Who we are
Note Metric is made by AI Metric Ltd, a company registered in England and Wales (company number 16448110), based in Liverpool. AI Metric Ltd is the controller of the personal data described here. For anything on this page, email chris@ai-metric.com.
This policy covers the Note Metric iPhone app, the browser app at www.note-metric.com/open/, the sign-up page, and the Note Metric server that keeps your devices in step.
What we process, and why
- Your account. Your name and email address, from the way you sign in: Apple (on the iPhone), Google, Microsoft, or an email address and password. If you sign in with Apple, we receive an identifier for your Apple ID and, only if you choose to share them, your name and email address (Apple may give us a relay address that forwards to yours), and we keep a token from Apple, encrypted, used only to end Note Metric's access with Apple when you delete your account. A password is stored only in a one-way scrambled form. If we set up your account for you, we may also note a phone number you give us. We keep your plan, when you last signed in and your notification choices.
- Sign-up requests. The name, email address, company and note you send from the sign-up page, so we can decide on the request and send an invite.
- Your meetings, when you are signed in. Meeting names, written notes, tags, transcripts, minutes, speaker names, the moments you mark while recording (their time in the recording and any label you type), the meeting type you choose, the part of a recording you keep when you trim it (its start and end time; the recording itself is not changed), the measurements you save in Survey mode's Measure (each item's name, room, sizes, what the scan found and any corrections, whether it was checked and how, its description and the estimate rates you type), photos, and the calendar event a meeting is linked to (its title, time, place and joining link) are sent to our server so that your other devices can show them. Original recordings stay on the device that made them unless you choose "Keep a copy on the server" for a meeting.
- Included processing. When you use Included processing, the recording is sent to our server in pieces and passed straight on to xAI, or to OpenAI if xAI fails, to make the transcript; the transcript, the meeting name, any notes you wrote and the moments you marked (their time and label) go to Anthropic, or to OpenAI if Anthropic fails, to write the minutes. In the browser you can also add context for a meeting's minutes (who attended, the project, the open actions from that project's last meeting, and background text you type or take from a text file): it is kept in that browser, goes with the transcript to write the minutes, and is not stored on our server. The server holds the audio in memory only while it passes it on and does not store it, with one exception: so that a meeting recorded on the iPhone is finished even if the app is closed or the phone runs out of battery, the iPhone sends the whole recording to our server when the recording ends, and the server makes the transcript and minutes from it there. That recording is kept on our server only until its transcript is made, then deleted (straight away if the meeting is deleted first); the original stays on your iPhone. In the browser, a recording over 25 MB is transcribed from a server copy instead, which is kept only if you agree and stays on our server until you remove it from the meeting or the meeting is deleted for good. So that the same piece of a recording or the same minutes request, sent again when a reply did not reach the app, is not processed twice, the server keeps the transcript or minutes it made for 24 hours, then deletes them. We keep a record of each run (time, engine, length, estimated cost and outcome) for billing and limits, without the audio or the words.
- Your own OpenAI key. If you add your own key instead, audio and transcripts go from your device straight to OpenAI under your own OpenAI account. They do not pass through our server, and the key stays on your device.
- On your iPhone. On an iPhone that supports it, transcripts and minutes can be made on the phone itself; nothing leaves the phone for that. Without signing in, the iPhone app sends none of your data to us.
- Devices and notifications. Each signed-in device gets a random access key (we keep only a scrambled form), its name, and when it was linked and last seen. If you allow notifications, the iPhone's push token is kept so we can tell you when a meeting's transcript and minutes are ready. Those emails carry the meeting name, its type and length, the short summary, the actions (with an owner and deadline only where they were said), the decisions and a link; never the transcript. You can turn the notifications and the emails off in Settings. A notification on a computer is shown by your browser; nothing extra is sent for it.
