PaceNotes Privacy Policy
PaceNotes listens while you are in or near a conversation, shows or speaks short tips during it, and writes notes afterwards. It is run by Rising Creek Construction LLC, Springtown, Texas ("we", "us"). This policy covers the PaceNotes web app, browser extension, phone and desktop apps and glasses apps. Your account and billing sit with Tread Connection, which is covered by its own privacy policy.
What we collect
- Transcripts. The words PaceNotes hears in a session, with the time and, when it can tell, who said them.
- Tips, notes and write-ups. What PaceNotes showed or said to you, the notes it wrote afterwards, and your thumbs up or down on them, with the reason if you type one.
- Homework. What applies to you after a session, written when it ends. By default it is emailed to the address on your account. It goes to you as a Circle direct message instead if you choose that or have no email on file.
- Flags and private notes. A flag marks a moment in a session, with a label or a name you typed or said. A private note is what you say while a note is open. Both are kept with the session and deleted with it. A note stays out of the tips unless you choose Use it now. Flags and private notes are never used to improve PaceNotes.
- Your settings and profile. Mode, gear, voice, retention, whether your calls and meetings may be used to improve PaceNotes, and the facts about you that you or PaceNotes save so tips fit you.
- Job and contact context you provide. A brief, names, numbers and notes you attach to a session or a call. If a JobTread account is linked to your Tread Connection account, PaceNotes also reads your jobs there, and a job's name, the customer's name and the job address can go into the session.
- Account details. Your account id, name, email address and plan, which come from Tread Connection, and a token for each device you connect. If Tread Connection has no name for you, PaceNotes asks you to type it. We use your name to label your lines in a transcript.
- Your own phone number. If you use calling, the number you verify as your caller ID or for Call me. Twilio rings it to check it is yours, and we keep the whole number.
- Device and error records. For each device you use, we keep the app, page and shell versions, the platform, the browser and operating system, an install ID, and when it last connected. We also keep your last 50 error codes. Each is a fixed code with a fixed description and nothing you said. We use these records to check that your version still works and to help with support.
- Web lookups. When PaceNotes looks something up on the web for you, it writes search words from your conversation and stores them with the session.
- Usage and cost counts. Minutes listened, model calls and an estimate of what they cost, so we can keep each account inside its limits. We also keep the time zone your device reports, so your day and month start when yours do. Our logs carry ids and counts, not what was said.
- Call records. If you use calling, Twilio gives us the numbers, times and length of each call.
- Plan and top-up records. If you subscribe, we keep your plan's status, its price and renewal date, and the payments and refunds on it. If you buy minutes, we keep what you bought, when, the amount, and your minute balance. If you pay for the plan before you have an account, we keep the email you gave Stripe so we can make your account and send your sign-in link. From Stripe we keep only your Stripe customer id, your subscription id, the brand and last four digits of your saved card, and that email. We never see or keep your card number.
- Grades and test cases. When your calls and meetings are used to improve PaceNotes, the scores and notes we write about how it did on one, and test cases we make from them. See How we use your calls and meetings to improve PaceNotes.
What we do not collect
- We do not store audio. Audio from a browser or app goes straight to OpenAI for transcription. Audio relayed through our server is passed on and dropped.
- We do not collect video or browsing history. The browser extension listens only to the tab you choose. It reads that tab's title and address, and its captions when captions are on (on YouTube, also the video's date and whether it is live). It reads more of the page only in help mode, on the one tab you open help on. Help mode takes a short text outline of that page, with passwords and payment fields removed first, and a picture of the tab if you allow that. If you share your whole screen and approve a picture of it, that picture is sent as it is, with nothing removed.
- We do not make voiceprints and we do not identify anyone by their voice. Speaker names come from the meeting's captions. On a call they come from which of the call's two audio tracks a voice arrived on, yours or theirs, and nothing more.
- We do not record calls. PaceNotes transcribes a call as it happens and keeps the text. A notice that says a call "may be recorded and transcribed" uses the wording the law expects. We keep the text and never the audio.
Who processes your data
- OpenAI turns speech into text (transcription). When job names are turned on for transcription, the names of your open jobs, customers and towns are sent to OpenAI along with the audio to improve spelling.
- Anthropic writes tips, answers and notes from the transcript and your context. It also runs your web lookups. When we review calls and meetings to improve PaceNotes, Anthropic also helps us grade them and play out made-up conversations to test tips.
- ElevenLabs turns a tip into a spoken voice when you choose Spoken in my earbuds.
- Twilio places and carries calls, and runs the call audio stream, when you use calling. The calling software in the app also sends Twilio measurements of call quality for each call.
- A tip-checking service checks whether a new tip repeats an earlier one. For that check it receives the new tip and the earlier tips from the same call. It does not receive audio, the transcript or your account id.
- Circle delivers your homework to you as a direct message when it is sent that way.
- Our email service delivers your homework to the address on your account.
- Stripe is our payment processor for plan payments and top-ups. It takes your card details directly, and it sends us only the result of a payment, your Stripe customer id, your subscription's status, price and renewal date, the brand and last four digits of your card, and the email you give at checkout. If you save a card, Stripe holds it for you, and you can change or remove it, cancel your plan and see your invoices from Manage plan in Settings.
- Tread Connection is your account and billing provider. It tells us who you are and whether you have access, and it handles payment.
- Mentra transcribes speech on Mentra glasses, but only when you choose its transcription. Otherwise glasses audio follows the paths above.
Each one receives only what it needs to do its job for you, or for the review described under How we use your calls and meetings to improve PaceNotes. They act as our service providers.
