InstantOwl

Privacy Policy

Effective Date: June 28, 2026

I. Consent

By using our Services, you agree to the terms and conditions contained in this Privacy Policy and consent to the data processing practices described herein. InstantOwl (“InstantOwl,” “we,” “us,” or “our”) is operated by JMB Innovations LLC, a Nevada limited liability company, and provides the voice transcription and AI note-taking platform at instantowl.com (the “Services”).

The Services are currently offered as an open beta and continue to evolve. This Policy covers the Services as they exist today and the additional features we may introduce from time to time.

II. What Data We Collect

a. Account Information

When you create an account, we collect: your name, email address, and profile image (if provided via a third-party authentication provider). Authentication is managed by our provider Clerk. You may link third-party accounts (such as Google) to authorize limited information access per that provider's privacy policy. You can revoke access at any time through your account settings.

If you contact us or provide feedback, we collect your name, email, and any content or attachments you include in your message.

b. Recordings and Content

To deliver the Services, we collect and store the content you create, including:

  • Voice recordings (audio) you capture or upload
  • Transcripts generated from your recordings
  • AI-generated outputs such as summaries, email drafts, and action items
  • Projects, folders, tags, ratings, and other organizational metadata you create
  • Recording metadata such as duration, timestamps, and names
  • Preferences (such as custom dictionary terms and timezone)

c. Technical Information

Our Services automatically collect certain technical data: browser type, operating system, IP address, device identifiers, domain name, and timestamps of your visit. This data is gathered in log files for authentication, security, and reliability purposes.

d. AI Processing Data

When you create a recording, your audio is sent to our transcription provider (OpenAI's transcription models) to produce a transcript, and the resulting transcript text is sent to our AI provider (Anthropic) to generate summaries, drafts, action items, and other structured outputs. We also generate vector embeddings from your transcripts to power semantic search and the Ask feature. If you import content from a third-party source (such as a YouTube link), the link is sent to a transcript provider to retrieve the corresponding text. You are responsible for ensuring you have the right to record, import, and submit such content and that it does not contain personal information about third parties without authorization.

We use your audio solely to transcribe it and deliver the features you request. We do not use your audio to create voiceprints or any other biometric identifier, and we do not use it to identify you biometrically. We may change or add transcription and AI providers over time and will update this Policy accordingly.

e. Cookies and Tracking Technologies

We use cookies and similar technologies (such as local storage) to operate and improve the Services. We do not use advertising cookies or third-party marketing trackers, and we do not sell your information. The categories we use are:

  1. Necessary cookies — Required for basic functionality such as authentication and session management.
  2. Functional cookies — Enable features like preferences and the installable app (PWA) experience.
  3. Analytics — We use a product-analytics provider (PostHog) to understand how the Services are used and to improve them. This includes session-replay technology that records how you interact with the interface (clicks and navigation). Replay is configured to mask text and form inputs, and we do not use it to capture the contents of your recordings, transcripts, or outputs.

You can remove persistent cookies at any time through your browser's settings.

III. How We Use the Data We Collect

We use your personal information for the following purposes:

  1. Facilitate account creation and security
  2. Identify you as a user of the Services
  3. Provide, operate, and administer the Services
  4. Transcribe your recordings and generate AI outputs based on them
  5. Power semantic search and the Ask feature across your recordings
  6. Personalize and improve your experience
  7. Send administrative notifications (e.g., welcome emails, important service updates)
  8. Respond to your inquiries, feedback, and support requests
  9. Determine which features interest you to inform product decisions
  10. Comply with applicable laws and regulations
  11. Respond to lawful requests and court orders
  12. Detect, prevent, and respond to fraud or security incidents

We may also compile and use statistical or anonymized, non-personally identifiable information for any purpose, provided such data has been fully de-identified. We do not use your recordings, transcripts, or content to train our own models, and our AI providers do not use your content to train their models.

IV. Information Sharing and Disclosure

a. Service Providers

We engage third-party companies and individuals to support the Services, including:

  • Railway (hosting and database infrastructure, including audio file storage)
  • Clerk (authentication and user management)
  • OpenAI (audio transcription)
  • Anthropic (AI model provider for summaries, drafts, and action items)
  • Supadata (retrieving transcripts for third-party links you import, such as YouTube)
  • PostHog (product analytics and masked session replay)
  • Sentry (error and performance monitoring)

These providers are contractually bound to confidentiality and to only use your data as necessary to deliver the services we request from them. We may add, remove, or change service providers as the Services evolve and will update this list accordingly.

b. Law Enforcement and Safety

It may be necessary — by law, legal process, litigation, or requests from public and governmental authorities — for InstantOwl to disclose your personal information. Disclosure may also occur if necessary to enforce our Terms of Use or to protect the rights, property, or safety of InstantOwl, our users, or others.

c. Business Transfer

We may share your personal information if InstantOwl engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of our assets, or any other steps in contemplation of such activities. We will notify you before your information becomes subject to a different privacy policy.

d. With Your Consent

We may disclose your personal information with your prior informed consent for specific purposes you authorize.

