Privacy Policy — Smart Memo App
Last updated: 17 August 2026
1 Who we are
The mobile application “Smart Memo App” (also shown in the app as “Smart Memo”; the App) is operated by Ishtiaque Aman, an individual developer based in Assam, India (I, me, my, Operator, we, us, our).
Privacy requests and general product support: ishtiaque.aman.official@gmail.com
If privacy laws apply to you (see Sections 12–13), you may also contact your local supervisory or regulatory authority.
2 What this Policy covers
This Policy explains what information is collected through the App, how it is used, who I share it with, how long I keep it, how I safeguard it, and what choices and rights may be available depending on where you live.
Operating-system features, storefronts (Apple/Google), and third-party inference infrastructure have their own notices—read them alongside this document.
Unless applicable law dictates otherwise, the English text prevails except where prohibited by applicable consumer-protection law.
3 Children
The App is not aimed at young children. Do not permit use under age 13 (or higher if applicable law in your region requires).
Parents or guardians who believe a minor has supplied data without appropriate authority should email ishtiaque.aman.official@gmail.com with enough detail for me to investigate.
4 Quick reference — categories Apple reviewers expect you to recognise
Below is not an exhaustive DPIA—it is an index for mapping to App Store/Google Play questionnaires.
| Type | Typical examples | Where it largely lives |
|---|---|---|
| Identifiers | Firebase anonymous UID, cryptographic session tokens tied to UID | Firebase Authentication; Authorization headers verified on Cloud Functions |
| Contact / registration | The App currently uses anonymous Firebase sign-in only. If I add email or other sign-in later, this Policy will be updated. | Declare when added |
| User content | Note text (including moods and emotions you attach), collections, prompts, scratchpad, search queries, optional tracker values, summaries you generate | Persisted locally; also transmitted temporarily when you use AI-assisted features (Section 7) |
| Photos / camera | Images you attach to notes (Plus); a profile photo you choose | Note images may be sent for embeddings; profile photos stay on-device |
| Usage diagnostics | The App does not embed Google Analytics or Crashlytics. Google Cloud may still retain minimal HTTP/GCP telemetry tied to IPs and request metadata | Infrastructure logs |
| Generated embeddings | Numeric vectors produced from note text and images so the App can search by meaning and find related notes | Returned to the device and stored locally; not kept as a long-term notes database on my servers |
| Purchases | Smart Memo Plus subscription status (annual / monthly) processed by Apple | App Store / StoreKit on device; Apple billing records |
I do not “sell” personal information nor “share” it for cross-context behavioural advertising within the CPRA meanings unless I introduce a monetisation programme disclosed in advance with opt-outs.
5 Local storage & device processing
Designed patterns in the App:
- On-device SQLite (Drift) stores notes, rich-text content, moods/emotions, attached images, collections, optional tracker data, embeddings, and a local profile photo.
- Local preference files store interface language, theme, onboarding state, subscription cache, search preferences, scratchpad, and similar settings.
- Data export/import (Settings) builds or reads a
.smartmemobackup on your device containing notes, images, collections, trackers, prompts, scratchpad, and embeddings. Export uses the system share sheet; import reads a file you choose. This flow does not upload your backup file to my servers.
Manufacturer backups/OS sync may replicate local stores—manage via device settings.
6 What I transmit to my backend
Authenticated HTTPS requests go to Cloud Functions in the us-central1 region at https://us-central1-smart-memo-db009.cloudfunctions.net. Typical callable functions include:
embedMemo— note plain text and up to four attached images are sent so Google Vertex AI can return embedding vectors. Those vectors are stored back on your device.embedSearchQuery— the search text you type is sent to embed the query for semantic search (text only).suggestPrompts— excerpts of your notes and your UI language are sent so the model can suggest journaling prompts.summarizeNotes— excerpts of your notes (including mood/emotion labels where present) and your UI language are sent so the model can write a summary.
All such calls authenticate through Firebase Authentication ID Tokens forwarded as Bearer tokens verifying your anonymous UID.
Firestore: The App does not currently store your notes or profile in Cloud Firestore. If that changes, this Policy will be updated.
Server-side persistence of notes: The App is engineered so primary storage stays on-device while servers generate embeddings, prompts, or summaries. I do not intentionally maintain a long-term notes database—nevertheless Google Cloud administrative, security, anomaly-detection or legal-hold tooling may transiently reproduce portions of payloads; log retention should be tuned accordingly.
Profile photos chosen in Settings remain on the device and are not uploaded for embeddings.
7 Artificial intelligence subprocessors — Google Vertex AI (Gemini)
Embedding, prompt suggestions, and note summaries route through Firebase Cloud Functions to Google Cloud Vertex AI model families used in my infrastructure (including gemini-embedding-2 for embeddings and a Gemini Flash-class model for text generation).
That means substantive prompt + note text—and, when you attach images to a note, those images—leave your device, even if notes ultimately remain chiefly local afterward.
