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
• a pseudonymous 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 click event without a persistent visitor identifier 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.

Extension-Interest Events

Pressing an extension-install button sends one minimal first-party event to Video to Notes. The event has no persistent visitor identifier: 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, we process your email address, message and any name or subject you provide to answer your enquiry. For contractual enquiries the basis is Article 6(1)(b) GDPR; otherwise it is our legitimate interest in responding under Article 6(1)(f). Email delivery and storage involve Amazon Web Services for contact-form delivery, Cloudflare for incoming email routing, and Google Gmail for the support mailbox. We keep correspondence until the enquiry and follow-up are resolved, or longer where required for legal claims or statutory record keeping.

Legal Bases

Under Article 6(1)(b) GDPR, we process the content and account information needed to provide the service you request. Article 6(1)(f) covers our legitimate interests in security, abuse prevention, technical reliability and measuring extension demand. Article 6(1)(c) covers statutory record keeping. Optional Google Analytics requires consent under Article 6(1)(a) GDPR and § 25(1) TDDDG. Necessary device storage for requested functions is based on § 25(2) TDDDG.

You do not have to provide personal data by law. Without the data needed for a requested function, we cannot process that request, create an account or credit a purchase. You can decline analytics and still use the service.

Infrastructure Providers

Amazon Web Services processes hosting, sign-in, account, hour-pack, usage and operational data on our behalf. The backend is configured in Ireland; website delivery uses a global network. If you choose Google sign-in, Google also processes the login and supplies account details such as your email address. See AWS privacy information and Google privacy information.

Payments (Lemon Squeezy)

Lemon Squeezy handles checkout, payment, invoices and taxes as Merchant of Record and an independent controller. The seller is identified at checkout and on your receipt; its privacy policy applies. We receive order, product, customer/account and refund information to credit and manage your hours, but not 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 provider under your own Groq account. You supply your own Groq API key:

• 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

AWS, Google, email providers and Lemon Squeezy may process data outside the EU/EEA, including in the United States. An EU adequacy decision applies to eligible transfers, including transfers to participating US organizations under the EU–US Data Privacy Framework. Where no adequacy decision applies, the AWS and Google processing terms provide EU Standard Contractual Clauses. You can request a copy of the applicable safeguards from us. Direct Groq processing uses your own provider account and its terms.

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

Necessary browser storage holds your language preference, a pseudonymous guest identifier, usage information and work in progress. The website's secure sign-in cookies last up to 10 minutes for login setup, one hour for access and 30 days for keeping you signed in; signing out clears these cookies. The consent-choice cookie, v2t_analytics_consent, lasts up to 12 months. We do not set advertising cookies.

Only after you accept analytics do we load Google Analytics, provided by Google Ireland Limited, to measure website use. Google receives page addresses, referrers, interactions, device/browser details, cookie identifiers and the connection IP address; Google states that GA4 does not log or store individual IP addresses from EU, Swiss or UK visitors. Analytics cookies (_ga and _ga_*) normally last up to two years, subject to shorter browser limits. See Google's cookie information. You can withdraw consent through “Cookie settings”; earlier lawful processing is unaffected.

The Chrome extension stores input metadata, time ranges, processing state, a pseudonymous guest identifier, optional sign-in tokens, an optional Groq API key, and transcript and notes history in local extension storage. IndexedDB holds selected video, prepared audio and result caches so work can resume. Clear this data through the extension or browser controls, or remove the extension.

Data Retention

• Our backend processes content for your request; our backend never keeps audio, transcripts or notes at rest. This does not mean AI providers retain nothing: Google may temporarily log prompts and responses for security and abuse prevention under its terms. Direct Groq processing is subject to Groq's retention rules and your account settings.
• Backend operational logs are configured for 30 days. Short-term usage and request-reservation records expire after three days; daily usage history after 400 days. Rate-limit records expire after the applicable security window. Automatic database deletion may take additional time after expiry.
• Extension-interest click events expire after 90 days and are then automatically deleted. Aggregated statistics do not identify individual visitors.
• Account details, lifetime usage limits and non-expiring hour balances remain until no longer needed for the account or service relationship. Account deletion can be requested below. Purchase or support records needed for statutory retention or legal claims are retained for the applicable period and then deleted.
• Local browser data remains until cleared, replaced or expired as described above.

Controller & Contact

The controller is Ivan Gushchin, at the address in the Legal Notice. For privacy requests, contact support@video-to-notes.com.

Your Rights

Under the GDPR, you may request access, correction, erasure, restriction and data portability where the relevant conditions apply. You may object to processing based on legitimate interests on grounds relating to your situation, and withdraw consent at any time. You may complain to a supervisory authority, especially in the EU country where you live, work or where an alleged infringement occurred. We do not make decisions with legal or similarly significant effects on you solely through automated processing.

Deleting your data. Clear locally stored files, results and keys through your browser or extension controls. For account deletion and associated records, email support@video-to-notes.com. We may need information to verify your identity. Statutory retention and other lawful exceptions may limit deletion.

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.