BackAnnote

Privacy Policy

1. Introduction

Annote data (“we”, “us”, or “our”) is committed to transparency in how we collect, use, store, and share user data. This Privacy Policy explains how we process data when you use our software and services (“Services”). By using our Services, you acknowledge and agree to the practices described in this Policy.

2. Scope

This Policy applies to all users of Annote's software, including our web application. This Policy applies primarily to users located in India.

3. Categories of Data Collected

3.1 Audio Data — Audio recordings submitted through the Annote platform, including speech, conversations, ambient audio, and related metadata such as recording duration, timestamps, language information, speaker segmentation, and transcription outputs where applicable.

3.2 Usage and Interaction Data — Information relating to use of the platform, including upload activity, annotation activity, session duration, project interactions, quality review actions, and general platform usage metadata.

3.3 Technical and Device Data — Device type, browser information, IP address, operating system, log data, and diagnostic information used to maintain platform security, reliability, and performance.

4. Important Disclosure Regarding Sensitive Data

Annote processes audio recordings and related annotation data provided by users. These recordings may occasionally contain sensitive or personal information, including names, contact details, financial information, health-related discussions, or other confidential content.

To help protect user privacy and data security, Annote implements multiple safeguards, including access controls, encrypted data transmission and storage, restricted internal access policies, audit logging, and project-level permission controls. Where applicable, automated systems may be used to identify or flag potentially sensitive content for additional handling protections.

Users are responsible for ensuring they have the necessary rights, consents, and legal basis to upload or share audio data through the platform. Users should avoid uploading highly sensitive, classified, or regulated information unless appropriate contractual, technical, and compliance safeguards have been established in advance.

5. How Data is Collected

Data is collected when the application is active or running in the background, automatically during usage sessions, and upon system startup (where enabled). Users may manually stop or pause certain forms of data collection.

6. Legal Basis for Processing

We process data based on explicit user consent (obtained through onboarding and consent agreements), operational necessity for providing and improving the Services, and legitimate business interests including analytics and commercial use.

7. How We Use Data

We use collected data for:

  • Product development and improvement
  • Behavioral and interaction analysis
  • Research and analytics
  • Training and improving machine learning models
  • Commercial data licensing and partnerships

8. Data Sharing and Sale

8.1 Commercial Data Use — We may sell, license, or otherwise commercially share user data with third parties.

8.2 Types of Data Shared or Sold — This may include:

  • Aggregated and processed datasets
  • Interaction and behavioral data
  • Derived insights and analytics
  • Raw or partially processed data including screen recordings, clipboard data, and interaction logs

8.3 Third-Party Recipients — Recipients may include artificial intelligence research organizations, commercial partners, and data analysis entities.

9. Data Retention

We retain data for as long as necessary for business purposes, including long-term research, analytics, and commercial use. This may involve long-term or indefinite retention of certain datasets.

10. User Rights

Subject to applicable law, users may:

  • Request access to their data
  • Request correction of inaccuracies
  • Request deletion of data under our control
  • Request export of their data
  • Opt out of future data sale

10.1 Limitations — Deletion requests apply only to data under our control. Data already shared or sold to third parties cannot be deleted by us. Opt-out applies to future data collection and sale only.

11. Data Storage and Security

Data is stored using cloud infrastructure (e.g., AWS S3, US-East region). We implement reasonable administrative and technical safeguards. Access is restricted to authorized personnel.

12. User Controls

Users may:

  • Stop or pause tracking features
  • Disable the application
  • Opt out of future data sale

13. Children's Privacy

Our Services are intended only for users aged 18 years and above.

14. Changes to This Policy

We may update this Privacy Policy periodically. Continued use of the Services constitutes acceptance of the updated Policy.

15. Contact

For privacy-related requests or inquiries, email support@annoteapp.com