Draft, 31 October 2026; a legal review is planned. Points marked [confirm] must be checked before anyone other than the Information Officer is invited.
Privacy notice
This notice explains what personal information NoteFly's online polishing service (notefly.co.za) processes, why, who else handles it, how long it is kept, and your rights under the Protection of Personal Information Act, 2013 (POPIA).
Who is responsible
The responsible party is Carl Frankenfeld, who runs NoteFly. Carl is also the Information Officer, registered as such with the Information Regulator. For access, correction or deletion requests, or any question about this notice, write to privacy@notefly.co.za.
NoteFly on your PC
The NoteFly app records and transcribes on your computer. Recordings, transcripts and voice profiles stay on your PC and are never sent to this service. Nothing in this notice applies to them unless you use online polishing.
Online polishing
Online polishing is optional and available only to people Carl invites. When you sign in and choose Polish, NoteFly sends the transcript's text to this service, which writes a document from it. Audio is never sent.
What is collected, and for how long
| Information | Why | Kept for |
|---|---|---|
| The transcript text you polish, the fields you fill in (such as a meeting title, date and attendees), your instructions, and the finished document | To write the document you asked for | Until NoteFly has downloaded the document and deleted it from the service, and 24 hours at most. Erased at once if you cancel or the job fails. Encrypted while stored. |
| Your name, email address and organisation, and any note Carl adds | To invite you, send access codes and manage your access | While you have access. Removed on request. |
| Your signed-in devices: the PC's name, when it signed in and when it was last used | To let each PC sign in and to let you or Carl sign it out | Until the device is signed out or you are removed |
| Access codes | To sign in a new PC | Until used, replaced or expired (7 days). Only a one-way fingerprint of the code is stored. |
| Job records: which style, model and format you used, sizes, token counts, cost, timings, success or failure. Never the content. | Usage limits, cost control and billing records | 24 months. Unlinked from you when you are removed. |
| IP addresses | To limit repeated sign-in attempts | Only in memory, for the length of the limit window (at most an hour). Not stored. |
The service keeps no transcript or document content in its logs.
Other people in your recordings
Transcripts usually contain personal information about the other people in the conversation: what they said and, if you named them, their names. When you polish a transcript, that information is processed as described here. Under our terms of use you must have the right to record the conversation and to share it with this service.
Who processes the information for us
- Anthropic PBC (United States) runs the Claude AI models that write the documents. The transcript, fields and instructions are sent to Anthropic's API for each document. Under Anthropic's commercial terms, Anthropic does not use this content to train its models [confirm], and keeps API inputs and outputs only for a limited period for safety and abuse monitoring [confirm the current period].
- Migadu, the email provider that sends access codes from admin@notefly.co.za [confirm where Migadu processes mail]. It processes your name and email address.
- The server host on which this service runs [confirm: name the host and its location].
Sending information outside South Africa
Anthropic processes the transcript in the United States [confirm]. This is a transfer of personal information across the border (section 72 of POPIA). It is made because it is needed to provide the service you ask for, and the processor is bound by terms that protect the information and limit its use [confirm the basis with the legal review].
Security
Traffic is encrypted (HTTPS). Transcripts and documents are encrypted while stored and erased as described above. Access codes and device tokens are stored only as one-way fingerprints. Admin sign-in uses a strong password and can require a second factor.
Your rights
You may ask what personal information we hold about you, ask us to correct or delete it, and object to its processing. Write to privacy@notefly.co.za. You can also stop using online polishing at any time; ask us to remove you and we erase your details, devices and codes, and keep only anonymous usage records.
Complaints
If you are unhappy with how we handle your information, please tell us first. You may also complain to the Information Regulator (South Africa): inforegulator.org.za [confirm the complaints address].
Changes
We will update this notice when the service changes, and tell invited users about important changes by email.