This Privacy Policy explains how Iron Notes, LLC ("Iron Notes," "we," "us," or "our") collects, uses, and shares information when you use the Iron Notes mobile application and related services (the "Service"). By using the Service, you agree to the practices described here.
Who we are
Iron Notes is a call-recap tool built for people who work in the trades. The Service records work calls you choose to record and delivers you plain-language recaps summarizing what was discussed and what to follow up on. Iron Notes also includes an optional texting assistant that can read your connected Gmail, Google Calendar, and the Google Drive files you choose, answer your questions, and draft emails and calendar events for your approval.
Information we collect
Information you give us
- Account details — your name, email address, and phone number when you set up an account.
- Call audio — recordings of calls you choose to record through the Service.
- Protected contacts — contacts you mark as off-limits so the Service never records calls with them.
- Support messages — anything you send us when you contact support.
- Mobile number for assistant texts — if you sign up to text the Iron Notes assistant, your mobile number and a record of your consent. See "Text messages (SMS)" below.
- Connected Google account data — if you connect your Google account (Gmail, Google Calendar, and Google Drive files you pick). See "Google account data" below.
Information we generate
- Transcripts and recaps — text transcripts, summaries, action items, and reminders produced from your recorded calls.
Information collected automatically
- Device and usage data — device type, operating system version, app version, and basic usage information used to operate and improve the Service.
Payments
Paid subscriptions are processed by Stripe, Inc. through Stripe's secure checkout. We do not collect or store your payment card details; Stripe handles them under its own terms and privacy policy. We receive only what we need to manage your subscription, such as your plan, billing status, and the last four digits of your card.
How recording works, and your responsibility
You control what gets recorded. Nothing is recorded unless you choose to record it, and you can skip any call or mark contacts as protected. You are solely responsible for complying with all laws that apply to recording calls where you and the other party are located, including any requirement to notify or obtain consent from other parties. If you are unsure of the rules in your area, do not record until you have confirmed them.
How we use your information
- To record calls you choose to record and generate your recaps, action items, and reminders.
- To deliver recaps to you and provide the features of the Service.
- To provide customer support and respond to your requests.
- To maintain, secure, troubleshoot, and improve the Service.
- To detect and prevent fraud, abuse, and violations of our Terms.
- To comply with legal obligations.
The Service filters out content that isn't relevant to your work — side conversations and sensitive or off-topic material — and aims to report only what matters for the job. We do not sell your personal information, and we do not use the content of your calls to serve you advertising.
Service providers and sharing
We share information only as needed to run the Service:
- AI processing providers — call audio is transcribed by AssemblyAI, Inc., and transcripts are processed by Anthropic, PBC (Claude) to generate your recaps, action items, and reminders. We obtain your explicit consent in the app before any call audio or transcript is transmitted to these providers. They process your data solely to deliver your recaps and are contractually prohibited from using it to train their models.
- AI processing for the texting assistant — when you ask the assistant a question or for a draft, the relevant email, calendar, or Drive content is sent to Anthropic, PBC (Claude) to generate the answer or draft. Anthropic processes it only to return that result to you and is contractually prohibited from using it to train its models.
- Payment processing — Stripe, Inc. processes subscription payments.
- Cloud hosting and storage providers — to store and secure your data.
- Email and communications providers — to send you account emails and deliver assistant text messages.
- Legal and safety — where required by law, or to protect the rights, safety, and property of Iron Notes, our users, or others.
- Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.
We do not sell your personal information to third parties.
Text messages (SMS)
If you sign up to text the Iron Notes assistant, we collect your mobile phone number and a record of your consent: when you agreed, what you agreed to, and the device you used. We use your number only to send you the messages you signed up for: answers to your questions, reminders you set, and a daily summary.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support of our services, such as our text message provider, is permitted. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
You can stop texts at any time by replying STOP. Reply HELP for help. Message frequency varies, and message and data rates may apply. See our SMS Terms.
Google account data (Gmail, Google Calendar, and Google Drive)
If you connect your Google account, Iron Notes can access:
- Gmail (read) — to answer your questions about your own email and to build your morning summary.
- Gmail (drafts and send) — to write draft emails for you and to send an email only after you review the draft and reply YES.
- Google Calendar (events) — to answer questions about your schedule and to add or change an event only after you reply YES.
- Google Drive (only files you pick) — when you choose a file with the Google file picker, Iron Notes can open that file to answer your question. It cannot see any other files in your Drive.
We use this data only to provide these features to you. We do not sell it, use it for advertising, or use it to train any AI models, including general-purpose models. To answer your request, the relevant content is sent to our AI provider, Anthropic, as described above, and to no one else except as required by law. People at Iron Notes do not read it, except with your permission, to investigate a security issue, or when the law requires it. Email, calendar, and Drive content is processed to answer your request and is not kept beyond what's needed to do that.
Iron Notes' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
You can disconnect Google at any time from your Google Account permissions page or by emailing hello@ironnotes.io. When you disconnect, we delete the access tokens we hold.
Data retention
We keep your call recordings, transcripts, and recaps for up to 24 months. After that, the audio and the transcript are both permanently deleted. You can request that we delete your data at any time, and we delete account data after your account is closed, except where we are required to retain it by law.
Your rights and choices
You can, at any time:
- Access and export a copy of your recordings and recaps.
- Delete your account and data. You can delete your account from within the app, or email us at hello@ironnotes.io from the address on your account and we will delete your data and confirm when it's done.
- Correct inaccurate account information.
You can also withdraw your consent at any time, for example by disconnecting Google, replying STOP to texts, or deleting your account. Depending on where you live, you may have additional rights under laws such as Canada's PIPEDA, Quebec's Law 25, or applicable U.S. state privacy laws. To exercise any right, contact us at hello@ironnotes.io.
Security
We use reasonable technical and organizational measures to protect your information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your data and to promptly address issues if they arise.
Children
The Service is a business tool intended for adults and is not directed to anyone under 18. We do not knowingly collect information from children. If you believe a minor has provided us information, contact us and we will delete it.
International users
Iron Notes and its service providers store and process information in the United States. If you live in Canada or elsewhere outside the United States, your information will be transferred to and processed in the United States. By using the Service, you understand your information may be transferred to and processed in these locations, which may have different data-protection rules than your own.
Changes to this Policy
We may update this Policy from time to time. When we do, we'll revise the "Last updated" date above and, for significant changes, provide additional notice within the app or by email.
Contact us
Questions about this Policy or your data? Email us at hello@ironnotes.io.