- People, only the ones you keep. When you name a speaker, or add someone under People, their name and anything you add (role, company, email, phone, a note) are kept in your people directory so later meetings can suggest them. When you are signed in the directory is sent to our server so your other devices have it. Names and addresses from a calendar invite are read on the phone when you open a meeting and are only kept if you save that person.
- Projects, only the ones you make. A project names a job (its name, number, client and location) and keeps what you add to it: the people on it, chosen from your people directory with their role and company on that job; the companies on it; a distribution list of names, email addresses and companies, the people who are to receive its minutes; a vocabulary of words for transcription to hear as written; its meeting type; and how long its meetings are kept. Each meeting can belong to one project. When you are signed in, your projects are sent to our server so your other devices have them, and they are deleted with your account. When a meeting in a project is transcribed through Included processing, the project's vocabulary goes with the audio to xAI or OpenAI as words to listen for, with the standard construction glossary; with your own OpenAI key it goes from your device to OpenAI. The project's vocabulary and the names of its people help write its minutes in the same way. Once a meeting has minutes and is in no project, our server sends your projects (each one's name, number, client, location, companies, the names of its people and its vocabulary) with the meeting's name, written notes, calendar event title and place, and its minutes (not the recording or the transcript) to Anthropic, or to OpenAI if Anthropic fails, to find the project the meeting was about. Only when the answer is sure and names one of your own projects is the meeting put in it, shown in amber as put there automatically until you keep it, move it or take it out; taken out, it is never put in a project automatically again. Each meeting is looked at once, when its minutes are made, and we keep a record that it was, with the outcome (the project chosen, or none), and the run record kept for every Included processing run; that record is deleted with your account. When you ask for a project's weekly summary, our server sends the name and minutes of each of that project's meetings that week (not the recordings or the transcripts) with the project's name and number to Anthropic, or to OpenAI if Anthropic fails, through Included processing, and keeps the summary it writes until you remove the project or delete your account. If you set a project to keep its meetings for 1, 2, 6 or 12 years, our server checks once a day and moves its meetings older than that into Recently Deleted on all your devices, where they are deleted 30 days later unless you restore them. A project set to Keep keeps its meetings until you delete them.
- Calendars, only if you connect one. The iPhone app reads the calendars on your phone to list your meetings; that list stays on the phone. You can connect a Microsoft or Google calendar to your Note Metric account from Calendar or Connectors on the iPhone, or Calendar, Connectors or Settings on the web; this asks Microsoft or Google for permission to read that calendar and never changes which account you are signed in to. Signing in with Microsoft or Google asks for the same permission for that account's calendar. If you agree, we keep a token that lets our server read your calendars (encrypted on the server and never sent to your devices), the calendar account's email address, and when it was connected and last read. Your events are fetched from Microsoft or Google when the Calendar or Home screen shows them, and are not stored by us. Disconnect, in Calendar, Connectors or Settings, removes the token and asks Google to cancel our access (Microsoft offers no such request; you can remove Note Metric in your Microsoft account's app permissions). A calendar you disconnect stays disconnected until you connect it again; to make sure of that, we keep its email address with your account. Note Metric's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
- Meeting platforms, only if you connect one. Under Connectors you can connect Microsoft Teams, Zoom or Google Meet to your Note Metric account. This asks the platform for permission to read the transcripts and recordings of meetings you host (Google Meet: transcripts only) and, for Teams and Google Meet, your calendar, to find those meetings; for Teams your organisation's IT admin approves Note Metric once. If you agree, we keep a token that lets our server read them (encrypted on the server and never sent to your devices), the platform account's email address (for Zoom, also your Zoom user id, so Zoom's messages about your recordings reach your account), what you chose to bring in, and a list of the meetings brought in (the platform's reference for each, its title, time and joining link, the calendar event it matched and whether you organised it, and the outcome). After a meeting ends our server fetches its transcript or, when there is none, its recording; a recording is transcribed as under Included processing and then deleted, so the platform's audio is never kept. The transcript and minutes (made as under Included processing) are saved as a meeting in your account. Disconnect, under Connectors, removes the token and asks Google or Zoom to cancel our access (Microsoft offers no such request; while a Google calendar with the same address is connected to Note Metric, Google is not asked, and keeps the permission until you remove Note Metric from your Google account). You choose whether what it brought in stays or is deleted: deleting removes the meetings it added, and the transcripts, minutes and speaker names it added to meetings you tracked (your own notes and photos in those stay). If you remove Note Metric from your Zoom account, we delete what it brought in from Zoom in the same way.
