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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.

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Terms of Service

Last updated: July 12, 2026

Acceptance of Terms

By accessing or using the RoomNote mobile application, web application, and related services ("the App"), you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the App.

Description of Service

RoomNote is a B2B SaaS application for showroom consultants and similar professionals. It provides real-time voice capture, AI-assisted product and catalog resolution that turns spoken notes into quote-ready line items, AI-generated room visualizations from photos, and tools for creating notes and tasks. Capture-session audio is transcribed in real time and is not stored.

AI-Generated Content

RoomNote uses artificial intelligence to produce product matches, quotes, pricing, availability information, transcripts, and room visualizations. This AI-generated content may be inaccurate, incomplete, or outdated. It is provided "as is," is not professional advice, and should not be relied upon as such. You are responsible for independently verifying all pricing, availability, product specifications, and other details before relying on them or presenting them to a client.

Accounts & Access

• You must provide accurate information when creating an account.
• You are responsible for maintaining the security of your account credentials.
• Manager accounts can invite and manage consultant accounts within their showroom.
• We reserve the right to suspend or terminate accounts that violate these terms.

Subscriptions & Payment

• RoomNote is offered on a monthly subscription basis.
• Payment is processed through Stripe. You agree to Stripe's terms of service for payment processing.
• Subscriptions auto-renew unless cancelled before the billing date.
• Refunds are handled on a case-by-case basis. Contact us within 7 days of a charge for refund requests.

Your Data

• You retain ownership of all data you input into RoomNote, including client information, transcripts, photos, and project notes.
• You grant us a limited license to process your data as necessary to provide the service, including real-time transcription, AI text and product processing, and AI image generation.
• You are responsible for notifying and obtaining any legally required consent from other individuals — such as clients — whose voice or image may be captured, recorded, or streamed to a third party during a capture session, before using those features around them.
• Photos you submit for room visualizations are sent to and processed by a third-party provider (OpenAI) to generate those visualizations.
• Capture-session audio is not retained by us; it is streamed to a third party (OpenAI) for real-time transcription, which may hold it briefly for abuse monitoring before deletion. Project data (notes, transcripts, tasks, metadata) and uploaded project-plan PDFs are retained while your account is active.

Acceptable Use

You agree not to:

• Use the App for any unlawful purpose
• Share your account credentials with unauthorized individuals
• Attempt to reverse-engineer or compromise the App's security
• Use the App to store sensitive financial data (credit card numbers, SSNs, etc.)

Service Availability

We strive for high availability but do not guarantee uninterrupted service. AI processing times may vary. We are not liable for delays in transcription, AI processing, or temporary service outages.

Limitation of Liability

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ROOMNOTE LABS LLC, ITS OWNERS, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL. IN NO EVENT SHALL THE TOTAL AGGREGATE LIABILITY OF ROOMNOTE LABS LLC EXCEED THE LESSER OF THE AMOUNT PAID IN THE THREE MONTHS PRECEDING THE CLAIM OR ONE HUNDRED DOLLARS ($100). ROOMNOTE LABS LLC SHALL NOT BE HELD FINANCIALLY RESPONSIBLE FOR ANY DAMAGES ARISING FROM RELIANCE ON AI-GENERATED CONTENT, INACCURACIES IN TRANSCRIPTIONS, DATA LOSS, OR SERVICE INTERRUPTIONS. YOU USE THE SERVICE AT YOUR OWN RISK.

Changes to Terms

We may update these Terms from time to time. Continued use of the App after changes constitutes acceptance of the updated Terms.

Contact

Questions about these Terms? Contact us at info@roomnoteapp.com.