PRIVACY POLICY

Effective Date: 8/12/2025 | Last Updated: 8/12/2025

1. INTRODUCTION

Notewave (“Company,” “we,” “us,” or “our”) is committed to respecting your privacy and safeguarding the personal information you share with us when you use our website, subdomains, mobile applications, and any related online services (collectively, the “Services”). This Privacy Policy describes how we collect, use, disclose, and protect your personal data, as well as the rights you may have regarding your information.

This Privacy Policy is intended to be as comprehensive and detailed as possible to help ensure compliance with applicable privacy laws, including the United Kingdom's Data Protection Act 2018 and the UK GDPR where relevant. However, no policy can foresee every possible scenario, and we encourage you to contact us at contact@notewave.ai should you have any questions or concerns.

By accessing or using our Services, or by otherwise providing personal information to us, you consent to the collection, use, disclosure, and handling of your personal information as described in this Privacy Policy and agree to be bound by its terms. If you do not agree with these terms, please do not use the Services.

2. SCOPE OF THIS PRIVACY POLICY

Applicability: This Privacy Policy applies to personal information we collect through the Services, as well as through any related online or offline interactions (such as emails, customer support, or events) that reference or link to this policy.

Third-Party Links & Services: Our Services may include links to third-party websites or integrate with third-party tools. While we strive to work with reputable partners, these third parties have their own privacy practices, and we do not control or assume responsibility for their actions, privacy policies, or content. We encourage you to review the privacy policies of any third-party websites or services you visit.

3. DEFINITIONS

"Personal Information" / "Personal Data": Any information about an identifiable individual, or information that could reasonably be used to identify an individual, either on its own or when combined with other data.

"Processing": Any operation performed on personal data, such as collection, storage, use, disclosure, or deletion.

"You" / "User": An individual who accesses or uses our Services.

4. INFORMATION WE COLLECT

We may collect various types of information, including but not limited to:

A. Information You Provide Directly

• Account Registration: When you create an account, we may collect your name, email address, username, password, and other registration details.
• Profile Information: You may choose to provide additional profile details, such as a profile photo.
• Communications: If you contact us (e.g., email, chat, or support forms), we may collect information in that interaction.
• Study Materials / User Content: When you upload or submit study materials (PDF, text, images, audio, or video links), we process this content to provide Services such as generating notes, flashcards, and quizzes. Users may provide PDFs, YouTube links, or audio recordings. Original files are used transiently for content generation and are not stored on our servers.
• Payment Information: If you engage in transactions, we collect necessary billing details. We do not store full payment card details; we only retain minimal record-keeping information (e.g., transaction IDs).

B. Information Collected Automatically

• Usage Data: We collect usage data such as pages viewed, features used, links clicked, and session duration.
• Device & Log Information: This includes IP addresses, browser type, OS, device identifiers, language preferences, and timestamps.
• Cookies & Similar Technologies: We and our providers use cookies and tracking technologies for analytics, personalization, and service improvements.

C. Information From Third Parties

• Social Sign-On: If you sign up using social logins or third-party providers, we may receive profile information consistent with that provider's policies and your account preferences.
• Third-Party Integrations: If you connect or grant permissions to third-party services, we may receive information from those services based on your choices.

5. HOW WE USE YOUR INFORMATION

We use the personal information we collect for various legitimate business purposes, including:

- **Service Provision & Account Management:** Create, maintain, and administer accounts; generate notes, flashcards, and quizzes; and improve the Services.
- **Personalization & Analytics:** Personalize content and analyze usage to improve the platform.
- **Communication:** Respond to support requests and send administrative messages (e.g., password resets).
- **Payment Processing & Subscription Management:** Facilitate transactions and manage subscriptions.
- **Security & Compliance:** Protect the platform and comply with legal obligations.
- **Business Operations & Legal Requirements:** Audits, troubleshooting, and enforcement of Terms.

6. COOKIES AND SIMILAR TECHNOLOGIES

Cookies are small text files stored on your device that allow us to remember your actions and preferences over time. We use cookies for:

Essential Functions: Enabling core site functionality (e.g., maintaining session state). Analytics: Collecting anonymized traffic and usage statistics to help us improve the Services. Personalization: Remembering your preferences and customizing your experience. Advertising: Delivering relevant ads or limiting the frequency of ad exposure. You can manage or disable cookies via your browser settings, though blocking essential cookies may affect the functionality of our Services. We may also use web beacons, pixels, and local storage to achieve similar purposes as cookies.

7. LEGAL BASES FOR PROCESSING (WHERE APPLICABLE) Depending on the jurisdiction, we rely on one or more of the following legal bases to process your personal information:

Consent: We process your personal data when you have given us explicit or implied consent to do so (e.g., subscribing to marketing communications). Performance of Contract: We process your personal data as necessary to provide the Services you have requested under our Terms of Service. Legitimate Interests: We process your personal data where it is necessary for our legitimate interests (e.g., improving user experience, securing the Services, or analyzing usage patterns), provided these interests are not overridden by your fundamental rights and freedoms. Compliance with Legal Obligations: We may process your personal data to comply with legal obligations or respond to lawful requests from governmental authorities.

