noteboardWho we are
ElowenWorks Technology provides Noteboard.ai, a visual workspace for notes, mind maps, moodboards, and work with AI. This policy covers personal information processed through our website, accounts, and workspace.
We operate from Malaysia.
For questions about this policy or a request about your information, email [email protected].
Information we collect
- Account information. Your name, email address, sign-in details, and session records. Passwords are stored as hashes. If you choose Google sign-in, we receive the account information needed to authenticate you.
- Your workspace. Board titles, notes, connections, layouts, uploaded files, images, source captures, transcripts, templates, storyboard frames, presentation sequences, personal folders and favorites, and saved board-history versions that you create or save.
- Collaboration. Invitations, membership and access roles, discussion messages, and live activity such as cursor positions and which card someone is editing. Collaborators can see the content and activity shared with them.
- AI and usage records. Requests, saved suggestions, source references, operation status, model and token usage, and credit charges or reservations.
- Billing information. Plan, subscription status, billing periods, payment-provider identifiers, and records needed to manage your subscription. Payment details are entered with Stripe; Noteboard.ai does not store your full payment-card number.
- Technical and support information. Information needed to serve requests and protect accounts, such as IP addresses, browser and session information, error records, and the information you send when asking for help.
Most information comes from you and your use of the service. We also receive information from collaborators you work with, account information from Google when you choose Google sign-in, subscription updates from Stripe, and results from the service providers used for your requests.
How we use information
We use information to create and authenticate accounts, save and display your work, provide collaboration and the AI features you use, deliver invitations, process subscriptions and credits, respond to support requests, and diagnose errors or abuse.
We also use records when needed to meet legal obligations, resolve billing disputes, and protect the service and its users. Where processing relies on your consent, you can withdraw that consent by contacting us. We handle processing and requests in accordance with the laws that apply.
What you choose to provide
Your name, email address, and sign-in credentials are required to create and use an account. If you do not provide the required account information, we cannot create or authenticate your account. Payment information is needed to purchase a paid subscription and is provided to Stripe.
You choose the content you add to boards and whether to use optional features such as uploads, sharing, voice recording, and AI. Without the information needed for a particular feature, we cannot provide that feature. For example, transcription needs audio, and sharing by invitation needs the recipient's email address. Declining an optional feature does not require you to stop manual board editing.
What is sent to AI services
When you use an AI action, Noteboard.ai sends the instruction and the eligible context needed for that action to the configured AI provider. Depending on your chosen scope, context can include selected or connected active notes, the board goal, active board-wide constraints, and relevant source excerpts. The context preview helps you review what will be included.
Parked and scrapped notes are excluded from ordinary board AI context. Their content remains saved in the workspace until deleted. A pending suggestion is not included as an active note until you keep it.
Discussion messages are stored separately from card content and are not included in ordinary board AI context.
When automatic relationship suggestions are available, connecting two cards may send their titles, text, and kinds to an AI service to suggest a relationship type. This is separate from the board-context preview.
AI image generation sends your image prompt. Transcription sends the audio needed for that request. Source-to-map generation sends the reviewed source text and selected passages. Ordinary attachment cards contribute their editable titles and notes to board context; merely attaching a file does not send all of its contents to a text model.
AI providers process requests under their own applicable terms and data-handling arrangements. Avoid including information you do not have permission to share with those services.
Services that help run Noteboard.ai
The providers involved depend on the features available and the ones you use:
- Hosting, database, and private file-storage services run the application and store your work. File storage can include Cloudflare R2.
- OpenAI or an OpenAI-compatible provider handles AI generation and transcription. Automatic connection labeling can use Vercel AI Gateway and the model provider it routes to.
- Brave Search supplies results for research requests. Queries are derived from the research context.
- Stripe processes paid subscriptions and billing management.
- Resend delivers invitation, verification, and password recovery emails, and Google authenticates accounts when Google sign-in is used.
Opening a third-party website or loading embedded media can also send information directly from your browser to that provider, under its own privacy policy. Your information may be processed in countries other than where you live. Contact us for information about the providers and processing locations used for your account.
Product analytics
When configured, PostHog measures page visits, signup steps, and completed product actions using a random identifier stored for the browser tab. We send the page category and limited campaign attribution. We do not enable session replay or automatic form capture, and do not send board content, email addresses, invitation links, or authentication tokens. Do Not Track and Global Privacy Control signals disable this analytics integration.
How long information is kept
We retain account and workspace information while needed to provide the service and maintain the work you save.
Moving a board to Trash removes it from the active workspace and keeps it recoverable by its owner for 30 days. The owner can restore it during that period, subject to plan capacity, or permanently delete it sooner. After the recovery period, the board can no longer be restored and is scheduled for permanent deletion.
Automatic board-history entries are available for 30 days. Named checkpoints, the initial baseline, and recovery versions remain with the board until it is permanently deleted. Parking or scrapping a card keeps its content and files for possible restoration.
Voice-note recordings used for the voice-note workflow are processed temporarily and are not retained by Noteboard.ai after processing; the reviewed transcript and saved board notes remain. Audio or video uploaded as a source import is different: the original and reviewed capture can remain with its board so source passages can be revisited.
Incomplete imports that are not attached to a board are scheduled for cleanup after seven days of inactivity. Files removed from the live database can take additional time to be removed from file storage. Deletion does not necessarily immediately remove backups or records needed for billing, security, disputes, or legal obligations.
Contact us to request account deletion or ask about the retention of a particular record. There is currently no self-service account-deletion control. We may need to verify the account before acting.
Protecting your information
Noteboard.ai uses authenticated access, board permissions, and private file delivery to restrict access to saved work. These controls do not make the service immune to every risk, and no online system can guarantee absolute security.
Use a strong password, protect your sign-in account, and only share invitation links with intended recipients. Report suspected unauthorized access through support.
Your choices and requests
You can choose what to put on boards, which boards to share, and when to use AI features. You can edit your notes, manage access to boards you own, and export saved boards as PNG or PDF.
Depending on the laws that apply to you, you may have rights to access, correct, delete, or receive a copy of personal information; restrict or object to certain uses; or withdraw consent. You may also have a right to complain to a relevant data-protection authority.
Email [email protected] to request access or correction, withdraw consent, or ask to limit processing. You can also ask us to stop direct marketing. Tell us which account the request concerns and what you would like us to do. Do not send a password or payment-card number. Requests may require identity verification and can be subject to legal exceptions. We will respond in accordance with applicable law. Withdrawing consent may mean we cannot continue a feature or service that depends on that processing.
Children
Noteboard.ai is intended for adults. If you believe a child has provided personal information through the service, contact us so we can investigate and take appropriate action.
Updates and contact
We may update this policy as the service or its data practices change. We will update the date on this page and provide additional notice when required by law. For questions or privacy requests, visit support.