This Privacy Policy explains how Notice, provided by Rodney Booe, a sole proprietor in Green County, Kentucky, USA (“we,” “us”), collects, uses, and protects information when your organization uses Notice Team and Notice Care. We’ve tried to keep it plain. It is part of, and should be read with, our Terms of Service.
Who controls the data
Your organization decides what to put into Notice and who may see it. It is the controller of that information. We process it on your organization’s behalf to provide the service, as described here and in the Terms.
Information we collect
- Account information: your name, email address, the organization you belong to, your role/title, and which sections you can access.
- Content you enter (“Customer Data”): tasks, meetings, and notes in Team; and people records, care signals, and follow-ups in Care. This may include information about third parties (for example, a person a note is about) and can be personal or health-related.
- Meeting recordings and transcripts: if someone on your team uploads a meeting recording, we receive the audio file, the transcript made from it, and the names your team gives the speakers. See “Meeting recordings” below.
- People from your church management system: if your administrator connects Planning Center, Elvanto or Breeze, we copy in people’s names, email addresses, phone numbers, birthdays and anniversaries.
- Usage and technical data: basic logs needed to operate and secure the service, such as sign-in events and error reports, and a record of which features you use (for example, “opened Care” or “created a task”) so we can see what works and improve Notice. That record never includes the content you type. We do not use advertising or cross-site tracking.
- Public website visits: when you visit our public web pages (the home page without signing in, and pages such as our articles, help, comparison and about pages), we count the visit using Cloudflare Web Analytics, which records aggregate information such as the page viewed, the referring site, and general browser, device and country. It uses no cookies or local storage and does not track you across sites or over time.
How we use information
- To provide, maintain, secure, support, and improve the service for your organization.
- To sign you in (via one-time email codes/links) and to send service email you’d expect: invitations, assignment notices, and the weekly care digest.
- To process subscription payments and manage your plan.
- To respond to support requests and to comply with law.
We use Customer Data only to provide and support the service to you. We do not sell it, use it for advertising, or use it to train general-purpose AI models, without your express written permission.
How information is shared
- Within your organization: content is visible to the members who have access to the relevant section. It is never shared with any other organization.
- Service providers (subprocessors) that help us run Notice, under agreements limiting them to that purpose. They are listed under “Services we use” below.
- Payments: card details are entered directly with Stripe and are never stored by us.
- Legal: we may disclose information if required by law or to protect rights and safety.
Meeting recordings
Notice Team can turn a recording of a staff meeting into notes and a draft task list. Two outside providers help with that, and here is what each one receives and what happens to it:
- AssemblyAI transcribes the audio. It receives the recording and returns a written transcript. Notice deletes the audio file from our storage as soon as the transcript is back (or if transcription fails; a recording that never gets transcribed is deleted after a day), and then asks AssemblyAI to delete its copy of the transcript and related data.
- Anthropic’s Claude drafts the notes. It receives the transcript, with the speaker names your team has entered, and the names of your church’s Team members so it can suggest who owns each task. It returns draft meeting notes, tasks, and “Later” items.
- You decide what’s saved. Nothing is added to anyone’s task list until someone on your team reviews the draft and confirms it.
What we keep: the transcript, the speaker names, and Claude’s draft notes and items are stored in your church’s Notice data, visible only to your church’s Team members, and included when your administrator exports your data. They are kept and deleted under “Retention and deletion” below. To have a stored transcript removed, email us and we will delete it.
What the providers keep: Notice asks AssemblyAI to delete its copy as described above, but does not send Anthropic a separate deletion request. Beyond that, how long each provider keeps the audio, transcript or drafts, and how it may use them, is governed by its own terms: see AssemblyAI’s Terms of Service and Privacy Policy, and Anthropic’s Commercial Terms and Privacy Policy.
Recording is optional. If you would rather not use these providers, don’t upload recordings; you can still type or paste meeting notes yourself.
Services we use
These companies process information for us so Notice can run:
- Supabase: database, sign-in, and file storage. Holds your account and all Customer Data, including uploaded files and meeting recordings until they are deleted.
- Netlify: hosts the Notice website and runs the server code that handles sign-in, email, billing, and passing recordings and transcripts to AssemblyAI and Anthropic.
- Resend: delivers Notice’s email (sign-in codes, invitations, assignment notices, the weekly care digest). It receives the recipient’s address and the message.
- Stripe: handles subscription payments. It receives your card and billing details directly; we never see or store card numbers.
- Cloudflare Web Analytics: counts visits to our public web pages, as described above. It is not loaded in the Team or Care apps and does not receive anything from inside them.
- AssemblyAI: transcribes meeting recordings. It receives the audio file.
- Anthropic (Claude API): drafts meeting notes and tasks. It receives the transcript, the speaker names, and your church’s Team member names.
Church management systems. If your administrator chooses to connect Planning Center, Elvanto or Breeze, Notice reads people’s names, email addresses, phone numbers, birthdays and anniversaries from it into Care. The sync is one way and read-only: Notice never writes anything back. These are your church’s own accounts rather than our providers, and the sign-in or API key your administrator gives us is kept on our servers, not in the browser. Disconnecting stops the sync; people already copied stay in Care.
Security and access
- Data is encrypted in transit, and is stored on reputable cloud infrastructure that encrypts data at rest.
- Access is scoped per organization and enforced at the database level, so one organization cannot read another’s data.
- Sign-in requires access to your email inbox rather than a reusable password.
- We limit our own staff access to what is needed to operate and support the service.
- No system is perfectly secure, but we take reasonable measures to protect your information.
Data breach notice
If we become aware of a security breach affecting your Customer Data, we will notify the affected organization’s administrator without undue delay and as required by applicable law, and describe what we know and the steps being taken.
Retention and deletion
We keep Customer Data for as long as your account is active. A Customer administrator can remove members and their access. Your data is exportable during your subscription and for 30 days after termination; on request, or after that period, we delete it from active systems within 60 days (except where law requires retention), and residual backup copies are deleted no later than 180 days after termination.
A note on health information
Care notes may include health-related details. Notice is not intended to be a HIPAA-covered service, and we do not act as a “business associate” unless we have agreed to that in writing. Please do not use Notice to store information you are legally required to protect under HIPAA or similar laws unless we have a separate written agreement. If your organization has such obligations, contact us before entering that information.
Your choices and rights
- You can review and correct your account information, and ask your organization’s administrator to update or remove your access.
- You may request a copy of, or deletion of, your personal information by contacting us. Depending on where you live, you may have additional rights under applicable law.
- Service emails are part of using Notice; if you no longer want them, you can be removed from the organization.
Local storage
Notice uses your browser’s local storage to keep you signed in and to remember small preferences (such as your last-used section). It is not used for advertising or cross-site tracking.
Children
Notice is intended for staff and volunteers, not for use by children. We do not knowingly collect personal information directly from children through the service.
Changes to this policy
We may update this policy. If we make material changes, we will provide notice (for example, in-app or by email). The “effective” date above shows the latest version.
Contact
Provider: Rodney Booe, sole proprietor, Green County, Kentucky, USA. Questions or requests about privacy? Email rodney@noticeteam.com. A mailing address is available on request.