- The notetaker, only if you switch it on. The notetaker is a participant that joins a Teams or Google Meet call when you send it, or when you say yes to Note Metric's question before a tracked online meeting; it never joins by itself. It runs on a server of ours, using the open-source Vexa software, so no other company runs it or receives the call. It joins under its own name, which says it is recording, and waits for the host to let it in; it cannot post in the call's chat, and it does not join Teams channel meetings or Zoom calls. You must still tell everyone in the call that you are recording, and the meeting's host can remove it. It records the call's audio only, which our server then transcribes and turns into minutes (as under Included processing) in that meeting, and deletes from the notetaker's server as soon as it is transcribed. If your Included processing for the month is used up, the audio waits on that server for up to 6 days and 12 hours after the call and is then deleted without being transcribed. The notetaker's server keeps no other copy of what it captures. We keep a record of each time the notetaker is sent (the meeting, joining link, title, time and outcome). You can record a call on your own device instead, with no notetaker in it.
- Construction Metric, only if you link a project to it. Construction Metric is AI Metric’s project records service, at portal.constructionmetric.com. Under Connectors you can paste an integration token that a Construction Metric admin for your company made. We keep it encrypted on the server and never send it back to your devices; we keep its last four characters so you can tell it apart, and when it was connected, tested and last used. When a project is linked to a Construction Metric site, our server sends each of its meetings that has minutes to that site: its title, when it was held and for how long, the names of the people named as speakers with the company the project or your people directory gives them, and its summary, overview, decisions, risks, actions, marked moments and minutes (the agenda minutes with their references, action leads, RAG status and due dates), with a link back to the meeting in Note Metric. Never the recording, the transcript, the quotes the minutes rest on, your written notes or photos. It sends a meeting again when its minutes or project change, and withdraws it from Construction Metric when the meeting is deleted or moved to Recently Deleted, when it leaves the project, or when the project is unlinked; a meeting you restore is sent again. In Construction Metric the meetings become part of that site’s records, daily diaries and project narrative, which the people your company gives access to there can see. We keep a list of the meetings sent (the meeting, the site, when, and a fingerprint of what was sent) so the same thing is not sent twice. Disconnect, under Connectors, deletes the token and that list; meetings already sent stay in Construction Metric until its admin removes them there. Deleting your account first asks Construction Metric to withdraw every meeting it sent.
- Share links, only if you make one. When you share a link to a meeting's minutes, the server makes a random link and keeps only a scrambled form of it, with the meeting it points to, when it was made, when it ends (7, 30 or 90 days later) and how many times it was opened or its minutes downloaded. Anyone with the link can read that meeting's minutes, and download them as a Word document or a PDF: the name, date, summary, highlights, actions, decisions, risks and open questions. Never the transcript, your notes, speaker names, photos or the recording. The page asks search engines not to list it. A link stops working when it ends, when you withdraw it, or when the meeting or your account is deleted; while the meeting is in Recently Deleted its link shows as withdrawn, and works again if you restore the meeting before the link ends.
- Where survey photos were taken, only if you allow it. In the iPhone app's Survey mode, while the survey's camera is open and you have allowed location, the phone notes its precise position (latitude, longitude and how accurate the reading was) with each photo you keep. That position is part of the photo's details, stored with the meeting on your iPhone and, when you are signed in, sent to our server with the meeting like the rest of its photos so your other devices can show it. Location is used only while the survey's camera is open, and photos taken any other way carry no location. You can turn location off in the iPhone's Settings, under Note Metric; survey photos then keep their time only.
