Privacy Policy

Information We Collect

• when you use the transcription and notes tools: the audio extracted from the video you choose — your video is read and the audio is extracted in your browser, and only the compressed audio is sent, along with basic details such as the file name, duration, and the time range you selected, to be transcribed and turned into notes; your original video file is never uploaded, and we do not store the audio, transcript, or notes on our servers
• when you use the Chrome extension on a YouTube video: the video's address and title and its publicly available transcript, which are used to generate the notes you request; no audio is uploaded for YouTube videos, and we do not store the transcript or notes on our servers; the extension may retain them locally in your browser until you clear its data
• an anonymous device identifier kept in your browser's local storage to apply usage limits and for basic abuse prevention
• basic operational logs such as timestamps, error details, and technical request metadata, and the IP address of your requests, which we use for rate limiting and abuse prevention
• technical diagnostics about AI requests, which never include your audio, transcripts, or notes
• when you press an extension-install button: a minimal anonymous click event with the page, its language, the button placement, timestamps, the referring site's hostname when available, and any marketing campaign parameters (such as utm_source, utm_medium, utm_campaign) present in the page's address; we do not store an IP address, account identifier, browser identifier, or user-agent string with this event
• if you create an account or sign in: the email address you register with and account identifiers, processed through Amazon Cognito
• if you buy a PRO hour pack: order and receipt identifiers, the product purchased, and your hour balance and usage records, so we can credit and meter your hours; payment details such as card numbers are collected by Lemon Squeezy, not by us (see Payments below)

You can use the core notes tool without an account and without providing your name, email, or payment details.

Local-Only Tools

The website also offers utility tools that run entirely in your browser: the video converter, video compressor, video trimmer, mute-video tool, GIF maker, frame extractor, audio extractor, and audio converter. Files you open in these tools are processed on your device and are never uploaded — nothing you open there is sent to our servers or to any AI provider. Only the transcription and notes tools send audio for processing as described in this policy.

How We Use Your Information

• to transcribe the audio you upload into text
• to generate a summary, key points, timeline, and related notes from that transcript or from a YouTube video's public transcript
• to enforce usage limits, prevent abuse, and keep the service reliable
• to debug failures, measure reliability, and maintain operational logs
• to measure interest in the upcoming Chrome extension and understand which website pages and prompts lead visitors to request it
• to comply with legal and record-keeping obligations

Extension-Interest Events

Pressing an extension-install button sends one minimal first-party event to Video to Notes. The event is anonymous: it is not saved in a cookie or local storage and is not used to recognize you across visits.

These events are aggregated so we can count requests and compare pages, languages, and button placements. The aggregate report does not contain account identifiers, IP addresses, user-agent strings, query strings, or page fragments.

Contact Form

When you contact us through our contact form, we process the email address you provide and the content of your message (and any name or subject you add) solely to receive and respond to your request. The legal basis is Article 6(1)(b) and 6(1)(f) GDPR — handling your enquiry and our legitimate interest in responding. Your message is delivered to our support inbox by email through our infrastructure provider Amazon Web Services (Amazon SES), and we keep it only as long as needed to handle your request and any follow-up, after which it is deleted.

Legal Bases

Where data-protection law requires a legal basis, we process information needed to provide the service you request for performance of a contract or steps at your request. We process narrowly scoped operational diagnostics, abuse-prevention data, and extension-interest events for our legitimate interests in securing and improving the service, measuring demand, and deciding where to make the extension available. We process information to meet legal obligations where applicable. You may object to processing based on legitimate interests by contacting us.

Infrastructure Providers

Amazon Web Services hosts the Video to Notes website and API and stores account, hour-pack, usage, and operational records on our behalf, including Amazon Cognito for sign-in. We do not authorize these providers to use this data for advertising or to build profiles of visitors.

Payments (Lemon Squeezy)

Paid hour packs are sold through our payment provider and Merchant of Record, Lemon Squeezy, LLC, which handles checkout, payment, invoicing, and taxes as an independent controller under its own privacy policy. From Lemon Squeezy we receive order confirmation data — such as the order identifier, the product purchased, and the account it belongs to — to credit your hours. We never receive or store your full payment card details.

Third-Party AI Services (Google Gemini)

Video to Notes uses Google Gemini to transcribe your audio and turn transcripts into notes — this covers the website's transcription and notes tools as well as the extension's hosted modes. The uploaded audio (or, for YouTube videos, the public transcript), basic details such as the file name or video title, and our instructions are sent to Google's servers for AI processing as part of delivering the result you request.

• Google terms apply: data sent to Gemini is subject to the Gemini API Additional Terms and Google Privacy Policy.
• Processing only: we use Gemini to generate the notes you request, not to train our own models.

