Privacy Policy

1. Introduction

ScribbleIQ (“we”, “our”, “us”) operates the ScribbleIQ platform at scribbleiq.ai. This Privacy Policy describes how we collect, use, store, and protect your information when you use our service.

By using ScribbleIQ, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, and company name. If you sign in via Google or Microsoft OAuth, we receive your name and email from those providers.

Meeting Notes & Extracted Data

When you submit meeting notes (typed text or uploaded images), we process them using AI to extract structured CRM data. Text notes are stored for your extraction history. Uploaded images are stored as thumbnails for reference. Extracted data (contacts, opportunities, activities) is stored in your account.

Context Profile Data

During onboarding, you may provide industry information, vendor/partner names, product names, and key contact names. This data is used solely to improve extraction accuracy for your account.

Accessibility Preferences

If you configure accessibility settings (such as high contrast mode, large text, voice input, or screen reader optimization), these preferences are stored in your account and used solely to customize your experience.

Usage Data

We collect information about how you use the service, including extraction counts, feature usage, and error logs. This data is used to improve the product and ensure reliability.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the ScribbleIQ service
• Process your meeting notes and extract CRM-ready data
• Enrich contact and company information using third-party data providers
• Improve extraction accuracy through your context profile
• Apply content safety measures including bias prevention and profanity filtering
• Customize the interface based on your accessibility preferences
• Send you service-related communications
• Monitor and analyze usage patterns to improve the product
• Detect, prevent, and address technical issues

4. AI Processing & Third-Party Services

ScribbleIQ uses the following third-party services to process your data:

Anthropic (Claude AI)

Your meeting notes are sent to Anthropic's Claude API for extraction. Anthropic's commercial API terms state that input data is not used for model training. Data is transmitted over TLS encryption.

ScribbleIQ Enrichment

Contact names and company names may be sent to third-party data enrichment providers for email lookup, title verification, and company information. This applies to Pro and Team plan users only.

Google Places API

Company names and location hints may be sent to Google's Places API to verify business information (address, phone number, website).

5. Automated Content Filtering

ScribbleIQ employs automated content filtering to promote professional and appropriate CRM data. This processing includes:

• Bias prevention: AI extraction is instructed to never infer or assume demographics, cultural associations, or personal attributes beyond what is explicitly stated in your notes
• Profiling protection: Contact names are extracted exactly as written and are never altered based on perceived cultural or ethnic patterns
• Profanity filtering: Profane, vulgar, or inappropriate language is automatically removed from extracted output before it is presented for your review
• Editorial stripping: Subjective opinions and personal commentary about contacts are removed, leaving only actionable business data

When content is filtered, the event is logged for platform integrity purposes. Filtered content logs are retained for a limited period and are not shared with third parties. These logs may be reviewed by ScribbleIQ administrators to improve filtering accuracy.

You acknowledge and consent to this automated processing as a condition of using ScribbleIQ.

6. Data Storage & Security

Your data is stored on servers managed by ScribbleIQ with the following protections:

• All data transmitted over HTTPS with TLS 1.3
• Database encryption for sensitive fields
• JWT-based authentication with short-lived access tokens
• Multi-factor authentication (TOTP) available for all accounts
• OAuth tokens for CRM connections stored encrypted
• Regular automated database backups

7. Data Retention

We retain your data for as long as your account is active. Extraction history is stored indefinitely unless you request deletion. Content filtering logs are retained for up to 90 days. You may delete individual extractions or your entire account at any time.

Upon account deletion, all associated data (extractions, context profiles, field mappings, CRM connections, accessibility settings, and content filtering logs) is permanently removed within 30 days.

8. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate personal data
• Request deletion of your personal data
• Export your extraction data
• Withdraw consent for data processing
• Object to data processing based on legitimate interests

To exercise any of these rights, contact us at privacy@scribbleiq.ai.

9. Cookies

ScribbleIQ uses only essential cookies and local storage for authentication (JWT tokens). We do not use tracking cookies, advertising cookies, or any third-party analytics cookies.

10. Children's Privacy

ScribbleIQ is not intended for use by anyone under the age of 16. We do not knowingly collect personal information from children under 16.

11. 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.

12. Contact Us

If you have questions about this Privacy Policy, contact us at:

ScribbleIQ
Email: privacy@scribbleiq.ai