Voicenotes | Privacy Policy

Welcome to Voicenotes.com. We take your privacy seriously. Here, you’ll find a straightforward run-down of how we look after your personal info when you use our services.

We collect the following categories of personal data. Each row also lists the purpose(s) we use it for and the categories of recipients it is shared with (full subprocessor list in Section 4).

We do not request government identifiers, payment card numbers, protected health information, biometric identifiers, precise location, passwords, API keys, or authentication secrets. However, because Voicenotes lets you record, upload, and import your own content, user content may contain sensitive information you choose to provide. We process that content only to provide the service and integrations you request.

We use the data above only to:

We do not use your notes, recordings, transcripts, or imported content to train any AI model - neither our own models nor those of our providers. We do not profile you or sell your data, and we do not share your data with advertisers.

This section describes AI processing that Voicenotes performs inside our own product. Data shared with ChatGPT, Claude, or another MCP client through a user-authorized integration is described separately in Section 6.
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To power transcription, summaries, "Ask AI," and similar features, we send the relevant content (your audio, transcripts, prompts, or imported text) to trusted third-party AI providers - currently OpenAI or Anthropic - through their commercial APIs. We send only what is needed for the feature you invoked.

We share personal data only with vendors that need it to help us run Voicenotes, and only under contracts that require them to protect it. The current list:

We may also disclose data when legally compelled - for example, in response to a valid subpoena or court order, or to prevent imminent harm or fraud. Where the law permits, we will tell you about such requests.

We do not sell personal data, and we do not share data with advertisers or data brokers.

All recordings and account data are stored on AWS servers in the United States. The app is secure by design. Voicenotes personnel cannot access private notes or recordings through normal workflows. Access to underlying systems is restricted to a single vetted authorized personnel with a business need, subject to confidentiality, logging, and security controls for maintenance and upgrades.

We never monitor, review, filter, or analyze your notes, recordings, or transcripts for keywords, sensitive content, advertising, or any other purpose.

This section covers the Voicenotes MCP connection for ChatGPT, Claude, and other MCP clients. Other integrations and automations, such as Zapier, Webhooks, Readwise, Obsidian, Notion, Todoist, Things 3, WhatsApp, and OpenClaw, are covered in Section 1 under “Connected integrations and automations.

You initiate the connection from ChatGPT or another supported client and authenticate to Voicenotes through OAuth. The connected client receives an access token that allows it to call the Voicenotes MCP tools you authorize. We do not receive your ChatGPT, Claude, or third-party account password.

While the connection is active, the connected client can call the four MCP tools listed below: search_notes, list_notes, get_transcript, and create_text_note.
These tools allow ChatGPT/connected client to search across your voice notes, imported documents, and note splits; list notes using filters; retrieve the full transcript of a specific note; and create a new text note in your Voicenotes account at your request.
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We receive the tool name and the input fields needed to perform that tool call. We do not request or receive your full chat history, system prompts, developer messages, saved memories, unrelated files, screenshots, or other conversation context unless that content is explicitly included by the client in a tool input.

We may process minimal technical metadata about tool calls, such as the connected account, tool name, request time, status, and error information, to keep the integration secure, debug issues, prevent abuse, and maintain reliability.

We do not send your raw audio recordings to ChatGPT/Claude through these MCP tools. The tools return text and metadata only, such as transcripts, summaries, imported-document text, note titles, UUIDs, tags, dates, duration, note type, speaker labels, timestamps, and formatting markup. ChatGPT/connected client only receives content returned by a tool call made through the connected integration.
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The “Create a text note” tool changes your Voicenotes account by adding a new note. It does not publish content publicly, send messages, email anyone, or post to third-party services.

Search results may include content from imported documents and note splits, not only voice recordings. If a result is returned from an imported document or split, ChatGPT may receive the matching text and related metadata needed to answer your request.

The integration is designed to return only the data needed for the user’s request. It does not request payment card data, passwords, API keys, government identifiers, precise location, or authentication secrets.

