Privacy Policy

1. Information We Collect

Airpen, a product of Almond Group ("Airpen," "we," "our," or "us"), collects information necessary to provide our intelligent learning workspace:

• Account & Authentication: Name, email address, password hashes, multi-factor authentication preferences, device trust signatures, and OAuth profiles (e.g., Google Sign-In) managed securely via our authentication partners.
• Audio & Lecture Recordings: Audio streams, recorded lecture files, ambient audio snippets, and associated audio timestamps submitted for indexing and transcription.
• Study & Learning Content: Transcripts, notes, LaTeX formulas, code snippets, concept maps, flashcards, diagnostic quiz responses, study plans, and uploaded academic documents (e.g., course slides, syllabi, PDF readings).
• Technical & Usage Data: IP addresses, browser types, session timestamps, device identifiers, and execution logs from interactive code sandbox sessions.

2. Audio Processing & Transcription

When you record or upload audio to Airpen, files are processed through secure speech-to-text pipelines to create time-synchronized transcripts and structured study artifacts. Audio data is encrypted in transit and at rest. You retain full control to delete raw audio recordings from your workspace at any time without deleting your generated concept maps or notes.

3. Airpen for Chrome

The Airpen Chrome extension captures only what you choose, and only after you start a recording, save a page, or ask about a page.

• Recordings: Audio from the tab, window, or screen you pick, and from your microphone if you turn it on. When you record a window or screen, the extension also keeps still images of slides as they change so your notes can include them.
• Page context: When you save a page or ask about it, the extension reads that page’s title, address, headings, main text, any text you have selected, and a PDF open in the tab. It skips password fields and other sensitive inputs. It does not read pages in the background or collect your browsing history.
• Content you choose: Pages, questions, images, PDFs, and recordings you choose to send may include identifying information, personal communications, health or financial information, or locations. We handle that content only to provide the Airpen features you request. The extension does not independently request health records, payment details, messages, or browser geolocation.
• On your device: Recordings save on your device first and remain available while an upload is pending. After an upload is verified, local recording media stays for 24 hours by default. You can choose 1 hour, 24 hours, or 7 days under “Keep local copy after upload” in the extension’s Options. Verified local media may be removed sooner when device storage is low. Unuploaded recordings remain available for recovery until you delete them. Your sign-in session is kept in extension storage so you stay connected to Airpen.

Airpen’s use of information received from the extension adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements. We use this data only to provide the study features you request. We do not sell it, use it for advertising, or let people read it except with your permission, for security, or where the law requires.

4. Airpen Mobile App

The Airpen app for iOS and Android asks for microphone access so it can record lectures you start. Recordings upload to your workspace and are handled as described in section 2. You can delete your account from the app under Profile, which removes your data as described in section 8.

5. AI Model Training & Data Privacy Commitment

We do not use your private study notes, audio recordings, lecture transcripts, or uploaded course materials to train public foundational AI models.

AI processing is performed strictly to fulfill your direct requests—such as generating structured notes, synthesis summaries, flashcards, LaTeX equations, and diagnostic quizzes—using enterprise APIs with contractual zero-data-retention or isolated tenant boundaries.

6. How We Use Information

We use your information to:

• Authenticate your identity, enforce device trust, and secure your workspace.
• Process, transcribe, and synthesize audio recordings and course documents into structured knowledge.
• Execute Python algorithms and calculations within our isolated browser STEM sandbox.
• Deliver scheduled spaced-repetition flashcards, active recall questions, and study plans.
• Monitor infrastructure performance, troubleshoot bugs, and improve service reliability.
• Communicate critical product updates, security notices, and customer support responses.

7. Service Providers & Sub-processors

We partner with vetted third-party service providers to deliver core platform functionality, including authentication (Clerk), cloud hosting, managed databases, encrypted object storage, email delivery, and AI speech-to-text processing. All sub-processors are bound by strict data processing agreements and security standards. Airpen never sells or rents your personal data.

8. Data Portability, Retention & Deletion

You maintain complete ownership of your academic content. You can export your notes as Markdown, HTML, or Word documents at any time. When you request account deletion through settings, all personal records, transcripts, and study workspaces are permanently removed from production databases, subject only to necessary legal record-keeping requirements.

9. Security & Sandbox Safeguards

Airpen implements multi-layered security measures including TLS 1.3 encryption in transit, AES-256 encryption at rest, role-based access controls, and isolated container sandboxes for interactive code execution. While we maintain rigorous defensive controls, no digital environment is entirely immune from risk, and we urge users to maintain strong, unique credentials.

10. Student Privacy & Age Requirements

Airpen is intended for university students, researchers, and adult learners. The service is not directed to individuals under the age of 13 (or under 16 in the EEA/UK), and we do not knowingly collect personal data from children. For institutional deployments, we align our privacy practices with student data protection frameworks including FERPA principles.

11. Your Choices & Global Privacy Rights

Depending on your jurisdiction (such as under GDPR, UK GDPR, or CCPA/CPRA), you have the right to access, correct, download, restrict processing of, or delete your personal information. You may exercise these rights directly within your account settings or by contacting our privacy team.

12. International Data Transfers

Airpen and its service providers may store and process data in the United States and other global cloud regions. Where international transfers occur, we implement recognized legal mechanisms such as Standard Contractual Clauses (SCCs) to ensure equivalent data protection.

13. Updates and Contact

We may update this Privacy Policy periodically to reflect technological or regulatory changes. Significant revisions will be notified via email or within the application. For privacy questions or data rights inquiries, reach out to support@airpen.app.