UltimateNote (“Notes & Tasks”, “the app”, “we”) is a personal task list and notes application available for Android, Windows and the web at ultimatenote.ysalk.com. This policy explains what information the app stores, why, and the choices you have. It applies to the mobile and desktop apps, the website, the Google Meet browser extension and the API.
1. Information we store
- Account: a username, your e-mail address, a time zone, your working days and preferences (language, theme, active Work/Personal mode). If you sign in with Google we receive your Google account e-mail, name and profile picture; we do not receive your Google password.
- Your content: the tasks, lists, notes, projects, project updates, tags, attachments, links and reminders you create, including anything you share with other users and anything they share with you.
- Media you record or upload: voice notes, images, videos and files, including meeting recordings made with the Google Meet extension, and the transcripts and summaries generated from them.
- Technical data: the change log the apps use to keep your devices in sync (what changed, when and by which account), API keys you create, notification and update settings, and standard web-server logs (IP address, user agent, time of request) kept for security and troubleshooting.
2. How we use it
Only to provide the service to you: keeping your data in sync between your devices, generating transcripts and task suggestions when you ask for them, sending you the reminders and e-mails you request (invitations, password reset codes), and syncing with Google Calendar if you connect it. We do not sell your data, do not use it for advertising, and do not train machine-learning models on it.
3. Third-party services
Some features send specific data to service providers acting on our behalf:
- ElevenLabs — audio you record or upload (voice notes, meeting recordings) is sent for speech-to-text, and text you ask to be read aloud is sent for text-to-speech.
- DeepSeek — the text of a transcript or note is sent when you use “Extract tasks”, the meeting summary, or similar AI features, to produce task suggestions, a title and a summary.
- Google — Google Sign-In, and Google Calendar when you connect it (see section 4). E-mails are sent through our own mail server.
These providers receive only the data needed for the request and are bound by their own privacy terms.
4. Google user data and Google API Services
If you connect Google Calendar, the app requests the calendar.events scope. We use it to create, update and delete calendar events that mirror the dated tasks on your main list, and to import events from your calendar as tasks. Only the event fields needed for that (title, date/time, description, an identifier) are stored, together with an OAuth refresh token that lets the server sync hourly. You can disconnect at any time in Settings → Google Calendar; this revokes the token and removes it from our server.
UltimateNote’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never sold, never used for advertising, and never shared with third parties except as needed to provide the calendar sync feature you requested.
5. The Google Meet browser extension (“UltimateNote Meet Recorder”)
The Chrome extension records a Google Meet call only after you press Record in the extension and stops when you press Stop or leave the call. Nothing is recorded in the background, on other websites, or without that click. While recording it:
- Captures the audio of the Meet tab and, if you allowed it, your microphone, mixes them in your browser and uploads the resulting audio file to your UltimateNote account over HTTPS when you stop.
- Reads the participants’ display names from the Meet page (the same names shown on the video tiles and in the People panel) so the meeting note can list who attended. No other page content, chat messages or video is read or stored.
- Sends the recording to our server, where it is transcribed by ElevenLabs and summarised by DeepSeek (see section 3) and stored as a meeting note with the recording, the transcript, the summary, the attendee names and the action items as tasks — in your account only, visible to you and to anyone you explicitly share it with.
- Stores your settings in Chrome’s extension storage: the API key you paste (which identifies your account), the server address, the chosen list and project. The key is sent only to the UltimateNote server.
The extension does not collect browsing history, does not run on any site other than meet.google.com, does not contain advertising or analytics, and does not sell or transfer data to anyone; its use of the data described here is limited to the single purpose of turning your meetings into notes and tasks. You can delete a recording at any time by deleting the meeting note in the app, and remove the extension from chrome://extensions.
You are responsible for informing the other participants that the call is being recorded and for complying with the recording and consent laws that apply to you and to them.
6. Sharing with other users
When you share a list or a project, the people you invite (by e-mail) can see it and, if you make them editors, change it; the activity feed shows them who changed what. You can change roles or revoke access at any time. When someone shares something with you, their content appears in your account only after you accept the invitation.
7. Where the data is and how it is protected
Data is stored on our own server (a virtual private server operated for UltimateNote) in an encrypted-in-transit setup: all traffic uses HTTPS, passwords are hashed, and sessions use short-lived tokens. Media files are stored on the same server. Daily backups are kept for 14 days. The apps also keep a local copy of your data on each device so they work offline.
8. Retention and deletion
- Your content is kept for as long as your account exists. Items you delete are removed from all your devices at the next sync.
- Meeting recordings and voice notes are kept unless you delete the note or task they belong to.
- To delete your account and all associated data, e-mail altkamulaltiqani@gmail.com from the address on the account; we delete everything within 30 days and confirm by e-mail. Backups expire within a further 14 days.
9. Children
The service is not directed at children under 13 and we do not knowingly collect their data.
10. Changes
We may update this policy as the app evolves; the “last updated” date at the top changes when we do, and material changes are announced in the app.
11. Contact
Questions or requests about your data: altkamulaltiqani@gmail.com.