Effective date: May 2025
ProperNotes (“we”, “our”, or “us”) provides a productivity tool that helps professionals organize client information using AI. This Privacy Policy explains how we collect, use, share, and protect your personal data when you use our website, web app, and associated services (the “Services”).
By using Proper, you agree to the practices described below.
1. 🔍 What Information We Collect
We collect the following types of information:
a. User Information
- Name, email address, password (hashed)
- Professional details (e.g. role, sector, use case)
- Subscription status and preferences
b. Client Information (Entered by User)
- Notes, to-dos, summaries, uploaded files
- Session details, personal data about third-party clients (optional, user-controlled)
c. Third-Party Account Data (e.g., Gmail, Google Drive)
If you choose to connect third-party services like Google:
- Email subject lines, timestamps, sender/recipient data
- File metadata and content from selected Google Drive files
- AI-generated summaries and parsed content (only from files/emails you authorize)
We only access data you explicitly grant us access to, and only for the purposes you choose.
Use of Google User Data
Proper Notes’ use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We do not use data obtained through Google Workspace APIs — such as Gmail, Google Drive, or Google Contacts — to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.
2. 🔐 How We Use Your Information
We use your data to:
- Create and manage client profiles/dossiers
- Provide AI-generated summaries, to-dos, and insights
- Sync with your calendar, email, or file storage (if authorized)
- Improve the product through anonymized analytics
- Respond to support requests and technical issues
3. 📤 Data Sharing and Third Parties
We do not sell or rent your data. We may share your information with:
- Cloud providers (e.g., AWS, Google Cloud) for secure storage and processing
- AI processing APIs (e.g., OpenAI or similar) for summaries or classification
- Analytics tools (anonymized usage data only)
We will never read, share, or analyze your personal files, emails, or client notes for any reason other than to provide the functionality you’ve requested.
4. 📁 Data Storage and Security
- Your data is stored in encrypted databases hosted in [insert region, e.g., the EU or US]
- Files and sensitive information are encrypted at rest and in transit
- Access is restricted via role-based permissions and access logs
We regularly monitor our systems for vulnerabilities and apply security patches.
5. ⏳ Data Retention
- Your data is retained as long as your account is active
- You can delete individual notes, clients, or your full account at any time
- Deleted data is permanently removed from live systems within 30 days (unless legally required to retain)
6. 🌍 GDPR and Global Compliance
If you are located in the EU, UK, or a jurisdiction with similar laws:
- You have the right to access, correct, or delete your data
- You can request a portable export of your data
- You can withdraw consent to third-party integrations at any time
To make a GDPR or data request, email: info@propernotes.com
7. 🔄 Third-Party Integrations
When connecting Gmail, Google Drive, or other third-party platforms:
- We use OAuth for secure authentication
- We only access data you explicitly authorize
- You can revoke access at any time via your account or Google’s permission dashboard
We do not access or store your full Gmail inbox, or scan your email content, unless explicitly authorized for specific folders or messages.
8. 👤 Children’s Privacy
Proper is not intended for users under the age of 18. We do not knowingly collect personal data from minors.
9. ✉️ Contact Information
If you have any questions or concerns about this Privacy Policy or your data, please contact:
Proper
Email: info@propernotes.com
Website: https://propernotes.com
10. 🛠️ Changes to This Policy
We may update this Privacy Policy from time to time. You’ll be notified via email or app notification when changes are significant. Continued use of the service after changes constitutes acceptance.