Privacy Policy – ActaNote

1. Overview

ActaNote is a personal project operated by Adam Rawlinson, based in the United Kingdom.

This Privacy Policy explains what data we collect, how we use it, and your rights under UK data protection law.

If you have any questions, contact: dmrwlnsn@gmail.com

2. Information We Collect

Account Information

When you create an account, we collect:

• Email address
• Authentication data (via Supabase)

Notes & Content

We store:

• Notes you create
• Actions you define
• Associated metadata (timestamps, project selections, etc.)

Asana Integration

If you connect Asana via OAuth:

• We receive an access token from Asana
• We access only the projects and tasks you authorise
• We do not receive or store your Asana password

We only access the data required to create and update tasks on your behalf.

3. How We Use Your Data

We use your data solely to:

• Provide the ActaNote service
• Sync actions with Asana (if connected)
• Provide optional AI-powered features when you choose to use them
• Maintain your account
• Improve reliability and functionality

We do not:

• Sell your data
• Share your data for advertising
• Use tracking analytics
• Use your notes, actions, prompts, or AI outputs to train ActaNote AI models
• Automatically send your notes to an AI provider without you actively triggering an AI feature

4. Data Storage & Security

ActaNote is hosted using:

• Supabase (database & authentication)
• Vercel (application hosting)

Data is encrypted in transit using TLS.

We take reasonable technical measures to protect your information.

5. Data Retention

Your data is stored for as long as your account remains active.

You may delete your account at any time. When you do, your notes and associated data are permanently deleted.

6. Your Rights (UK GDPR)

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction
• Request deletion
• Object to processing
• Lodge a complaint with the ICO

To exercise your rights, contact: dmrwlnsn@gmail.com

7. Third-Party Services

ActaNote relies on:

• Supabase (authentication and database hosting)
• Vercel (application hosting)
• Asana (optional integration via OAuth)
• An AI provider (used only when you actively use an AI feature — see section 8 below)

Each provider operates under its own privacy policy.

8. Optional AI Features

ActaNote may provide optional AI-powered features, such as summarising notes, suggesting actions, generating Asana task drafts, and helping you interpret or structure note content.

AI features are only used when you choose to use them — for example by selecting an AI action or asking Acta AI a question. ActaNote does not automatically send your notes to an AI provider in the background.

When you use an AI feature, we may process the relevant note content, action content, prompts, metadata, and connected integration context needed to provide the requested output. This information may be sent securely to our AI provider so that it can generate the response.

We do not use your notes, actions, prompts, or AI outputs to train ActaNote AI models. Where we use third-party AI providers, we configure them so that customer data is not used to train their models unless we clearly state otherwise.

AI-generated outputs may be stored in ActaNote where needed to provide the feature — for example as suggested actions, summaries, or task drafts.

You should avoid adding highly sensitive personal information to notes unless it is necessary for your use of ActaNote.

9. Changes to This Policy

This policy may be updated as the service evolves. Material changes will be reflected by updating the “Last updated” date above.