PRIVACY POLICY
- Download and use our mobile application (Icaruscribe), or any other application of ours that links to this Privacy Notice
- Use Icaruscribe. Icaruscribe is an AI-powered knowledge base that helps you capture, organize, and understand your notes, documents, and lectures in one place. Chat with your knowledge, generate summaries, and find information instantly.
- Engage with us in other related ways, including any marketing or events
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.
What personal information do we process? Yes, we collect personal information from you. When you visit, use, or navigate our Services, we process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use — including your account details, the notes, documents, audio, and lectures you upload, and technical usage data. Learn more about personal information you disclose to us.
Do we process any sensitive personal information? We do not intentionally collect sensitive personal information (such as racial or ethnic origin, sexual orientation, or religious beliefs). Because Icaruscribe accepts free-form notes, documents, and audio you choose to upload, you should not include sensitive information in that content unless you accept the risks of doing so.
Do we use AI, and does your content get sent to AI providers? Yes. Icaruscribe is an AI-powered service. To generate summaries, transcriptions, and chat responses, the content you provide (notes, documents, audio transcripts, and chat prompts) is sent to third-party AI providers, including OpenAI and Anthropic, for processing. Learn more in our AI section.
Do we collect any information from third parties? We do not purchase personal information from third-party data brokers. We do receive limited information from third parties that help us operate the Services (for example, analytics providers and payment processors).
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. Learn more about how we process your information.
With whom do we share your personal information? We share information with the specific third-party service providers we use to operate the Services — including AI providers (OpenAI, Anthropic), cloud hosting and storage (Vercel, Supabase), payment processors (Apple), and product analytics (PostHog, Ahrefs). Learn more about when and with whom we share your personal information.
How do we keep your information safe? We use organizational and technical safeguards, including access controls and encrypted transit, and we do not make user storage buckets publicly accessible. No system is 100% secure, however. Learn more about how we keep your information safe.
What are your rights? Depending on where you are located, you may have rights to access, correct, delete, or export your personal information, and to withdraw consent. Learn more about your privacy rights.
How do you exercise your rights? Email us at support@icaruscribe.com or delete your account from within the app. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
2. HOW DO WE PROCESS YOUR INFORMATION?
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
6. HOW LONG DO WE KEEP YOUR INFORMATION?
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
8. WHAT ARE YOUR PRIVACY RIGHTS?
9. CONTROLS FOR DO-NOT-TRACK FEATURES
10. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
11. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?
12. DO WE MAKE UPDATES TO THIS NOTICE?
13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us, and technical data generated while you use the Services.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information we collect depends on the context of your interactions with us. It may include:
- Name
- Email address
- Account credentials (hashed password, or third-party sign-in identifiers)
- User Content: the notes, documents, files, images, audio recordings, lectures, transcripts, and chat prompts you upload or create in the app
- Feedback, feature requests, and support communications you send us
Automatically Collected Information. When you use the Services, we automatically collect certain technical information, including device identifiers, device and operating system version, app version, IP address, approximate location derived from IP, crash and diagnostic logs, and product usage events (for example, features opened and actions taken). This helps us keep the Services secure, debug problems, and improve them.
Sensitive Information. We do not intentionally request or collect sensitive personal information. Because Icaruscribe accepts free-form content, please do not upload information you consider sensitive (such as government identifiers, health information, or financial account numbers) unless you accept the risks of doing so.
Payment Data. If you purchase a subscription, payment is processed by the platform you purchased on — Apple (App Store) — and we do not receive or store your full payment card number. We receive limited transaction information (such as a subscription status, transaction identifier, and country) from the platform. See Apple's privacy policy at https://www.apple.com/legal/privacy/.
Application Data. If you use our application(s), we may collect the following information if you choose to provide access or permission:
- Mobile Device Access. We may request access or permission to certain features from your mobile device, including the microphone (for recording lectures), photo library and files (for uploading documents), speech recognition, and storage. If you wish to change our access or permissions, you may do so in your device's settings.
This information is primarily needed to maintain the security and operation of our application(s), for troubleshooting, and for our internal analytics and reporting purposes.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, to power the AI features you request, to communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for the following purposes:
- To provide and operate the Services. This includes creating and maintaining your account, syncing your notes and documents across your devices, and keeping the app functional.
- To power AI features. When you use features such as summarization, transcription, semantic search, or chat with your knowledge base, we send the relevant content (your notes, documents, transcripts, or prompts) to third-party AI providers to generate a response back to you. See Section 5 for details.
