Privacy Policy

Effective: February 20, 2025

When you use Revinote (revinote.com), we collect some personal information from you. This application has been designed to minimize the information collected while maintaining the functionality needed for our voice-to-text sales reporting service.

This Privacy Policy outlines the details of the information collected, how it's collected, and the purposes for which it is used. Revinote reserves the right to amend this Privacy Policy at any time. If we make changes to this policy, we will notify you by updating the date of this policy and posting a notice of such changes on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting the personal information we collect.

Your continued use of Revinote signifies your acceptance of the terms of this Privacy Policy.

Information Collected

Account Information

• When you register, Revinote collects a valid email address that you control, along with basic information needed to create your account.
• For processing payments, Revinote uses Stripe (stripe.com). Through Stripe's integration, we have access to: your name, email address, country, amount paid, and taxes paid on transactions.

Voice Recordings and Reports

• Voice recordings are processed through Twilio (twilio.com) for receiving the recordings
• Recordings are transcribed using speech-to-text model Whisper (via Azure OpenAI)
• Reports are created using AI models from Anthropic (anthropic.com)
• The content of recordings and reports is stored in your account and processed solely to provide our service

Note: None of the AI providers used by Revinote are using your data for training their models. Microsoft confirms that customer data is not used for training, retraining or improving Azure AI models. Additionally, Anthropic confirms that when using their models via API, your data is not used for training their models.

Technical Information

• Log Data: In case of errors, we collect data including IP addresses, device information, operating system version, app configuration, time and date of use, and other statistics
• Essential cookies are used for authentication and platform functionality
• Basic analytics are collected to monitor service quality and usage patterns

Use of Information

We use the collected information solely to:

• Provide and improve the Revinote service
• Process your payments
• Send service notifications and invoices
• Monitor and maintain service quality
• Prevent abuse of our service

Data Retention and Security

Voice Recordings

• Phone calls are securely received through Twilio's platform and converted to voice recordings
• Voice recordings are transcribed using Whisper. Whisper is an open-source speech recognition model developed by OpenAI. Revinote uses a secure deployment of Whisper in Microsoft Azure in the EU.
• After initial processing, we delete the voice recordings from Twilio's platform, although they might be retained by Twilio according to their own data retention policy. You can read more about Twilio's data retention policy here.
• All voice data is transmitted using industry-standard encryption

Reports and Account Data

• Generated reports remain in your account until you delete them
• Account information is retained while your account is active
• All data transmissions use SSL/TLS encryption

Data Access and Export

• You can request your data by emailing info@revinote.com
• Account deletion requests will be processed within 30 days

Tracking

• We use Vercel for hosting and web analytics. Vercel Web Analytics is designed with privacy in mind, collecting only anonymous, aggregated data without using cookies or storing personal identifiers.
• The analytics service doesn't track users across different websites or store IP addresses, ensuring compliance with privacy regulations while still providing essential insights about our service usage.

Special Considerations for Voice Recordings

Consent and Usage

• You are responsible for obtaining consent before recording conversations
• We recommend informing all parties about:
  • The recording of the conversation
  • The use of AI for report generation
• Recordings should not contain sensitive personal information

Processing and Storage

• Voice recordings are processed only for generating reports
• We do not use recordings for AI training
• Access to recordings is strictly limited to essential personnel

Service Providers

We use several third-party service providers to operate Revinote:

• Twilio: For receiving voice recordings (read their privacy policy)
• Whisper (via Azure OpenAI): For AI-powered speech-to-text transcription (more information here)
• Anthropic: For analysis of the transcribed recordings and report generation (more information here)
• Stripe: For payment processing (read their privacy policy)
• Vercel: For hosting and web analytics (read their privacy policy)

Each provider has their own privacy policy and security measures. We recommend reviewing their privacy policies for complete understanding.

Data Protection and Security

We implement appropriate technical and organizational measures to protect your data:

• Secure cloud storage with restricted access
• Strict access controls for our team members
• Continuous monitoring for potential security issues

User Data Rights and Control

As a business customer of Revinote, you have the right to:

• Access your company's data stored in our systems
• Request corrections to inaccurate data
• Delete your data and account
• Export your data in a machine-readable format

Company administrators can manage team member access through their dashboard. When an employee leaves your organization, it is your responsibility to remove their access through the admin panel.

Data requests can be sent to info@revinote.com. We aim to respond to all requests within 14 business days.

Data Processing Agreement

For business customers who require a Data Processing Agreement (DPA), we provide a standard DPA that covers:

• Roles and responsibilities
• Data handling procedures
• Security measures
• Confidentiality commitments

To request our standard DPA, please contact info@revinote.com.

Questions or Concerns

If you have any questions or concerns about this Privacy Policy, please contact us at info@revinote.com. We are committed to working with users to obtain a fair resolution of any complaint or concern about privacy.