When you ask for it, we also send your data to places you choose. A task or daily log you approve goes to your JobTread account. An assistant you connect to PaceNotes gets the transcripts, notes and help pictures it asks for, under that assistant's own terms. Notes from a session you link to a project room go to the people in that room.
Beyond this list and the places you choose, we share your data with nobody, except where the law requires it.
How long we keep it
- Audio is not kept at all. It is passed to the transcription service and dropped, and we never write it down. On a call we do not turn on Twilio recording.
- Transcripts, tips and notes are kept for 90 days by default. You can choose a different time in your settings, or delete a session at any time. A grade is deleted with its session. A test case can be kept longer than 90 days only after names, addresses, phone numbers, email addresses and prices in it are replaced.
- Vendor logs. OpenAI keeps its request logs for up to 30 days. Anthropic keeps them for 30 days, and for up to 2 years if a request is flagged for misuse. ElevenLabs keeps the text of a tip it speaks, and Twilio keeps the call records its own policy describes (numbers, times and length).
- Our database backups are kept for 30 days and then deleted. A deleted session, grade or test case leaves our backups within that time.
- Account data stays while your account is active. After you cancel or ask us to delete it, we remove it within 30 days, including grades and test cases, apart from payment records the law requires us to keep.
Deleting and exporting your data
You can delete a session, or all of your data, from the app, and export your sessions and notes, with any grades and test cases, from it. Deleting a session also deletes the grades and test cases made from it, and Delete all data deletes all of them. You can also email us at jakemauldin@risingcreek.ai and we will do it for you within 30 days.
Anyone can ask us to delete what PaceNotes kept, member or not. If you were on a call or in a meeting with a member and want your words removed, use the deletion page. You do not need an account. We also delete any grade or test case made from that call or meeting.
How we use your calls and meetings to improve PaceNotes
Unless you turn it off, Rising Creek Construction LLC reads and grades the text of your calls and meetings, including what the other people in them said. In the Chrome extension it is off until you turn it on. We use it to improve the tip rules, prompts, question lists and test cases in PaceNotes, and to play out made-up conversations that test new tips. It stays with Rising Creek Construction LLC and the providers named on this page. We never publish it, sell it, use it in marketing or show it to other members. We use text only, never audio. Flags and private notes are never used.
This covers phone calls through PaceNotes, and other calls and meetings, in person or online, when you said someone besides you was talking. It never covers a session where you said only you were talking, or a video, recording or live stream you played or watched.
We do not fine-tune or train an AI model of our own on your calls and meetings today. If that changes, we will say so here first. When we use AI to help with this review, we use Anthropic, through the same business account that writes your tips.
A grade is deleted with its session. A test case we keep longer than 90 days has names, addresses, phone numbers, email addresses and prices replaced. Raw transcripts follow your retention setting.
It is on unless you turn it off, in Settings under Use my calls and meetings to improve PaceNotes. In the Chrome extension it is off until you tick the same box in Options. Turning it off, or using Delete all data, removes your calls and meetings from future grading and deletes your test cases. A call or meeting made while it is off is never used, even if you turn it on later. In the Chrome extension, nothing from before you ticked the box is ever used.
This has not started yet. We will put the start date here and tell members at least 14 days before it starts. Calls and meetings from before that day will never be used.
If you were on a call or in a meeting with a member, your words are part of its text, and we may read and grade them for this purpose. You can ask us to delete them on the deletion page.
What we never do
We do not sell your data. We do not show you ads or use your data to target ads. We do not hand your transcripts or audio to anyone to train a model. OpenAI and Anthropic do not train on data sent through their business APIs by default, and we change no setting that would let them. ElevenLabs receives only the text of a tip you choose to hear spoken, never a transcript or call audio, and handles that text under its own privacy policy. Twilio carries the audio of in-app calls and handles it under its own privacy notice, which lets it use data to train models for security, fraud and network reliability. Apart from the review described above, we use a transcript only to serve the member it belongs to, for their tips, notes, homework, profile and search of their own sessions.
Chrome Web Store user data
The use of information received from Google APIs will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements. In the Chrome extension, we read and grade your calls and meetings to improve PaceNotes only after you turn that on in Options, and only those from after you did.
Your duty to tell people
You promise to give any notice and get any consent that the law of each party's location requires, wherever you and the other people are. PaceNotes can help, but the duty is yours. During a call you can tap Stop transcribing. That ends the transcript for the rest of the call, deletes what the other person said that was already saved, and keeps that call out of grading.
On calls, "Announce PaceNotes on calls" has three settings. Only where needed is the default. It guesses where the other person is from the area code of the number you dial. In a place where your own consent is enough, nothing is played. In a place that needs everyone to agree, or when the place is unknown, the call connects but nothing is transcribed until you tap I told them or Play the notice, and a call where you tap neither is never transcribed. Always plays the notice "This call may be recorded and transcribed." to the other person when they answer. Never plays nothing and holds nothing. Choosing Never means you accept responsibility for any consent the law requires where the person you call is, and we keep the time you accepted. An area code is only a guess about where a person is, so check when it matters.
Some places require every person in a conversation to agree. These include California, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, New Hampshire, Pennsylvania and Washington. Connecticut and Nevada add this for calls. Oregon adds it for conversations in person. Laws change and other places have rules of their own, so check where you and the other person are. If you are unsure, ask everyone first.
Age
PaceNotes is for people 18 and older. We do not knowingly collect data from anyone younger.
Security
Data travels over HTTPS and sits on access-restricted servers. API keys for our providers never reach your device. No system is perfectly secure. If a breach affects your data, we will tell you without undue delay.
Changes
If we change this policy in a way that matters, we will update the version above and tell active members by email or in the app before the change takes effect.
Contact
Rising Creek Construction LLC, Springtown, Texas. jakemauldin@risingcreek.ai