Privacy Policy

1. Scope

This Privacy Policy applies to all Acloom services: Acloom Notes (the AI study app at acloom.com/app), the free browser tools at acloom.com/tools (currently Image to Text, PDF Text Extractor, Study Timer, and PDF Merge & Split), the Acloom website at acloom.com (including the blog and informational pages), and any future products or services we release. Where this document says “the services,” it means all of the above.

2. Information We Collect

For Acloom Notes (account-based features):

• Account information. When you sign in with Google, we receive your name, email address, and profile picture. We do not receive or store your Google password.
• Audio & video files. Media you upload for transcription is stored securely on cloud infrastructure with server-side encryption.
• Generated content. Transcriptions, notes, flashcards, quizzes, and related metadata are stored in our encrypted database.
• Usage data. We track which features you use to improve the service. Your audio and notes content is never included in analytics.

For the free browser tools:

• Files you process with the free tools are never uploaded to our servers. The tools run entirely in your browser using WebAssembly and JavaScript.
• We don't see, store, or have access to the contents of the files you process.
• We collect anonymous, aggregated pageview and feature-use analytics on the tool pages themselves, same as the rest of the marketing website.

For the Acloom website (blog, pricing, support pages): we collect anonymous, aggregated pageview and referrer analytics so we can understand which content is useful. No personal information is collected from website visitors unless you explicitly submit it (e.g., via the contact form).

3. How We Use Your Information

• To provide Acloom Notes: transcribe audio, generate notes, and store your files
• To authenticate your identity and manage your account
• To process payments securely through our payment provider
• To send transactional emails (welcome, payment confirmations, subscription notifications, security alerts)
• To enforce usage limits on your plan
• To detect and prevent abuse, fraud, and unauthorized access
• To improve the service through aggregated, anonymized usage analytics

We do not use the content of your uploads, transcripts, or notes to train AI models.

4. Third-Party Services

To deliver Acloom Notes, we share data with a small set of service-provider categories. The free browser tools do not use any of them. Everything in those tools happens on your device.

• AI Providers. Audio and processing prompts are sent to our transcription and note-generation providers. We review their data-handling commitments (no training on customer data, deletion guarantees) before adopting them.
• Cloud Infrastructure. Audio files and database are hosted on a major US-region cloud provider with industry-standard encryption.
• Payment Provider. Processes payments securely. We never see or store your credit card details.
• Authentication. Handles sign-in via your Google account.
• Transactional Email. Delivers account, billing, and security emails.
• Analytics. Aggregated, anonymized website and product usage analytics (only loaded when the site is configured for it).

We do not sell or rent your personal information.

5. Data Storage & Security

• Audio & video files are stored with server-side encryption at rest
• Database is encrypted at rest and in transit
• All connections use HTTPS/TLS
• Authentication tokens are hashed before storage
• We do not store your Google password or payment card details
• Application secrets are stored only in our deployment environment, never in source code

6. Data Retention

Your files and notes are retained as long as your account is active. After subscription cancellation or trial expiry, your data remains accessible in read-only mode during a 30-day grace period.

You may delete your account at any time from your account settings. Upon deletion, any active subscriptions are cancelled and your data is scheduled for permanent removal after a 30-day retention period. This action cannot be undone.

Legal hold exception. If your account is subject to a legal request such as a subpoena, court order, DMCA counter-notice, or an active chargeback or fraud investigation, we are required to preserve the associated data until the matter is resolved. Automated deletion is paused for the duration of the hold and resumes once the hold is released. We do not use held data for any other purpose.

7. Cookies

We use minimal cookies:

• Authentication cookie. A secure, HTTP-only cookie containing your session token. Required to use Acloom Notes.
• Analytics cookies. Track page views and usage patterns (anonymized). Only loaded when analytics is configured for the deployment.

We do not use advertising cookies, retargeting pixels, or social-media trackers.

8. Your Rights

You have the right to:

• Access. View all data associated with your account.
• Export. Download your transcriptions and notes as PDF, Markdown, DOCX, or SRT from any session.
• Delete. Request permanent deletion of your account and all associated data.
• Opt out. Disable analytics tracking via your browser settings.
• Correct / restrict / object. Contact support@acloom.com for any other privacy request, including GDPR / CCPA rights if you're in a jurisdiction that grants them.

9. Children's Privacy

Acloom services are intended for users aged 13 and older (16 and older in the European Economic Area). We do not knowingly collect personal information from children below those ages. If you believe a child has provided us with personal information, please contact us and we will delete it.

10. GDPR (EU Users)

If you are located in the European Union, you have additional rights under GDPR including the right to data portability, the right to restrict processing, and the right to lodge a complaint with a supervisory authority. Our legal basis for processing is consent (account creation) and contract performance (providing the services).

11. CCPA (California Users)

California residents have the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell your personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We'll update the “Last updated” date above and, for material changes, send a notice to your account email. Continued use of the services after the effective date of the update constitutes acceptance.

13. Contact

For privacy-related questions or data requests, contact us at support@acloom.com and a real human will respond.