Privacy Policy

1. Scope

This Privacy Policy applies to all Acloom services: Acloom Notes (the AI study app at acloom.com/notes), the free browser tools at acloom.com/tools (Image to Text, PDF Text Extractor, PDF Merge & Split, Study Timer, Timer & Stopwatch, and QR Code Generator), 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 and attribution data. We keep a limited first-party record of marketing source, medium, campaign, creative, keyword, optional referral code, referrer host and path, landing path, and funnel events. Advertising links may include an optional platform click identifier, which is kept only on restricted raw attribution events for up to 90 days. We never include referrer query strings, study content, Tutor messages, transcript text, uploaded file names, full IP addresses, or unnecessary identifiers in growth 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.
• If you accept analytics cookies, we collect aggregate pageview and feature-use events on the tool pages. Event data never includes file names or file contents.

For the Acloom website (blog, pricing, support pages): a first-party essential visitor identifier and limited source/campaign event are used to measure signup and paid-conversion attribution. Google Analytics and Microsoft Clarity load only after you accept analytics cookies. No uploaded file content is included.

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

Acloom does not use the content of your uploads, transcripts, notes, or Tutor messages to train its own general-purpose AI models. We use that content only to provide, secure, support, and maintain the services as described here.

4. Third-Party Services

To deliver Acloom Notes, we share data with a small set of service-provider categories. File processing in the free browser tools stays on your device. If you accept analytics, the tool page can still send aggregate usage events as described below.

• AI processing providers. We send the portions of recordings, resources, transcripts, prompts, and session context needed to perform a requested transcription, generation, or Tutor task. We use top available models and specialized services selected for the task. Provider handling is governed by our service arrangements and the provider's applicable business or API terms.
• 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. Google Analytics and Microsoft Clarity help us understand aggregate website and product usage. Their scripts load on the public website only after you accept analytics cookies.

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. If a paid subscription lapses, uploaded source files are retained for 30 days and generated transcripts, notes, study tools, and Tutor conversations remain accessible in read-only mode for 90 days. The free plan does not expire, so it does not start a grace period; exhausting its allowance limits new processing but does not remove anything you have already created.

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 7-day reversible period. You may also request immediate deletion. An explicit restore can cancel a user-requested schedule during the reversible period; signing in alone does not restore it.

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 refresh credential used to maintain your signed-in session. Short-lived access credentials are kept in application memory rather than browser storage.
• Essential first-party attribution cookie. A random, HTTP-only identifier containing no personal information. It connects an anonymous acquisition visit to a later signup and payment. Inactive anonymous identities are removed after 13 months.
• Analytics cookies. Measure page views and aggregate usage patterns. Analytics scripts load only when they are configured and you choose Accept in the cookie banner.

Individual growth events are retained for 25 months. After that, they are deleted or anonymized while aggregate source, campaign, and funnel statistics are preserved. Account deletion removes the customer identity link while anonymous aggregates remain.

We do not set advertising cookies or load retargeting or social-media pixels. Optional click identifiers supplied in an advertising link are not sent to Stripe, shown in reports, or exported to CSV, and are removed after 90 days.

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.
• Optional analytics choice. Reopen Cookie settings at the bottom of any page and choose Decline optional analytics. Google Analytics and Microsoft Clarity then remain disabled. The essential first-party attribution identifier described above continues to prevent duplicate visitor counting and connect signup and payment attribution.
• 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. Depending on the activity, our legal bases include performing our contract with you, protecting the service and our legitimate interests, complying with legal obligations, and your consent for optional analytics.

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. We aim to respond promptly and may need to verify your identity before completing a request.