Privacy Policy

1. Data Controller

The data controller responsible for the processing of your personal data is:

If you have any questions about this Privacy Policy or about how your personal data is processed, you may contact us using the contact details above.

2. About BetterNotes

BetterNotes is a digital platform designed to help users create, transform, organize, and interact with study materials and educational content, including through artificial intelligence tools. Depending on the available features, users may upload files, enter prompts or text, generate summaries, cheat sheets, long-form notes, practice exams, guided problem-solving content, and other derived materials.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

4. How We Collect Your Data

We may collect personal data directly from you when:

• you create an account;
• you sign in or authenticate;
• you complete your profile;
• you upload or submit documents or text;
• you interact with AI-powered features;
• you purchase or manage a subscription;
• you complete the onboarding process, including providing your phone number or redeeming a referral or promotional code;
• you publish or share content through the platform;
• you contact support or send us feedback;
• you browse the website and accept certain cookies or similar technologies.

We may also receive certain data from third-party service providers involved in authentication, payment processing, analytics, hosting, or infrastructure.

5. Purposes of Processing

We process personal data for the following purposes:

6. Legal Bases for Processing

We process your personal data on one or more of the following legal bases:

7. Processing of User Content

BetterNotes allows users to upload or submit materials for transformation, analysis, storage, or AI-assisted generation. By using these features, you acknowledge and agree that:

1. you are responsible for the content you upload, submit, or input into the platform;
2. you must have all necessary rights, permissions, and legal grounds to upload and use that content;
3. you must not upload unlawful, confidential, infringing, or unauthorized third-party content;
4. such content may be processed by third-party service providers acting on behalf of BETTERNOTES SL for the purpose of delivering the service.

If the materials you upload contain personal data of third parties, you are responsible for ensuring that you have a valid legal basis to disclose and process such data through the platform.

8. Use of Artificial Intelligence

BetterNotes uses artificial intelligence tools and third-party AI APIs to process user content and generate outputs. This means that prompts, uploaded text, document excerpts, and other submitted materials may be sent to external providers for the purpose of carrying out the requested functionality, such as summarization, structuring, classification, reformulation, explanation, problem solving, or content generation.

AI-generated outputs may contain errors, omissions, inaccurate statements, outdated information, or misleading conclusions. BetterNotes does not guarantee that AI-generated content is correct, complete, or suitable for any particular purpose without human review, especially in academic, scientific, technical, or educational contexts. Users should always review outputs carefully before relying on them.

9. Categories of Data Recipients

We may share personal data with third parties only where necessary for the operation of BetterNotes, to comply with the law, or where otherwise permitted. Recipients may include:

• hosting, storage, database, and infrastructure providers;
• authentication and identity providers;
• artificial intelligence and language model providers;
• payment and billing providers;
• analytics, communications, or support providers;
• legal, tax, accounting, or compliance advisors;
• public authorities, courts, regulators, or law enforcement bodies where required by law.

10. International Data Transfers

Some of our service providers may be located outside the European Economic Area. Because BetterNotes relies on international infrastructure and AI service providers, certain user inputs, prompts, document fragments, operational logs, or metadata may be processed outside the EEA, primarily in the United States. BETTERNOTES SL ensures that such transfers are protected by appropriate legal safeguards, such as Standard Contractual Clauses (SCCs) or the EU-U.S. Data Privacy Framework, to ensure an adequate level of data protection as required by the GDPR.

11. Service Providers and Processors

BetterNotes may use third-party providers to operate the platform. These providers may include, among others:

• Hosting & Infrastructure: Vercel Inc. (Frontend), Railway Corp. (Backend), and Google Cloud Platform
• Database & Authentication: Supabase (PostgreSQL database, storage, and auth)
• Artificial Intelligence: OpenAI, L.L.C.
• Payments & Billing: Stripe, Inc.

12. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected. As a general principle:

• account data is retained while your account remains active;
• profile data is retained while linked to your active account, unless modified or deleted;
• uploaded content and generated materials may be retained until deleted by the user, removed under our policies, or no longer needed for the service;
• support and operational communications may be retained for a reasonable period for support, security, and legal purposes;
• subscription, billing, and accounting records may be retained for the period required by applicable law;
• logs and technical records may be retained for a limited period necessary for diagnostics, abuse prevention, and security.

Specific retention periods:

• Account and profile data: retained while your account is active; deleted within 30 days of a verified account deletion request.
• Uploaded content and AI-generated materials: retained until deleted by you, or for up to 30 days after account deletion.
• Support and operational communications: up to 2 years from the date of the communication.
• Subscription, billing, and accounting records: 7 years, as required by applicable Spanish and EU accounting law.
• Technical logs and diagnostic data: up to 90 days.
• Cookies and session data: as set out in the Cookie Policy.

13. Children and Minors

Minimum age 16: BetterNotes is not intended for children under the age of 16. Users under 16 must not use the platform or provide personal data without the verified authorisation of their parents or legal guardians. If we become aware that a user is under 16, we will delete their account and associated data.

14. Security Measures

BETTERNOTES SL implements reasonable technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration, disclosure, or destruction. These measures may include access controls, role-based permissions, encryption in transit, authentication systems, secure infrastructure, monitoring, backups, and security review of providers.

However, no internet-based service can be guaranteed to be completely secure, and users should also take reasonable steps to protect their credentials and devices.

15. User Rights

Under applicable data protection law, you may have the right to:

• access your personal data;
• request correction of inaccurate data;
• request deletion of your personal data;
• request restriction of processing;
• object to certain processing;
• request portability of your data;
• withdraw consent at any time where processing is based on consent.

To exercise these rights, please contact us at: team@better-notes-ai.com

You may also lodge a complaint with the competent data protection authority if you believe your personal data has been processed unlawfully. In Spain, the competent authority is generally the Spanish Data Protection Agency (AEPD).

16. Cookies and Similar Technologies

BetterNotes may use cookies and similar technologies for technical, functional, analytical, personalization, and security purposes. Non-essential cookies will only be used where required consent has been obtained in accordance with applicable law. Further information about our use of cookies will be provided in our Cookie Policy.

17. Third-Party Login and External Services

If BetterNotes allows authentication through third-party services such as Google, Apple, GitHub, or similar providers, we may receive certain information necessary to identify you and enable login, depending on the permissions and settings applied to your account with that provider. Details of such third-party processing may also be governed by the privacy policies of those providers.

18. Public Content and Visibility Settings

Certain features of BetterNotes may allow users to publish documents, projects, notes, or profile elements so they can be viewed by others. If you choose to make content public:

• that content may become visible to other users or visitors;
• public profile information may be associated with your content;
• search and discovery features may display your content depending on platform settings;
• BETTERNOTES SL may continue to display such content until it is removed, unpublished, or otherwise restricted.

Default privacy setting for user content: [PENDING TO COMPLETE]