- To respond to user inquiries and offer support. We use your contact information to respond to your questions and resolve any potential issues.
- To send administrative information to you. Such as changes to our terms, policies, and service-related notices.
- To improve the Services. We use aggregated and de-identified usage data to understand how features are used and to prioritize improvements. We do not use the substance of your User Content to train third-party general-purpose AI models.
- To protect the Services. We may process your information to detect and prevent fraud, abuse, spam, and security incidents.
- To comply with our legal obligations. Including responding to lawful requests from public authorities.
- To save or protect an individual's vital interest. When necessary to prevent harm.
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.
If you are located in the EU or UK, this section applies to you.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases:
- Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
- Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing the Services.
- Legitimate Interests. We may process your information when it is reasonably necessary to achieve our legitimate business interests, such as improving the Services, preventing fraud, and keeping our systems secure.
- Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations.
- Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party.
If you are located in Canada, this section applies to you.
We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.
In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:
- If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
- For investigations and fraud detection and prevention
- For business transactions provided certain conditions are met
- If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
- If the information is publicly available and is specified by the regulations
5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
In Short: Yes. Icaruscribe is an AI-powered service. Content you submit to AI features is sent to third-party AI providers to generate a response.
As part of our Services, we offer features powered by artificial intelligence, machine learning, and similar technologies (collectively, "AI Products"). These include summarization, transcription of audio and lectures, semantic search across your notes, and chat with your knowledge base. The terms in this Privacy Notice govern your use of the AI Products within our Services.
AI providers we use
We use the following third-party AI providers ("AI Service Providers") to process content you submit to AI features:
- OpenAI — see OpenAI's privacy policy
- Anthropic — see Anthropic's privacy policy
The content you submit (your notes, uploaded documents, audio transcripts, and chat prompts) is transmitted to one or more of these providers to generate the response you requested. We use their API offerings, which are contractually configured so that your content is not used to train their general-purpose foundation models.
Limitations of AI output
AI output can be inaccurate, incomplete, or misleading. Do not rely on AI-generated content as a substitute for professional advice — medical, legal, financial, or otherwise. You are responsible for reviewing any AI output before acting on it.
Crisis and safety notice
Icaruscribe's AI features are designed for organizing and understanding your notes and documents. They are not a mental-health, medical, or crisis service, and they are not a substitute for a trained professional. If you or someone you know may be experiencing a mental-health crisis or is at risk of self-harm, please contact emergency services or a qualified professional in your country immediately. In the United States, you can call or text 988 (Suicide & Crisis Lifeline). In the UK, call Samaritans on 116 123. Elsewhere, a directory of international crisis lines is available at findahelpline.com.
6. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information only for as long as needed to provide the Services, and we honor deletion requests within thirty (30) days.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than two (2) months past the termination of your account, except where retention is required by law.
Data Deletion Requests. You may request the deletion of your personal data at any time by contacting us at support@icaruscribe.com or by deleting your account through the app's settings. Upon receiving a verified deletion request, we will erase your personal data — including your account, notes, documents, uploads, and transcripts — from our active systems within thirty (30) days, except where retention is required by applicable law. If deletion cannot be completed within thirty (30) days, we will notify you of the reason for the delay and the expected completion date.
Backups. Deleted content may persist temporarily in encrypted backup archives, isolated from any further processing, until those backups are rotated out (typically within thirty (30) additional days).
AI provider retention. Content submitted to AI Service Providers is subject to their own retention windows for abuse-monitoring and safety purposes (commonly up to 30 days), after which it is deleted from their systems. See the AI providers' privacy policies linked in Section 5.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, we will securely store your personal information and isolate it from any further processing until deletion is possible.
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process, including:
- Encryption of data in transit (HTTPS/TLS)
- Encryption at rest for stored User Content
- Access controls on our databases and storage buckets — user storage is private and is not exposed publicly
- Row-level security policies restricting access to a user's own data
- Least-privilege access for team members and audit logging of administrative actions
Despite our safeguards, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: Depending on your state of residence in the US or in some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.
In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us using the details in Section 13.
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or the UK data protection authority.
If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.
Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us at support@icaruscribe.com.
Please note that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Opting out of marketing communications: You can unsubscribe from our marketing emails at any time by clicking the unsubscribe link in the emails we send, or by contacting us at support@icaruscribe.com. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account.
Account Information
If you would at any time like to review or change the information in your account or terminate your account, you can:
- Delete your account from within the app's settings, or
- Email us at support@icaruscribe.com.
Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases within thirty (30) days. We may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements.
If you have questions or comments about your privacy rights, you may email us at support@icaruscribe.com.
9. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.
10. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.
Categories of Personal Information We Collect
The table below shows the categories of personal information we have collected in the past twelve (12) months. For a comprehensive inventory of all personal information we process, please refer to the section WHAT INFORMATION DO WE COLLECT?
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Real name, email address, account name, unique personal identifier, online identifier, IP address | YES |
| B. Personal information as defined in the California Customer Records statute | Name, contact information | YES |
| C. Protected classification characteristics under state or federal law | Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data | NO |
| D. Commercial information | Subscription status and transaction metadata (received from the App Store) | YES |
| E. Biometric information | Fingerprints and voiceprints | NO |
| F. Internet or other similar network activity | Product usage events within the app, feature interactions, device/OS, app version | YES |
| G. Geolocation data | Precise device location | NO (approximate location may be inferred from IP address) |
| H. Audio, electronic, sensory, or similar information | Audio recordings and transcripts you choose to upload to the Services | YES (only when you upload) |
| I. Professional or employment-related information | Job title, work history, professional qualifications | NO |
| J. Education Information | Student records and directory information | NO |
| K. Inferences drawn from collected personal information | Profile or summary about an individual's preferences and characteristics | NO |
| L. Sensitive personal Information | Not intentionally collected; may appear in User Content you choose to upload | NO (not intentionally) |
We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:
- Receiving help through our customer support channels;
- Participation in customer surveys or contests; and
- Facilitation in the delivery of our Services and to respond to your inquiries.
Sources of Personal Information
Learn more about the sources of personal information we collect in "WHAT INFORMATION DO WE COLLECT?"
How We Use and Share Personal Information
Learn more about how we use your personal information in "HOW DO WE PROCESS YOUR INFORMATION?" and about the specific third parties we share it with in "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?"
Will your information be sold or shared for cross-context behavioral advertising?
No. We have not sold or shared personal information for cross-context behavioral advertising in the preceding twelve (12) months, and we do not intend to do so in the future. We do not sell personal information belonging to website visitors, users, or other consumers.
Your Rights
You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:
- Right to know whether or not we are processing your personal data
- Right to access your personal data
- Right to correct inaccuracies in your personal data
- Right to request the deletion of your personal data
- Right to obtain a copy of the personal data you previously shared with us
- Right to non-discrimination for exercising your rights
- Right to opt out of the processing of your personal data for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")
How to Exercise Your Rights
To exercise these rights, email us at support@icaruscribe.com, or delete your account directly from within the app. Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf.
Request Verification
Upon receiving your request, we will need to verify your identity — typically by confirming the request originates from the email address on file for your account. We will only use personal information provided in your request to verify your identity or authority to make the request.
Appeals
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@icaruscribe.com. We will inform you in writing of any action taken or not taken in response to the appeal. If your appeal is denied, you may submit a complaint to your state attorney general.
11. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: You may have additional rights based on the country you reside in.
Australia and New Zealand
We collect and process your personal information under the obligations and conditions set by Australia's Privacy Act 1988 and New Zealand's Privacy Act 2020 (Privacy Act).
This Privacy Notice satisfies the notice requirements defined in both Privacy Acts, in particular: what personal information we collect from you, from which sources, for which purposes, and other recipients of your personal information.
At any time, you have the right to request access to or correction of your personal information. You can make such a request by emailing support@icaruscribe.com.
If you believe we are unlawfully processing your personal information, you have the right to submit a complaint about a breach of the Australian Privacy Principles to the Office of the Australian Information Commissioner and a breach of New Zealand's Privacy Principles to the Office of New Zealand Privacy Commissioner.
Republic of South Africa
At any time, you have the right to request access to or correction of your personal information by emailing support@icaruscribe.com.
If you are unsatisfied with the manner in which we address any complaint with regard to our processing of personal information, you can contact the office of the regulator, the details of which are:
The Information Regulator (South Africa)
General enquiries: enquiries@inforegulator.org.za
Complaints: PAIAComplaints@inforegulator.org.za & POPIAComplaints@inforegulator.org.za
12. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Notice. If we make material changes, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at support@icaruscribe.com.
14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.
To submit a request to review, update, or delete your personal information, email us at support@icaruscribe.com from the email address associated with your account, or delete your account directly from within the app's settings. We will respond within thirty (30) days.