Voicenotes does not use data sent through MCP integrations to train AI models. Once content is returned to ChatGPT, Claude, or another connected client, that client processes it under its own terms, privacy policy, retention settings, and model-improvement controls.

Once Voicenotes returns content to ChatGPT, Claude, or another connected client, that client processes the content under its own terms, privacy policy, and data controls. For example, notes returned to ChatGPT may become part of that ChatGPT conversation unless you delete or manage the conversation in ChatGPT. In OpenAI’s ChatGPT, chats are saved until deleted, and deleted chats are scheduled for deletion from OpenAI systems within 30 days unless an exception applies.

Deleting a note in Voicenotes prevents future retrieval from Voicenotes, but it does not automatically delete copies of that note that were already returned to a connected client. To remove those copies, use the deletion controls offered by that client.

You can disconnect the integration at any time:

After disconnection, the client will no longer be able to make new tool calls to your Voicenotes account. Content that was already returned to the client may remain in that client’s conversation history or logs according to that client’s own retention controls.

We retain Personal Data about you for as long as necessary to provide you with our Services or to perform our business or commercial purposes for collecting your Personal Data. When establishing a retention period for specific categories of data, we consider factors such as our purposes for collecting and the sensitivity of such data. In some cases we retain Personal Data for longer, if doing so is necessary to comply with our legal obligations, resolve disputes or collect fees owed, or is otherwise permitted or required by applicable law, rule or regulation. We may further retain information in an anonymous or aggregated form where that information would not identify you personally.

For integrations, OAuth connection records and access tokens are retained until you disconnect the integration, delete your account, or the token expires or is revoked. Text notes created through an integration are retained like any other Voicenotes note until you delete them or delete your account. Tool-call logs and related security/debugging metadata are not retained.

Depending on where you live, you have some or all of the following rights. We honor them for everyone, regardless of location, to the extent practical.

To exercise any of these rights, use the in-app controls where available, or email [email protected]. EU/UK residents can also use the secure portal listed in Section 11.

If you are a California resident, you have rights under the CCPA/CPRA, including the right to know, delete, correct, and limit the use of sensitive personal information, and the right to opt out of "sales" and "sharing" (we do not sell or share your data as those terms are defined). Residents of other U.S. states with comprehensive privacy laws (Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others) have similar rights. To exercise them, email [email protected] with the subject line "Privacy request."

We will not discriminate against you for exercising these rights.

We protect your data through a combination of technical and administrative controls, including encryption in transit and at rest, strict access controls, audit logging, and regular third-party security reviews. We are GDPR and SOC 2 Type II compliant with Vanta. You can learn more about it from our Trust page.

If we ever experience a security incident that affects your personal data, we will notify you and applicable regulators in accordance with the law.

Voicenotes is not directed to children under 13, and we do not knowingly collect personal data from anyone under 13. If you believe a child has provided us with personal data, contact [email protected] and we will delete it.

If you are located in the EU or UK and have questions or concerns regarding your personal data, you may contact our appointed GDPR representative:

EU Representative:

Euverify Ltd (Ireland)

Unit 3D North Point House, North Point Business Park, New Mallow Road Cork, T23 AT2P, Ireland

Email: [email protected]

UK Representative:

Euverify Ltd (UK)

3rd Floor, 86-90 Paul Street, London, EC2A 4NE, United Kingdom

Email: [email protected]

To submit a Data Subject Access Request (DSAR), data deletion request, or any other GDPR-related inquiry, please use our secure portal.

This link allows you to verify our appointed representative and submit GDPR requests directly. Requests submitted through this portal are logged and tracked to ensure timely response and compliance.

For further clarification about these terms or if you have any concerns about your privacy, please get in touch with us at:
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Coping Hard Inc.
2810 N Church St PMB 50137,
Wilmington, DE,
19802-4447, United States
Email: [email protected].