Privacy Policy - Casenote

1. Who we are

Casenote is operated by Nevin Solutions (organisation number 936682960), located at Schøningsdal 3, 7020 Trondheim, Norway. We are the data controller for the personal data processed through this service.

For privacy-related questions or data requests, contact us at hello@casenote.io.

2. What data we collect

We collect the following categories of data when you use Casenote:

Account information — your name and email address, collected when you create an account via Clerk.
Session audio — audio recorded during sessions is transmitted to our transcription provider and is not stored after transcription is complete.
Transcriptions — the text output from your session recordings, stored in your account.
Session notes — AI-generated notes and any edits you make to them.
Note templates — custom templates you create.
Usage preferences — settings such as your default language and microphone selection.
Analytics data — anonymised page view and performance data collected by Vercel Analytics.

3. How we use your data

To provide and operate the Casenote service
To transcribe session audio and generate structured notes
To authenticate your account and manage your subscription
To improve the performance and reliability of the service
To respond to your support requests

We process your data on the legal basis of contract performance (Article 6(1)(b) GDPR) and, where applicable, legitimate interests (Article 6(1)(f) GDPR).

4. Third-party services

We use the following third-party services to operate Casenote. Each acts as a data processor on our behalf:

Clerk — authentication, account management, and subscription billing.
Convex — database storage for your notes, transcriptions, and templates. Data is stored in EU-based infrastructure.
Deepgram — speech-to-text transcription. Audio is sent to Deepgram for processing and is not retained after transcription.
Anthropic — AI note generation. Session transcriptions and context are sent to Anthropic's Claude API to generate structured notes.
Vercel — hosting, analytics, and performance monitoring.

Your data is never sold or shared with third parties for advertising or marketing purposes.

5. AI and your data

Session transcriptions and context are processed by Anthropic's Claude API to generate your notes. Your data is not used to train AI models by Anthropic or by us. We have no-training data agreements in place with our AI providers.

6. Data storage and security

Your data is stored in EU-based cloud infrastructure. All data is encrypted in transit (TLS) and at rest. Access to your data is authenticated and restricted to your account. We apply technical and organisational measures appropriate to the sensitivity of the data we handle.

7. Data retention

Your notes, transcriptions, and templates are retained for as long as your account is active. When you delete your account, your data is deleted from our systems. Audio recordings are not stored after transcription is complete.

8. Your rights (GDPR)

If you are located in the EU or EEA, you have the following rights regarding your personal data:

The right to access your data
The right to correct inaccurate data
The right to delete your data
The right to restrict or object to processing
The right to data portability
The right to withdraw consent where processing is based on consent

To exercise any of these rights, contact us at hello@casenote.io. You also have the right to lodge a complaint with your national data protection authority.

9. Cookies

Casenote uses cookies for authentication and session management (via Clerk) and anonymised analytics (via Vercel). We do not use advertising or tracking cookies.

10. Changes to this policy

We may update this policy from time to time. If we make significant changes, we will notify you by email or through the application. Continued use of Casenote after changes are posted constitutes your acceptance of the updated policy.

11. Contact

Nevin Solutions
Schøningsdal 3, 7020 Trondheim, Norway
Organisation number: 936682960
hello@casenote.io