Privacy

Privacy Policy

Effective date: November 13, 2023

Last updated: November 2, 2026

This Privacy Policy describes how Notis.ai (operated by Mind The Flo S.à.r.l., “Notis,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects your information when you visit our websites, use our applications, or connect third‑party accounts (including Google services) to Notis.ai.

Google API Services Disclosure

When you connect a Google account, Notis uses Google user data solely to provide user‑facing features you request (e.g., reading and sending emails you ask it to handle, managing your calendar events, referencing your contacts, and working with Google Drive files you authorize). We comply with the Google API Services User Data Policy, including its Limited Use requirements. We never sell Google data or use it for ads. Humans do not read your Google data unless you explicitly consent, it’s necessary for security or legal reasons, or to comply with applicable law. See Section 6 and Appendix A for details.

1) Who We Are & Scope

This policy applies to Notis.ai products and services, including our websites, web app, desktop app, Cloud Computer, published Sites (on notis.space and your own domains), messaging and voice channels, and APIs (collectively, the “Services”). If our Services link to a different privacy policy (for a specific feature or integration), that policy controls for that feature.

Entity responsible (EU/CH): Mind The Flo S.à.r.l.

Registered office: Chemin du Motélon 87, 1638 - Morlon, Switzerland

Contact: privacy@notis.ai (preferred) or flo@mindtheflo.com

2) Information We Collect

We collect information in three ways: (a) you provide it to us, (b) it is collected automatically, and (c) we receive it from third parties you choose to connect (e.g., Google, Notion, WhatsApp/Telegram, etc.).

2.1 Information You Provide

• Account & Profile: name, email, phone number, password (hashed), photo, language, timezone.
• Billing: country, VAT/Tax ID, and payment details processed by our payment provider (Stripe). We do not store full card numbers.
• Content & Instructions: voice notes, transcripts, prompts, files, tasks, labels, preferences, and any other content you submit to be processed by Notis.
• Support & Feedback: messages, recordings (if you choose), and contact details.

2.2 Automatically Collected Information

• Usage & Device Data: IP address, device identifiers, OS/browser, pages viewed, timestamps, referrers.
• Diagnostics & Telemetry: error logs and performance metrics.
• Cookies & Similar Tech: for authentication, security, preferences, and analytics. See our Cookie Policy.
• Sign-up and Ad Measurement: when you create an account, start a trial, subscribe or buy credits, we record your browser's IP address and user agent, and your analytics visitor identifier when you have one. We report these events to our ad measurement provider (Tracklution) only if you accepted marketing cookies, and to our website analytics provider (DataFast) only if you accepted analytics cookies. If you refused, or we cannot tell what you chose, we report nothing to them. See Section 4 and Appendix E.

2.3 Third‑Party Sources You Connect

Note on integration platform (Composio): Certain integrations in Notis may be powered by our processor Composio. When you connect an app, authentication may be provisioned via Composio’s developer application for that provider. OAuth tokens and minimal metadata necessary to operate the integration may be generated and stored securely by Composio solely to deliver the features you enable. You can disconnect at any time in Notis or at the provider. Composio does not sell data or use it for advertising, and for Google data it adheres to Google’s Limited Use requirements.[1] Composio’s Zero Data Retention is turned on for our account: for the tool calls it covers, Composio does not store what we send to your apps or what comes back (including error messages), and keeps only details such as which tool ran, when, and whether it succeeded. Composio still stores the access tokens of your connections, encrypted, so your apps stay connected. Some data is outside Zero Data Retention: files passed through an integration, which Composio deletes after 24 hours, events your connected apps send that Composio stores to deliver them to us, and, depending on how an app is connected, some calls.[2]

When you connect third‑party accounts, we receive data only as authorized by you and by the provider’s APIs/OAuth scopes. Examples include:

• Google: Gmail messages/metadata you select, draft/sent items, labels; Calendar events; Contacts; Drive files and folders you authorize (including files Notis creates on your behalf); basic profile (emails, name, language), and other profile fields you opt to share.
• Messaging and Voice Channels: WhatsApp and SMS (through Twilio), phone calls (Twilio and ElevenLabs), iMessage (through LoopMessage), Telegram, Slack, email and voice conversations (ElevenLabs): message and audio content and metadata as needed to deliver the features you enable.
• Knowledge/Storage Apps: Notion and others, as authorized.

