Privacy Policy

1. About Note It

Note It is a multi-tenant software service for businesses such as typing centres. It is operated by Fusion Ventures FZ-LLC. Organizations use separate workspaces to manage their users and records relating to their own customers and companies.

2. Information We Collect

We process account identifiers and profile information such as a user ID, name, email address, authentication and session information, account status, role, permissions, and organization membership. During workspace setup and administration, we may also process an organization's name, legal name, business email, phone and WhatsApp number, address, location, logo, workspace settings, branch details, subscription plan and status, and authorized-user roles.

Authentication credentials are handled through our authentication provider. Note It does not display users' passwords to workspace users.

3. Customer and Business Records

Organization users decide what records to enter. Supported customer fields include names, customer type, phone and WhatsApp numbers, email, nationality, date of birth, gender, residential address, passport and Emirates ID numbers, profession, visa type, sponsor information, company and branch relationships, status, and notes.

Supported company and branch fields include names, trade names, industry and business activity, company type, licence and establishment identifiers, immigration file, VAT and corporate-tax registration numbers, contact details, addresses, branch codes, status, and notes. Organizations may also create document, renewal, follow-up, notification, and activity records containing document numbers, issue and expiry dates, reminders, outcomes, dates, notes, and record status.

4. Uploaded Documents

Organization users may upload PDFs and images in supported formats for customers or companies. We process the file, filename, file type and size, storage identifier, upload status, document type and number, issue and expiry dates, corrected metadata, and retained document-version history. Uploaded files are stored in private object storage and are accessed through short-lived authorized links or server-side processing.

5. AI-Assisted Document Processing

When a user chooses document analysis, Note It sends the uploaded PDF or image content to Google's Gemini service with instructions to extract relevant document information. Returned fields can include document type, name, number, subject, dates, nationality, issuing authority, confidence indicators, warnings, and other detected fields.

AI results are not automatically authoritative. The application presents them for review, and an authorized user can correct or replace values before confirming them. We do not make claims here about a provider's retention or model-training practices beyond the terms that apply to that provider's service.

6. How We Use Information

We use information to authenticate users; provide tenant workspaces; store and organize customer, company, and document records; process uploads; assist with extraction; calculate expiry windows; manage renewals and follow-ups; send enabled service notifications; maintain version and activity history; enforce permissions; troubleshoot failures; protect the service; and meet operational or legal obligations.

Note It does not independently use an organization's customer records for customer marketing. Each organization is responsible for the information it enters and the communications it chooses to enable.

7. Notifications and WhatsApp

Where configured, Note It can prepare expiry summaries for an organization's primary owner by email. It also supports an optional WhatsApp expiry summary controlled by the organization owner. The WhatsApp feature stores the enabled setting, recipient number, preferred local delivery time, renewal counts, template and language, Meta message identifier, delivery timestamps and status, and limited failure details.

The current expiry-summary feature is intended for organization-level operational reminders. It is not a general customer WhatsApp marketing service. Meta processes WhatsApp messages and delivery events under its own terms when this feature is used.

8. Service Providers

Note It relies on service providers to operate the product: Supabase for authentication and tenant-scoped database services; Cloudflare R2 for private document storage; Google Gemini for optional document extraction; Meta and WhatsApp for enabled WhatsApp notifications and delivery status; and Vercel for application hosting and delivery. Providers process information on our behalf or as otherwise described in their applicable terms.

9. Data Storage and Security

We use reasonable technical and organizational safeguards appropriate to the service. These include authentication, role-based access controls, tenant isolation through application and database controls, row-level access policies, private file storage, short-lived signed file access, webhook verification, and server-only credentials. No online service can guarantee absolute security.

10. Tenant and Organization Data

Each organization controls the business records its authorized users enter. Access is limited according to organization membership and role. Organization owners and admins are responsible for authorizing users, ensuring they have a lawful basis to manage customer and company data, maintaining accurate records, and responding to their customers' requests where applicable.

11. Data Retention

The application does not currently impose one universal automatic deletion period for all records. We may retain information while an account or organization is active, while needed to provide the service, maintain document or renewal history, resolve security and operational issues, or comply with applicable obligations. Data may also remain until an authorized deletion request is completed. Limited records may be retained when reasonably necessary for security, fraud prevention, financial, legal, or legitimate operational purposes.

12. Account and Data Deletion

Note It does not currently provide a self-service account-deletion control. Users and authorized organization representatives can follow our Data Deletion Instructions. We verify requests before acting to reduce the risk of unauthorized deletion, especially when a request concerns an organization workspace and its customer records.

13. User Rights and Choices

Depending on applicable law and your relationship with Note It, you may ask to access, correct, export, restrict, object to, or delete personal information associated with your account. Organization users can correct many operational records directly in the service. Requests concerning data entered by an organization may need to be directed to that organization, which controls those records.

14. International Processing

Our providers and their infrastructure may process information in countries other than the country where a user or customer is located. Where required, we take reasonable steps to use appropriate contractual and organizational protections for such processing.

15. Children's Privacy

Note It is a business service and is not directed to children. Organizations must only enter information about minors when they are authorized to do so and the processing is appropriate for their business and legal obligations.

16. Changes to This Policy

We may update this policy as the service, providers, or legal requirements change. We will publish the updated version here and revise the date above. Material changes may also be communicated through the service or an appropriate contact channel.

17. Contact Us

For privacy questions or requests, email fazil@zorxmedia.com.

You may also review our Terms of Service or follow the Data Deletion Instructions.