- Outputs may be erroneous, incomplete, or mismatched—they are never substitutes for regulated professional advice (see Terms of Use / Apple Standard EULA).
- Google processes inputs under its Google Cloud / Vertex AI agreements, supplementary generative-AI notices, transparency materials, subprocessors lists, certifications, SCCs/transfers tooling, and other documents updated periodically.
- Whenever storefront questionnaires ask whether data is linked to the user account: transmitting content with Firebase identity tokens ordinarily constitutes linked handling.
8 Other third-party network services
Examples:
- Apple Inc. & Google LLC for app storefront distribution, entitlement signing, parental controls, receipts, taxation documentation, refunds, and (on iOS) StoreKit subscription processing for Smart Memo Plus.
- Google LLC for Firebase Authentication, HTTPS Cloud Functions, optional Google Cloud Logging/Monitoring, and Vertex AI inference.
- Google Fonts — the App may fetch the Playfair Display typeface at runtime. Google may log the request (typically including IP address).
Any future analytics SDKs (crash, metrics) must integrate with a refreshed Policy and storefront nutrition labels at the same time.
9 Why I process (Purposes)
| Purpose | Detail |
|---|---|
| Deliver notes, collections, prompts, semantic search, related notes, AI summaries, AI suggested prompts, statistics, and Smart Memo Plus limits | Contract-like necessity and legitimate Operator interests |
| Let you export and import your local data between devices or backups | Your request / legitimate interest in data portability |
| Process Smart Memo Plus subscriptions via Apple | Contract / storefront billing |
| Security, abuse detection, anomaly detection | Legitimate interest / lawful obligation |
| Comply with law, subpoenas, Terms enforcement | Compliance |
| Honour user rights requests | Compliance |
EEA/UK: Map above to Art. 6(1)(b)/(c)/(f) GDPR as counsel advises. Art. 9 special-category data only if you voluntarily type health or similar content—prefer minimisation.
Japanese APPI purpose specification, Indian DPDPA, and other regimes may require additional counsel addenda for some markets.
10 Retention highlights
- Local device records: live until erased by you, uninstalled, wiped by the OS, or rotated through device backups.
- Exported
.smartmemofiles: remain wherever you save or share them—you control deletion. - Anonymous Firebase Auth UID: may persist until you request deletion at ishtiaque.aman.official@gmail.com or the Auth record is otherwise removed. Uninstalling the App does not always delete the remote Auth record automatically.
- Cloud logging / ephemeral caches: vendor defaults (GCP often rotates within weeks unless retention is locked)—policies should align with these privacy promises.
11 Security overview
Defense-in-depth: TLS for transport (HTTPS), Firebase ID tokens, principle of least privilege IAM roles, Cloud Functions authentication checks. No absolute guarantee—report suspected incidents to ishtiaque.aman.official@gmail.com promptly.
12 Detailed regional rights disclosures
Mandatory rights override conflicting contract waivers locally.
12.A European Economic Area, United Kingdom & Switzerland
Individuals may lodge complaints with supervisory authorities. Exercise Articles 15–22 GDPR-pattern rights by emailing ishtiaque.aman.official@gmail.com.
Transfers rely on SCCs/supplementary TIA documentation where applicable.
EU representative: Not applicable — Operator has no establishment in the EU/EEA.
12.B California, Colorado, Connecticut, Utah, Virginia, similar US state comprehensive laws
Residents may obtain knowledge, deletion, correction, portability, and opt-out regimes for sale/share/sensitive uses where applicable—I presently sell none intentionally.
Contact: ishtiaque.aman.official@gmail.com
12.C Brazil LGPD (Lei nº 13.709)
Holder rights enumerated in Article 18; ANPD escalation.
12.D Japan amended APPI
Including cross-border onward-delegated processor registers when transferring personal data outside Japan.
12.E Canada
Mechanism: email ishtiaque.aman.official@gmail.com.
12.F India and additional regions
Indian residents may exercise rights under applicable law (including the Digital Personal Data Protection Act, 2023, as implemented) by contacting ishtiaque.aman.official@gmail.com.
An accessible channel is also maintained for Australia, Singapore, and other locales not exhaustively enumerated.
13 Sensitive & health-adjacent data caution
The App lets you journal and optionally log moods and emotions. It is a general writing and reflection tool, not a medical device. Typing diagnoses, medications, or therapy notes is discouraged. Do not use the App for diagnosis or treatment.
14 Law enforcement & disclosures
I respond to lawful, appropriately scoped compulsory process, narrow productions, and resist overbroad requests where reasonable, unless a gag order forbids notice.
15 Changes & prior versions
I may amend this Policy. Material changes should surface within the App or by email where legally required. Prior versions should be archived responsibly.
16 Terms of Use (EULA)
Interpret this Policy together with the App Store Terms of Use (EULA) — Apple’s Licensed Application End User License Agreement at https://www.apple.com/legal/internet-services/itunes/dev/stdeula/.
End of Privacy Policy