3) How We Use Information

We process your information to deliver and improve the Services and to fulfill our contract with you or our legitimate interests, including:

• Core Features You Request: transcribe voice notes; generate content; draft, read, send, and organize emails; read/write calendar events; look up or use your contacts; find, read, create, update, and organize Google Drive files/folders that you authorize; create and manage tasks/notes; synchronize to your chosen apps.
• Personalization: settings, language, timezone, and model/tool preferences.
• Security & Abuse Prevention: authentication, fraud/spam/misuse detection, incident response.
• Customer Support & Operations: troubleshooting, logs, and usage analytics.
• Legal/Compliance: enforcing terms, complying with lawful requests, accounting, and tax.

AI Processing & Providers. To answer you, transcribe voice, summarize, search the web, generate images and videos, and run your agents, we process your content with AI model providers: OpenAI, Anthropic (Claude), Google (Gemini) and ElevenLabs (voice). Long-term memory and document search run on Supermemory. Videos and paid data lookups go through Monid. These providers act as our processors under data processing terms that restrict use to providing the Services, and they do not use your content to train their models. Files you share with Notis may be sent to a model provider to be read. OpenAI may keep what we send it for up to 30 days to detect abuse, and deletes the files we upload for it to read 7 days after we upload them (files uploaded before we introduced this stay until they are deleted). ElevenLabs keeps the transcript of a voice conversation for up to 30 days and does not keep a recording of its audio. The full list is in Appendix E; where they are located is in Section 7.

4) Our Legal Bases (EU/UK/CH)

Depending on context, we rely on: Contract (to provide Services you request); Legitimate Interests (e.g., security, service improvement, non‑intrusive analytics); Consent (e.g., analytics and marketing cookies on our websites, the sign-up, trial, subscription and purchase reports we send to our analytics and ad measurement providers, marketing emails, certain optional connectors); and Legal Obligation (e.g., tax/record‑keeping). You can object to processing based on legitimate interests at any time by writing to privacy@notis.ai.

Measuring our ads follows your cookie choice. If you are in the EU/EEA, the UK or Switzerland, we ask before any analytics or marketing cookie is set, and we send a sign-up, trial, subscription or purchase report to Tracklution only if you accepted marketing cookies, and to DataFast only if you accepted analytics cookies. Elsewhere, these are on by default until you turn them off. When we cannot tell what you chose, we send nothing. You can change your choice at any time (see Section 9).

5) Data Sharing

We do not sell your personal data. We share data only as described:

• Integration platform (Composio) acting as processor: Some integrations are powered by Composio on our behalf. For those, authentication and action execution may occur via Composio’s developer application for the relevant provider. Composio processes data solely to operate the integration features you enable and does not sell data or use it for advertising. For Google user data accessed via Composio, Limited Use restrictions apply (no ads use, no sale, no model training beyond providing the service). Zero Data Retention is on for our Composio account (see Section 2.3).[1]
• Vendors/Processors: hosting and storage (Supabase, Render, Vercel, Cloudflare, Temporal), Cloud Computers (boat.dev), AI providers (OpenAI, Anthropic, Google, ElevenLabs), memory (Supermemory), integrations (Composio), messaging and email (Twilio, LoopMessage, Mailgun), customer support (Intercom), payments (Stripe), and analytics, observability and marketing measurement (PostHog, DataFast, Better Stack, Tracklution, Google Ads, Rewardful). Vendors are bound by contracts and process data only on our instructions.
• Integrations You Enable: When you connect apps (e.g., Google, Notion), we share data as needed to deliver those features (e.g., saving a drafted email to Gmail, attaching or saving a file to Google Drive, or adding an event to Calendar). You can disconnect at any time.
• Compliance & Safety: to comply with law or enforce our terms; to protect rights, safety, and security.
• Business Transfers: if we undergo a merger, acquisition, or asset sale, your data may transfer subject to this Policy or successor terms.

