Privacy Policy

Last updated: July 12, 2026

Overview

RoomNote ("we", "us", "our") operates the RoomNote mobile application. This page informs you of our policies regarding the collection, use, and disclosure of personal information when you use our app.

Information We Collect

We collect the following types of information:

Account Information: Name, email address, and password when you create an account.
Client Project Data: Client names, addresses, phone numbers, email addresses, and contractor information that you enter into projects.
Audio (Capture Sessions): During in-app capture sessions, audio is recorded in real time and streamed to OpenAI for live transcription. The raw audio is not stored or retained by us — only the resulting text transcripts and structured project data are saved.
Photos and Images: Photos you capture or select for AI room visualizations.
Handwritten Notes: Notes you write with Apple Pencil, which are transcribed to text on-device using Apple's Vision framework and are not sent to any third party for that handwriting recognition.
Tasks and Personal Notes: Tasks and personal notes you create in the app.
Usage Data: Basic app usage analytics to help us improve the product.

Because capture sessions record in real time, they may also pick up ambient audio, including the voices of other people present. This audio is streamed to OpenAI for transcription along with your own.

How We Use Your Information

To provide and maintain the RoomNote service
To transcribe capture-session audio into text notes in real time using third-party AI services
To generate AI room visualizations from photos you provide
To enable team collaboration features (managers viewing consultant projects)
To send service-related communications (invite emails, account notifications)
To improve our app and develop new features

Third-Party Services

We use the following third-party services to operate RoomNote:

Supabase: Database hosting, authentication, and file storage
OpenAI: Real-time audio transcription, AI text processing, and AI image generation for room visualizations.
Anthropic: AI text and product processing (Claude API).
Stripe: Payment processing for subscriptions
Resend: Transactional email delivery

Audio from capture sessions is streamed to OpenAI in real time for transcription and is not retained by us. Photos you submit for room visualizations are sent to OpenAI for image generation. Certain text data is processed by Anthropic. OpenAI and Anthropic process this data under their respective API and commercial terms. We do not enroll in any program that would allow them to train their models on your data, and OpenAI retains API inputs only briefly for abuse monitoring before deletion. [TODO: verify against current OpenAI and Anthropic API terms.]

On-Device Processing

Handwriting recognition for Apple Pencil notes runs entirely on your device using Apple's Vision framework. That handwritten content is not transmitted to us or to any third party for optical character recognition (OCR).

Data Retention

Capture-session audio is not retained. It is streamed to OpenAI for real-time transcription and then discarded; only the resulting text transcripts and structured project data are saved.
Project data — including notes, transcripts, tasks, and metadata — is retained while your subscription is active.
Uploaded project-plan PDFs are stored while your subscription is active.
If you cancel your subscription, all data is preserved for 30 days before deletion.

Data Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, role-based access control, and secure authentication. Only authorized team members (managers) can access consultant project data within the same showroom account.

Your Rights

You have the right to access, correct, or delete your personal data. To exercise these rights, contact us at info@roomnoteapp.com.

Children's Privacy

RoomNote is a business application not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have questions about this Privacy Policy, please contact us at info@roomnoteapp.com.