transaction number, the product, date and term, and an identifier that links the purchase to your account, but never payment details. Apple notifies us of renewals, cancellations and refunds, and we reconcile the status with Apple daily.

Technical data

IP address, user agent, browser language and time of sign-in. We need them to detect abuse and for your team's activity history (next section). We delete the IP address and user agent after 90 days at the latest, and the sign-in entry after one year.

Activity history in teams

If you are a member of a team, its owners and admins see in the activity history what you do in the team (for example inviting, sharing, deleting, downloading), when you sign in, including failed attempts, when you connect or disconnect a calendar or an AI connection, and, for 90 days, your device and IP address. They only see titles of meetings and notes they are allowed to open themselves. Content, searches and viewing items do not appear there. We delete activity history entries after one year.

Calendar connection

If you connect a calendar, aurenote reads your appointments so that the bot can join your online meetings. If you also allow adding events, aurenote adds appointments it has found in your meetings and notes and that you have confirmed. This is optional; you can disconnect at any time under 'Integrations'. Depending on the route, we receive these permissions:

• Microsoft (Outlook, Teams): read access to your calendars (Calendars.Read), your profile (User.Read) and the account's name and email address (openid, profile, email), and with offline_access permission to sync the calendar while you are not signed in; only if you choose 'Allow adding events', also the right to create events (Calendars.ReadWrite).
• Google: read access to the events in your calendars (calendar.events.readonly) plus the name and email address of the Google account (openid, email, profile); only if you choose 'Allow adding events', also the right to create events (calendar.events).
• iCal: only the address of the calendar feed that you enter yourself. We read the calendar through it without signing in.

We store the email address and ID of the connected account, the access tokens (encrypted with AES-256-GCM) or, for iCal, the feed address, and for every appointment in the next 14 days: title, description, start, end and the link to the online meeting. We sync every 15 minutes; appointments you delete from your calendar are removed at the next sync as long as no bot has been scheduled for them. Past appointments remain stored until you disconnect. If you disconnect or your account is deleted, we delete the tokens and all stored appointments.

We use this data for these features only: to show you upcoming online meetings, to remind you shortly before an appointment if you allow notifications, to let the bot join when you invite it or have turned on automatic joining, and, at your request, to add appointments that aurenote found and you confirmed. For this, while a calendar with adding allowed is connected, the AI checks new and changed paragraphs of your notes and the summaries of your meetings for appointments and deadlines, with the same provider as the summary; we compare detected appointments with your calendar events so nothing is suggested twice. Only the title, the time and a link to aurenote are added, never text from a note or transcript. When the bot joins, the meeting link goes to Recall.ai and the appointment's title becomes the meeting's title. We do not sell calendar data, use it for advertising or use it to train AI models. Nobody at aurenote looks at it unless you explicitly allow it (for example for a support request), it is necessary for security, or the law requires it.

aurenote'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.

The iPhone and Android app

The app shows the aurenote.ch website in its own window. It therefore processes the same data as the website, with the same sign-in, and contains no analytics or advertising tools. It asks for the permissions its features need: microphone (recordings), camera and photos (images and videos in notes and on tasks) and notifications. You can revoke each of them in your phone's settings.

Push notifications

If you allow notifications, the app tells you when a summary is ready or a meeting has failed, at the times you choose in the settings (unless you change them: on the due day at 8 am, 11 am and 3 pm, for overdue tasks at 8 am, and on weekdays at 5 pm for the next day, on Fridays through Monday) when tasks are due or overdue, shortly before an appointment from your connected calendar starts, when aurenote finds an appointment or deadline and one hour before an added appointment, and when someone shares a meeting or a note with you or passes a task on to you. You can turn off each type individually in the settings. For this we store your device's push token, the platform (iOS or Android) and the app version. Delivery runs via Google's Firebase Cloud Messaging in the USA; on iPhones, Firebase hands the notification to the Apple Push Notification service. A notification contains a short message, the text of due tasks and of tasks someone passes on to you, titles of meetings, notes or appointments, the time of an appointment and the name of the person who shared something with you or passed a task on to you, but never the transcript or the summary. A title may have been generated by the AI from the content of the meeting. What a notification says can be visible on the lock screen; in your phone's settings you can hide previews while it is locked. So that nothing arrives twice, we keep a record for 60 days of which notification we sent you and when. If you turn notifications off in the settings or sign out, we delete the token; invalid tokens are removed automatically.