8. DISCLOSURE OF YOUR INFORMATION

We may share or disclose personal information in the following circumstances:

• Service Providers & Partners: We engage third-party companies and individuals to facilitate our Services (e.g., hosting providers, analytics companies, payment processors). These parties have access to personal information only to perform tasks on our behalf and are obligated not to disclose or use it for any other purpose.
  • Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, we may transfer your personal information as part of the transaction. Any acquiring entity or third party will adhere to the commitments we have made in this Privacy Policy.
  • Legal Compliance & Protection: We may disclose personal information if required to do so by law, or in response to a lawful request by public authorities (e.g., a court order or subpoena). We may also disclose personal information when we believe it is necessary to protect our rights, property, or safety, or to investigate fraud, abuse, or security issues.
  • Consent or Direction: We may share your personal information for other purposes when you have provided consent or requested such disclosure.
  • Aggregated or De-Identified Data: We may share data that has been aggregated or de-identified in such a way that it can no longer be associated with a specific individual.

9. INTERNATIONAL DATA TRANSFERS

While Notewave is based in the United Kingdom, your personal information may be transferred to, processed, and stored in countries other than your country of residence. By using the Services, you consent to such international transfers of your personal information. We take reasonable steps to ensure that any transferred data receives an adequate level of protection in the recipient jurisdiction, including entering into appropriate data protection agreements where required by applicable law.

10. DATA RETENTION

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider the nature of the data, the purpose for which it was collected, and any legal obligations. When retention is no longer necessary, we will delete or anonymize data securely.

11. SECURITY MEASURES

We are committed to protecting your personal data through a combination of administrative, technical, and physical safeguards. These include:

• Encryption: Industry-standard TLS for data in transit.
• Access Controls: Access limited to employees, contractors, and agents who require it.
• Secure Hosting: Services hosted with reputable providers with strong security controls.
• Monitoring & Audits: Regular review of collection, storage, and processing practices.

No method of transmission over the internet or electronic storage is completely secure. While we aim to protect your personal data, we cannot guarantee absolute security.

12. CHILDREN'S PRIVACY

Our Services are not intended for individuals under the age of majority in their jurisdiction (commonly 18) without parental or guardian consent. We do not knowingly collect personal data from children under 13. If we become aware a child under 13 has submitted data without parental consent, we will delete the data and terminate the account.

13. YOUR RIGHTS AND CHOICES

Depending on your location and applicable laws (e.g., the United Kingdom's Data Protection Act 2018 and the UK GDPR), you may have the following rights:

• Right of Access: Request a copy of the personal information we hold about you.
• Right to Rectification: Ask us to correct or update inaccuracies in your personal data.
• Right to Deletion (Erasure): Request deletion of personal information (subject to certain legal exceptions).
• Right to Withdraw Consent: Withdraw any consent you’ve previously provided for processing.
• Right to Restrict Processing: Request that we limit processing under certain circumstances.
• Right to Data Portability: Request a machine-readable copy of certain data you provided.

To exercise these rights, contact us at contact@notewave.ai. We will respond to your request within a reasonable timeframe.

14. MANAGING YOUR PERSONAL INFORMATION

• Account Settings: Access, update, or delete certain account information via account settings in the Services.
• Email Preferences: Opt out of marketing or promotional emails at any time via unsubscribe links (transactional messages may still be sent).
• Contact Us: If you have difficulty accessing or managing your personal information, email contact@notewave.ai.

15. THIRD-PARTY SERVICES AND INTEGRATIONS

Our Services may integrate or link to third-party platforms (e.g., YouTube, Google SSO, payment platforms). We do not control or assume responsibility for third-party data practices and encourage you to review their privacy policies.

16. BUSINESS AND MARKETING COMMUNICATIONS

• Service-Related Communications: Important account and security notifications are not opt-out-able.
• Promotional Communications: With your consent, we may send marketing or promotional messages. You can opt out via the email unsubscribe link or by contacting contact@notewave.ai.

17. CHANGES TO THIS PRIVACY POLICY

Updates: We may modify this Privacy Policy to reflect changes to our services, technology, or legal requirements.

Notification: For material changes, we will provide notice by posting an updated policy in the Services or emailing affected users.

Effective Date: The "Effective Date" at the top indicates when the current policy became effective; continued use after a change indicates acceptance.

18. DISPUTE RESOLUTION

If you have concerns about our privacy practices, contact contact@notewave.ai first. Any disputes will be governed by the laws and dispute resolution provisions detailed in our Terms of Service (referenced herein).

19. ADDITIONAL PROVISIONS

• No Contractual Rights: This policy does not create contractual rights beyond applicable privacy laws.
• Severability: If any provision is unenforceable, it shall be enforced to the maximum extent permitted and the remaining provisions remain in effect.
• Language: The English version controls in case of a conflict between translations.

20. CONTACT US

If you have any questions, comments, or concerns about this Privacy Policy or our privacy practices, please contact us at:

Notewave

Email: contact@notewave.ai

This policy was last updated on 8/12/2025.