The complete list of the companies we use, what each one does, the data it handles and where it is located is in Appendix E. We update it when we add or replace a provider.

6) Google API Services User Data

If you connect a Google account, we access and use Google user data only to provide the features you ask for. We adhere to Google’s Limited Use policy:

• No Selling / No Ads: We do not sell Google user data or use it for ad targeting.
• Human Access: We do not allow humans to read Google data unless (i) you give explicit consent; (ii) it’s necessary for security (e.g., investigating abuse); (iii) it’s required to comply with law; or (iv) it’s strictly necessary for our Service’s operation and shown to you.
• Restricted Use & Transfer: We only use data for the features you enable; transfers are limited to providing or improving those features or for compliance.
• Granular Permissions: We request the minimum scopes needed for the features you select; you can revoke access at any time in your Google Account or within Notis.

See Appendix A for the enumerated scopes (including Drive) and why they are required.

7) Data Storage, Security & International Transfers

• Encryption: Data in transit is protected with TLS. Data at rest (including OAuth tokens) is encrypted. Credentials are stored using industry‑standard key management.

• Access Controls: Role‑based access, least privilege, and audit logging for administrative access.

• Segregation & Isolation: Logical tenant isolation where applicable; secrets stored separately.

• Retention: See Section 8.

• Where your data is stored: we store your account, conversations, files, databases and backups in the European Union. Our database and file storage run on Supabase in Frankfurt, Germany, our servers run on Render in Frankfurt, Germany, and our web app runs on Vercel in Frankfurt.

• Exceptions: (1) long-term memory and document search run on Supermemory, which is hosted in the United States (we plan to move it to an EU-hosted instance); (2) Cloud Computers, where Notis runs scripts and the browser for you, run on boat.dev machines in Germany, Finland and France, but boat.dev may store snapshot copies of a Cloud Computer outside the EU.

• Processing outside the EU: some providers process your data outside the EU/EEA and Switzerland, mainly in the United States, to deliver a feature at the moment you use it. This includes AI model providers (OpenAI, Anthropic, Google, ElevenLabs), the integration platform (Composio), messaging and support providers (Twilio, Intercom) and the others marked in Appendix E. For each of these transfers we rely on an adequacy decision (including the EU-US Data Privacy Framework and its Swiss extension, where the provider is certified) or on the European Commission's Standard Contractual Clauses with the Swiss addendum.

• Integrations powered by Composio: For certain integrations, Composio acts as our processor to manage authentication and execute actions in connected apps. Where Composio processes data outside your region, transfers are protected by appropriate safeguards such as EU Standard Contractual Clauses. Security incidents affecting our processors, including Composio, are covered by our incident response and notification procedures. With Zero Data Retention on, Composio does not store the content of the tool calls it covers (see Section 2.3).[1]

8) Data Retention & Deletion

• Account Data: kept while your account is active. When you delete your account or ask us to delete your data, we remove it from our active systems within 30 days (most often within a few hours), except records we must keep by law, such as invoices, or for fraud prevention.
• Content/Transcripts/Emails/Events/Files: retained to provide your ongoing features and history; you can delete content within the app where available.
• Backups/Logs: short‑lived operational logs; encrypted backups retained for up to 90 days and then purged on a rolling basis.
• Google Disconnect: when you disconnect Google, we revoke tokens promptly and cease new data ingestion. We delete cached Google content (including Drive metadata/content cached for features) not required for legal or operational integrity within 30 days, subject to backup cycles.
• Your Right to Delete: You may request deletion at any time via in‑app settings or by contacting privacy@notis.ai. We will confirm and act within applicable legal timeframes.
• Account Deletion: when you delete your account, we also delete your memories held by Supermemory, disconnect the social accounts you linked for publishing, cancel your active subscription and remove your connected-app sessions. Invoices stay with our payment provider for as long as accounting law requires.