- Measuring with the camera, only when you open Measure. In the iPhone app's Measure, the camera's picture, the iPhone's movement and, where the iPhone has a LiDAR scanner, the depth of the room are used on the iPhone to find surfaces and work out sizes. None of that is stored or sent. What is kept is what you save: each measured item (as above, with your meetings) and its photo, which is kept like any other photo of the meeting. Dictating an item's description listens through the recording that is running, with Apple's speech model on the iPhone; the words go only into the description you save.
- Weather on Home, only if you allow it. If you tap Local weather on the iPhone app's Home and allow location, the phone finds its approximate position, cuts it to about a kilometre (two decimal places) and asks MET Norway, the Norwegian Meteorological Institute, for the forecast there, straight from the phone. This weather location is not sent to our server. MET Norway receives that rounded position and your phone's network address, as any website does. The phone keeps the last forecast and the rounded position it was for, so Home can show it again without asking. You can turn location off in the iPhone's Settings, under Note Metric.
- Issued minutes, only when you issue them. When you issue a meeting's minutes, our server makes a PDF of those minutes and emails it, through Resend, to the addresses you list, with your email address as the one replies go to. The PDF holds the minutes as you see them and the attendance you added; the transcript and the recording are never sent. We keep a record of each issue with the minutes (the revision, when, who issued it and the addresses it went to), so your devices show it.
- Your own minutes templates, only if you upload one. When you upload a Word template for a meeting type, our server reads its section headings and standing items and keeps those, with the name you give the type, in your account. The file itself is not kept.
- Things you choose to send elsewhere. "Open in ChatGPT" or "Open in Claude" sends the text to that service under your own account. A recording notice to attendees goes from your own email app.
- Access tokens, only if you make one. In Settings in the browser app you can make an access token for an assistant or app you choose, such as Claude, so it can read your meetings through the Note Metric API or its MCP server. We keep the name you give the token, a one-way scrambled form of it (never the token itself), four of its characters so you can tell your tokens apart, when it was made and when it was last used. Whoever holds the token can read what your account holds about your projects (name, number, client, location and companies) and your meetings (name, date, tags, project, the linked calendar event's title, time and place, your written notes, the minutes, the agenda minutes with who they were issued to, and the actions), and search them; a meeting's transcript, with speaker names and the quotes the minutes rest on, only when it asks for one. A token can only read: it cannot change or delete anything, and it never reaches recordings, photos, your account details or your devices. Deleted meetings, including any in Recently Deleted, are never shown to it. What the assistant or app does with what it reads is under your own account and agreement with its provider (for Claude, Anthropic). A token works until you revoke it in Settings, and deleting your account deletes every token at once.
- Assistants you connect, only if you connect one. Assistants such as Claude, ChatGPT, Gemini, Copilot and Perplexity can connect to Note Metric's MCP server with a sign-in: the assistant sends you to Note Metric, you sign in, and you choose Allow or Cancel. An assistant first registers with our server, and we keep what it says about itself: the name it gives, the addresses it asks to send you back to, its own web address if it gives one, and when it registered and was last used. An assistant that identifies itself by a web address is looked up there; what that address publishes about it is held briefly in the server's memory and kept only once someone allows a connection with it. A registration nobody connects with is deleted after a day. While you are connecting, the server sets one cookie in that browser, holding a random value and kept for 30 minutes, only to check that the Allow or Cancel comes from the browser that started the connection. When you allow a connection we keep which account and which assistant it is, when it was made and last used, and one-way scrambled forms of its keys (never the keys themselves); a key to read lasts an hour and the assistant renews it, and a connection not used for 90 days closes by itself. A connected assistant reads exactly what an access token reads (above), can only read, and never reaches recordings, photos, your account details or your devices. What it does with what it reads is under your own account and agreement with its provider. You can disconnect any of them in Settings, Connected apps, and deleting your account deletes every connection at once.