InstantOwl does not sell your personal information, recordings, transcripts, or content to anyone.

V. How We Protect Your Data

We are committed to protecting the security of information we collect. We implement reasonable and appropriate administrative, technical, and physical security controls, which may include measures such as:

  • TLS/SSL encryption for all data in transit
  • Database and stored audio kept on access-controlled infrastructure
  • Industry-standard authentication practices (via Clerk)
  • Limiting access to user data on a need-to-know basis

Despite our efforts, no security controls are 100% risk-free. InstantOwl does not warrant or guarantee that your personal information will be secure and free from unauthorized access.

VI. Data Retention

InstantOwl retains personal data as long as required to provide the Services you have requested or registered for, and to comply with applicable laws. Unless deleted earlier based on your request, your data will be deleted when we no longer need it.

You may delete individual recordings at any time, which removes the associated audio, transcript, and generated outputs. You may also delete your account at any time through your account settings. Upon deletion, your personal data and content will be removed from our active systems within 30 days, though some data may persist in backup systems for up to 90 days. Aggregated and anonymized data may be retained indefinitely.

VII. AI Processing

InstantOwl uses artificial intelligence to transcribe your recordings and to generate summaries, email drafts, action items, and other structured outputs. AI also powers semantic search across your recordings. These features are intended to help you organize and act on your own voice notes, and do not produce legal effects or significantly affect you outside the context of providing the Services you request.

AI-generated content may contain errors or inaccuracies. You are responsible for reviewing it before relying on it.

VIII. Children's Privacy

InstantOwl does not knowingly collect or solicit information from anyone under the age of 13. Users aged 13-17 must have parent or guardian permission to use the Services. If we discover we have inadvertently collected information from a child under 13 without verified parental consent, we will delete that information promptly.

If you believe we might have any information from or about a child under 13, please contact us at privacy@instantowl.com.

IX. Your Rights

We make every effort to comply with applicable data protection laws, including the GDPR (European Union) and CCPA/CPRA (California). Your rights include:

  1. Right to Access — Request a copy of your personal data
  2. Right to Rectification — Request correction of inaccurate or incomplete data
  3. Right to Erasure (“Right to be Forgotten”) — Request deletion of your data
  4. Right to Restrict Processing — Request limitations on how we process your data
  5. Right to Data Portability — Receive your data in a structured, machine-readable format
  6. Right to Object — Object to processing based on legitimate interest or for direct marketing
  7. Right to Know — Request information about collected, sold, or shared data
  8. Right to Opt-Out of Sale or Sharing — Direct us not to sell or share your information (note: InstantOwl does not sell personal data)
  9. Right to Non-Discrimination — You will not be discriminated against for exercising these rights

To exercise these rights, email privacy@instantowl.com. We will take reasonable steps to verify your identity before responding to protect your information from unauthorized requests.

X. Cross-Border Data Transfer

By accessing or using the Services, you understand that your information may be subject to processing, transfer, and storage in geographic locations outside your country of residence, including the United States. Where we transfer personal data from the UK or European Economic Area to a country not subject to an adequacy decision, we implement appropriate safeguards (such as Standard Contractual Clauses) to ensure an adequate level of protection.

XI. California Residents

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have specific rights regarding their personal information, including the rights listed in Section IX above.

Categories of Information Collected

We collect the following categories of personal information:

  • Identifiers — Name, email, IP address, account identifiers
  • Internet/Network Activity — Usage data, page views, device info
  • Geolocation — Approximate location inferred from IP address
  • Audio and User-provided Content — Voice recordings, transcripts, AI outputs, and other content you create
  • Inferences — Preferences and patterns derived from your use of the Services

Do Not Track and Global Privacy Control

We do not currently respond to “Do Not Track” signals. However, we recognize and honor Global Privacy Control (GPC) signals as a valid request to opt out of the sale or sharing of personal information under the CCPA. Note that InstantOwl does not “sell” personal data as defined under CCPA, so opting out is generally not necessary.

XII. Changes to This Privacy Policy

InstantOwl reserves the right to change this Privacy Policy. We will provide notice of material changes through our Site and, where we have your email on file, by email at least 30 days prior to the change taking effect. Continued use of the Services after the effective date constitutes acceptance of the updated policy.

XIII. Contact Us

InstantOwl welcomes your comments, questions, and concerns regarding this Privacy Policy. Please contact us at:

Related: Terms of Use