9) Your Rights

Depending on your location, you may have rights to access, correct, delete, port, or restrict processing of your data, and to object to certain processing. You can:

• Access/export data and disconnect integrations in your account settings.
• Request changes or deletion at privacy@notis.ai.
• Withdraw consent for marketing at any time (unsubscribe links or settings).
• Change your cookie choices at any time from "Cookie settings" in the website footer or in the web app under Settings > Account.

You also have the right to lodge a complaint with your local data protection authority.

10) Children

Our Services are not intended for children under 16. We do not knowingly collect personal data from children under 16. If you believe a child has provided personal data, contact us and we will take appropriate action.

11) Changes to This Policy

We may update this Policy to reflect changes to our practices or for legal, technical, or regulatory reasons. We will post the updated version and update the “Last updated” date. For material changes, we will provide additional notice as required by law.

12) Contact

Data controller: Mind The Flo S.à.r.l.

Email: privacy@notis.ai (preferred) or flo@mindtheflo.com

Postal address: chemin du Motélon 87, 1638 - Morlon, Switzerland

Appendix A: Google OAuth Scopes & Feature Mapping (How We Access, Use, Share, Store, Retain)

Below we enumerate the Google scopes our app may request, their purpose, and our handling aligned with Google’s Limited Use requirements.

A.1 Non‑Sensitive Scopes

1. userinfo.email – See your primary Google Account email address.
2. userinfo.profile – See your basic profile info (e.g., name, avatar).
3. profile.language.read – See your language preferences.
4. user.addresses.read – View your street addresses.
5. user.birthday.read – See your exact date of birth.
6. user.emails.read – See all Google Account email addresses.
7. user.phonenumbers.read – See your phone numbers.

A.2 Sensitive Scopes (Approval Required)

1. calendar – See, edit, share, and permanently delete all calendars you can access.
2. calendar.events – View and edit events on all your calendars.
3. contacts.readonly – See and download your contacts.
4. contacts.other.readonly – Read “Other contacts.”
5. profile.emails.read – See and download all of your Google Account email addresses.
6. drive – Full access to Google Drive.

A.3 Restricted Scopes (Approval Required)

1. gmail.modify – Read, compose, and send email; manage drafts, labels, and message state.

Appendix B: User Controls

• Connect/Disconnect Google: Settings → Integrations → Google → Connect/Disconnect. Revokes tokens and stops data flow.
• Scope Management: Consent screens detail scopes; you can remove access in your Google Account at any time.
• Data Export: Request an export at privacy@notis.ai.
• Deletion: Delete content in‑app where possible and/or request account deletion; or email us.

Appendix C: Security Overview

• TLS in transit; encryption at rest; secret rotation; token scoping and expiry; least‑privilege RBAC; audit logging; anomaly detection.
• Separate environments for development, staging, and production; production data never used to train third‑party models for unrelated purposes.

Appendix D: Region‑Specific Notices

• GDPR/UK GDPR/Swiss nFADP: you have rights of access, rectification, erasure, restriction, objection, and portability; contact us to exercise. We store your data in the EU (see Section 7) and rely on adequacy decisions or Standard Contractual Clauses (with the Swiss and UK addenda) for transfers outside the EU/EEA and Switzerland.
• CCPA/CPRA (California): We do not sell or share personal information for cross‑context behavioral advertising. California residents can exercise rights to know, delete, correct, and limit use of sensitive information.

Appendix E: Sub-processors

These are the companies that process personal data on our behalf. Location is where the provider processes or stores your data for Notis.

Hosting and storage

AI, memory and data

Messaging, email and support

Payments, analytics and marketing

When you choose to use Notis through WhatsApp, Telegram, Slack or iMessage, or connect apps such as Google, Notion or Microsoft, those services handle your data under their own terms. Push notifications are delivered encrypted through your device's push service (Apple, Google or Mozilla).