We do not use analytics, advertising or tracking. The browser app keeps your meetings, settings and sign-in in your browser's own storage so that it works. Apart from the one used while you connect an assistant (above), Note Metric sets no cookies for you. The server's request log records the method, address path, status and timing of each request, never its content, your email or your IP address.
Recording other people
A recording of a meeting records other people. You must tell everyone in the meeting that you are recording and follow your project's rules. The app reminds you of this before you record, and can send a recording notice to a meeting's attendees.
Where it is kept
Our server is in the EU: a server run by Hetzner Online in Helsinki, Finland. Its nightly backups are kept on the same server. Server copies of recordings and photos are limited to 2 GB per account. Everything travels between your devices and our server over encrypted connections.
Who else processes it
- Hetzner Online hosts the server and its backups.
- xAI makes transcripts and Anthropic writes the minutes when you use Included processing, and finds the project a meeting with minutes was about; OpenAI does any of these if they fail. xAI does not train on what it is sent.
- Resend sends our emails: "Transcript and minutes ready", password resets, and the minutes you issue, to the addresses you list.
- Apple Push Notification service delivers notifications to your iPhone. Apple handles sign-in when you sign in with Apple.
- Google and Microsoft handle sign-in when you use them, and your calendar, Teams or Google Meet if you connect them. Zoom provides your recordings and transcripts if you connect it.
- Construction Metric, AI Metric’s own project records service, receives the meetings of projects you link to it (see above).
- MET Norway (the Norwegian Meteorological Institute) provides the weather on the iPhone app's Home, if you allow location.
Some of these providers may process data outside the UK and the EU, including in the United States. We do not sell personal data.
How long it is kept
- Your meetings, photos, server copies and account are kept until you delete them.
- A meeting in a project kept for a set time (1, 2, 6 or 12 years) moves to Recently Deleted once it is older than that, and is deleted 30 days later unless you restore it.
- Deleting a meeting moves it to Recently Deleted on every device you are signed in on, where you can restore it for 30 days; its recording, server copy and photos stay until then and still count toward your space. After 30 days, or straight away if you choose Delete now, its content is removed from the service (a marker with no content remains so your other devices remove it too), and from our backups within 14 days.
- Share links end after the 7, 30 or 90 days you chose, or sooner if you withdraw them. A record of each link (when it was made, when it ended and how often it was opened, with no content) stays with your account until you delete the account.
- Deleting your account removes your account, devices, meetings, photos, server copies, share links, people directory, minutes templates, calendar and platform connections, the Construction Metric token and its list of meetings sent (after withdrawing those meetings from Construction Metric), notetaker records and push tokens from the service at once, and from our backups within 14 days. Delete it from the iPhone app (Settings, Account), or email chris@ai-metric.com from the address on the account. What remains is a record that an account was deleted (a date and counts, no content), processing cost records with no link to a meeting or device, and the log of changes our staff made to accounts.
- A meeting sent to Construction Metric is withdrawn there when it is deleted or moved to Recently Deleted. What Construction Metric keeps after that, and for how long, is set out in Construction Metric’s own privacy notice.
- Sign-up requests are deleted 90 days after a request is declined, or once an approved invite is used.
Getting your data out
From any meeting you can export the minutes and transcript as a PDF or as text, and you can download several meetings, or all your original recordings, as one zip file.
Your rights
You can delete your account and everything the Note Metric server holds for it from the iPhone app: Settings, Account, Delete my account and server data. Recordings kept on the phone stay there until you delete them.
You can ask us for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it, by emailing chris@ai-metric.com. You can also complain to the Information Commissioner's Office at ico.org.uk.
Changes
When this policy changes, the date at the top changes with it.