AI connectors (Claude, Codex, ChatGPT, Gemini)

From the Plus plan, you can connect aurenote to an AI, such as Claude by Anthropic, Codex and ChatGPT by OpenAI or Gemini by Google in Antigravity. This is voluntary and only happens if you set up and allow the connection yourself. The AI then retrieves meetings, transcripts, notes and tasks through your connection when you ask it to in the chat and, if you allow it, creates notes and tasks, changes tasks and sections of notes you may edit, sets tasks to “in progress” or done, assigns tasks in entries you may edit to people from your team (for this it sees their names and email addresses), checks off tasks someone passed on to you and adds images and files such as PDF, Word or PowerPoint to notes. For an image or file you hand over in ChatGPT, aurenote retrieves it from OpenAI; one from another AI is uploaded by that AI. You can also choose a photo or file yourself in a card in the chat or through a short-lived link; it then goes straight to aurenote. aurenote never sends anything on its own. What the AI retrieves goes to the AI provider, for Anthropic, OpenAI and Google to the USA, and is processed there under that provider's terms and privacy policy; you are that provider's customer yourself. Items others shared with you individually are only retrieved or changed after the AI has asked you. Tasks someone passed on to you are shown without asking in the task list, the item itself only after asking. We store the connection (app name, time, granted rights), the access tokens and, for each call, which tool ran when, but no content. Under "Integrations" you see all connections and can disconnect each one immediately; we then delete the tokens. Companies can turn off AI connectors for all members.

Purposes of processing

• Providing and operating the service (notes, meetings, transcription)
• Billing and contract management
• Platform security (abuse detection, spam protection, error logging)
• Fulfilment of statutory retention obligations (e.g. bookkeeping, CO Art. 957a)
• Communication with you (service emails such as verification, invoices, critical updates)

Legal bases

We process your data on the following grounds:

• Contract performance: Art. 6 (1) (b) GDPR / Art. 31 (2) (a) FADP - to provide the aurenote service in accordance with the Terms and for pre-contractual steps such as handling your request
• Consent: Art. 6 (1) (a) GDPR / Art. 31 (1) FADP - for meeting recordings (all participants), optional integrations, AI connectors and push notifications
• Legitimate interest: Art. 6 (1) (f) GDPR - for security, abuse detection and product improvement
• Legal obligation: Art. 6 (1) (c) GDPR / CO Art. 957a - retention of accounting records for 10 years

Hosting and data location

Your data (accounts, notes, meetings, recordings and files) is stored on servers in ISO 27001-certified Infomaniak data centres in Geneva. The daily encrypted backup also stays in Switzerland, at Infomaniak's Swiss Backup. For individual processing steps we pass data to service providers abroad: to the USA to Recall.ai (meeting bot; recording and transcript are produced there, transcribed via AssemblyAI; once both are with us, we delete them at Recall, at the latest after 7 days), Anthropic (AI summaries and answers), Resend (email delivery) and Google Firebase (app push notifications, passed on to Apple for iPhones), and to the EU to AssemblyAI (transcription of uploaded files and of recordings made in the browser or app, Dublin location). If you connect a calendar or sign in with Microsoft or Apple, Microsoft, Google or Apple also receive data; if you buy in the iPhone app, Apple receives the purchase data. If you buy via the checkout on aurenote.ch, Stripe (Ireland) receives the payment data. Microsoft, Google and Apple process this data as their own controllers under their own privacy policies, as does Stripe for fraud prevention and anti-money-laundering checks. Where the destination country does not ensure adequate data protection, we base the disclosure on standard contractual clauses. The sub-processors page shows who receives what. For EU customers the EU adequacy decision for Switzerland applies: your data enjoys an equivalent level of protection.

Sub-processors

We use carefully selected service providers to operate the service. The full list is available on the sub-processors page.

Retention and deletion

Your data remains stored as long as your contract runs. After the contract ends you keep access for another 30 days and can export everything as a ZIP (Markdown, recordings and embedded media); after that we irrevocably delete all personal data. Deleted data remains in the backup for up to 30 more days until it is overwritten there. Requests that do not lead to a contract are deleted after 12 months at the latest. Invoices are retained for the legal retention period of 10 years (CO Art. 958f). For the same reason we keep Apple purchase records (transaction number, product, date) after your account is deleted, without any link to your name or email. We delete activity history entries after one year. They remain until then even after an account is deleted, so that the company can trace what happened in its team. We keep the records of your consent to the terms, the privacy policy and the DPA, and of your confirmation that all participants agree to auto-join, for as long as your account exists.

Your rights

You have the following rights at any time:

• Access to the data stored about you (Art. 25 FADP, Art. 15 GDPR)
• Rectification of inaccurate data (Art. 32 FADP, Art. 16 GDPR)
• Deletion of your data (Art. 32 FADP, Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Data portability - export as ZIP (Art. 28 FADP, Art. 20 GDPR)
• Withdrawal of granted consents (at any time, without disadvantage)

To exercise your rights, write to us at info@recica-solutions.ch. For complaints you may contact the Swiss Federal Data Protection and Information Commissioner (FDPIC, edoeb.admin.ch) or, for GDPR-related matters, your competent EU supervisory authority.

Security

We apply technical and organisational measures: connections to the website and the app are encrypted with TLS 1.2 or 1.3. Transcripts, summaries and the access tokens of connected calendars are additionally encrypted at field level (AES-256-GCM), passwords are stored only as scrypt hashes. Two-factor sign-in is available to every account and mandatory for the provider's access. The daily backup is encrypted (restic, AES-256), kept at Infomaniak's Swiss Backup in Switzerland and retained for 30 days. The provider's interventions in customer accounts are recorded in the audit log.

Changes to this policy

We may adjust this privacy policy. We announce material changes at least 30 days in advance by email. The currently valid date is shown above under 'Last updated'.