Bring-Your-Own-Key Mode (Groq)

The Video to Notes Chrome extension also offers a bring-your-own-key mode that uses Groq, Inc. (groq.com) as an AI sub-processor in parallel to Google Gemini. In this mode you supply your own Groq API key, and the data flow is different:

• Your key stays on your device: the Groq API key you enter is stored only in your browser's local extension storage. It is never sent to our backend, never synced to other devices, and never logged.
• Audio goes straight to Groq: in this mode the compressed audio is sent directly from your browser to Groq using your own key — it does not transit our backend, and neither the audio, the transcript, nor the notes pass through or are stored on our servers.
• Groq terms apply: data you send to Groq with your own key is subject to Groq's terms and Groq's privacy policy, and to the account you hold directly with Groq.
• Processing only: Groq is used to transcribe your audio and turn the transcript into the notes you request.

International Data Transfers

Some of the providers above process data outside the EU/EEA, in particular in the United States (for example Google, Groq, and Lemon Squeezy). Where personal data is transferred to a country without an EU adequacy decision, we rely on recognized safeguards such as the EU-U.S. Data Privacy Framework or the European Commission's Standard Contractual Clauses, as applicable to the provider concerned. In the bring-your-own-key mode, you send audio to Groq directly under your own Groq account and its terms.

AI-Generated Output

AI-assisted notes can make mistakes. Summaries, key points, and timelines may contain incorrect, missing, or misread information. Review the notes and the transcript before relying on them for anything important.

What We Do Not Do

• we do not sell or transfer user data to third parties except for the approved uses described in this policy that are necessary to provide the service, comply with law, or protect against abuse
• we do not use or transfer user data for purposes unrelated to Video to Notes' single purpose
• we do not use or transfer user data to determine creditworthiness or for lending purposes
• we do not use user data for personalized advertising or build browsing profiles

Local Storage and Cookies

The site keeps a small anonymous identifier and a per-day usage count in your browser's local storage to apply usage limits. The site does not set advertising or cross-site tracking cookies. Extension-interest clicks are sent as first-party events without setting a cookie, reading the site's anonymous device identifier, or adding anything to local storage. Optional analytics cookies (Google Analytics) are strictly opt-in: nothing is set unless you accept them in the cookie banner, and you can change your choice at any time via the “Cookie settings” button. Your decision itself is stored for up to 12 months in a first-party consent cookie (v2t_analytics_consent).

The Chrome extension stores selected input metadata and time ranges, processing state, an anonymous guest identifier, optional sign-in tokens, an optional Groq API key, and transcript and notes history in local extension storage. It also uses IndexedDB for the selected local video, prepared audio, transcript caches, and final results so work can resume after the side panel closes. This on-device data remains until you clear the extension's data or remove the extension.

Data Retention

• We do not store your audio, transcripts, or notes on our servers. Your audio, or the video's transcript, is sent to Google Gemini for AI processing only to produce the result you ask for (see Third-Party AI Services above, which governs that transfer); our backend never keeps the audio, transcript, or notes at rest, and the transcript and notes are assembled in your browser.
• Operational logs (timestamps, error details, and technical metadata — never audio, transcript, or notes content) are kept only as long as needed for security, troubleshooting, and reliability; abuse-prevention records expire automatically after a short time.
• Extension-interest click events are automatically deleted after 90 days.
• Account, hour-pack, and usage records are kept while your account exists and are deleted when your account is deleted, except where purchase-related records must be kept longer under statutory retention obligations (for example tax law).
• Local-storage data stays in your browser until you clear it.

Controller & Contact

The controller responsible for the processing described in this policy is Ivan Gushchin, reachable at the postal address stated in the Legal Notice. For privacy, access, deletion, or other requests, contact us at support@video-to-notes.com. These details are published solely to fulfil our statutory information duties. Their use by third parties for unsolicited advertising, and any automated reading, copying, or extraction of them, is not permitted.

Your Rights

Depending on applicable law, you may have rights to access, correct, delete, restrict, or object to processing of your personal data, to receive a copy of data you provided in a portable format, and to lodge a complaint with a data protection authority. To exercise any of these rights, email support@video-to-notes.com.

Deleting your data. Much of the data stays under your own control: the audio, transcript, and notes are never stored on our servers, and the anonymous device identifier, per-day usage count, and any Groq API key live in your browser's local storage, which you can clear at any time. If you have signed in, you can ask us to delete your account and the usage records associated with it by emailing support@video-to-notes.com from, or quoting, the email on your account. Some operational logs may be retained where we are required to keep them by law.

Children

Video to Notes is not directed to children and is intended for users who are at least 18 years old, consistent with the Gemini API terms.

Changes to this Policy

We may update this policy as the product, providers, or laws change. Material changes will be reflected on this page with an updated date.