Names & Notes · Privacy Policy

Last updated: October 23, 2026 · For the Names & Notes iOS app (App ID 6809723005)

1. Data We Process

• Account identifiers. When you sign in with Apple or Google, we receive an identifier issued by that provider (Apple's sub or Google's account ID) and use a hash of it to associate your data. We never receive your Apple ID password or retain the name or email address from sign-in. A Google identity token may contain an email address, but the server does not store it or use it for other purposes.
• Apple authorization credentials. With current app versions, the app sends a one-time authorization code to the backend. The backend exchanges it with Apple and retains a refresh token so authorization can be revoked when you delete your account. The token is kept in private account storage. It is not included in profile archives, backups, public responses or business logs, and is removed after revocation is confirmed.
• Content you record. Names, aliases, role notes, groups and ability models, ratings and their reasons, needs, notes, action records, conversation text and summaries. You enter this content yourself or confirm it before it is saved.
• Contacts you choose to import. The app uses the system picker and reads only the names, aliases, organizations or job titles of the contacts you select. It keeps import identifiers to prevent duplicates. After you confirm saving, these fields become part of the profiles and sync with your archive when you are signed in. Text recognition for address book screenshots happens on the device; the original screenshots are not uploaded.
• Optional images and video frames. Images you add to a conversation are resized on the device. Video frames are extracted locally, without sending the video's audio track. Before sending, the app shows the recipient: DeepSeek V4.1 Flash by default, or an optional image AI service you configure for requests that include images. After you consent, these images, the text from the same analysis, relevant profiles, action records and conversation context are sent directly to that service. Names & Notes’ backend does not receive the original attachments. Original attachments are excluded from Names & Notes’ JSON backups and cloud archives; analysis text you confirm for saving becomes part of your archive.
• Recordings and name hints. Voice recordings are first stored on your device. After you consent to transcription data processing and choose Transcribe or Retry, the audio and up to 100 name or alias hints are sent to Cloudflare Workers AI for speech recognition. The app backend does not write audio to object storage or business logs.
• Operational diagnostics. The backend's application logs record request type, response status, processing time, bytes read, deletion or cleanup results and service version to diagnose problems and maintain sync. Each request has an independent random diagnostic ID. Application logs do not contain account identifiers, profile content, recordings, tokens, complete URLs or query parameters. The Cloudflare platform may separately record operational metadata such as request URLs. The API does not put profile data or credentials in URLs or query parameters. These diagnostics are not used for advertising or profiling.
• Device credentials and settings. API keys and sign-in session credentials are stored in the system Keychain and excluded from profile backups. AI requests use the API key to authenticate with the provider over HTTPS; cloud requests carry session credentials. Privacy lock settings stay on the device. Profile edits, conversations and unsent text are part of your archive: they are backed up and also synced when you are signed in.

We do not collect location data, your complete address book or advertising identifiers, and we do not include third-party analytics or advertising SDKs. When you import contacts in bulk, only the person entries you confirm for saving are parsed and saved.

2. Where Data Is Stored

• On your device. You can manually record, view, compare, import and export without signing in. Data is stored on your iPhone by default. Transcription requires sign-in; AI text analysis also requires a separately configured key and your consent to processing.
• Optional cloud sync. When you sign in, your archive is stored in Cloudflare's private object storage, isolated by account and storage generation. The backend verifies the session and account state before allowing reads or writes. Device sessions are valid for 90 days and are invalidated when sign-out succeeds.
• Backend access routes. The app may connect directly to the Cloudflare Worker at zhiren-sync.the-fake-architect-studio.workers.dev. When the app uses zhiren.67962400.xyz, all backend API requests and responses pass through Nginx on our managed Alibaba Cloud server in Shanghai. That server terminates the device's HTTPS connection and connects to the Cloudflare Worker over HTTPS. Depending on the request, this includes synced archives, sign-in authorization and session credentials, account operations, audio and name hints for transcription. The current Nginx configuration disables access and error logs and does not intentionally write request or response content to disk; this does not mean Alibaba Cloud, Cloudflare or other platforms retain no operational or security metadata. Text AI, image and video-frame analysis requests still go directly from the device to the selected third-party AI service, without using this gateway. Neither this gateway nor Names & Notes’ backend receives your API keys for those AI services.
• Transcription. The Cloudflare Worker deployed for this project calls a Whisper model hosted by Cloudflare Workers AI. Cloudflare processes the audio and name hints for this feature after you give explicit consent.
• Optional text AI analysis. When you enable AI analysis and send a message, the final text, relevant profiles and action records within the analysis scope, and conversation context are sent directly to DeepSeek. You obtain your own key and store it in your device's Keychain. Usage is charged to your DeepSeek account. Names & Notes’ backend does not receive this key.
• Optional image AI analysis. Text organization, images and video frames use DeepSeek V4.1 Flash by default, with the same DeepSeek key you provide. You can optionally configure another vision-capable service in Settings → AI Connection; requests that include images then go to the provider of the HTTPS endpoint you enter. The app shows the recipient and obtains separate consent before enabling it. Changing the recipient requires consent again. The third-party service receives the images, text, relevant profile data and context for analysis. The key is used only to authenticate with that service, and usage is charged to your personal account with that provider.

Retention, deletion, processing regions and model training practices for requests sent to third-party AI services are governed by those services' terms and privacy policies. Review the provider's data protection commitments before configuring it. Use only services you trust and that are permitted to process the data you provide. Names & Notes cannot delete previously sent content from a provider you configured.

3. How We Use Data

Names & Notes uses this data to sync your archive, organize text into entries you can review, offer decision support and transcribe recordings. We do not use your records for advertising, resell them or train our own models on private records. The backend also records transcription request counts without content, session expiration times and maintenance results to control costs and remove expired credentials.

4. Retention and Deletion

• You can export all your archive data as readable JSON at any time in Settings → Export Full Backup.
• Settings → Clear All Data (Including Cloud) first creates an automatic backup, then clears local profiles and conversations. Clearing requires an internet connection and successful sync before it affects the cloud and other devices. It keeps your account and automatic backups.
• Signing out does not delete local or cloud data. The local cache still belongs to the original account, and signing back in to that account restores sync. Switching accounts, or deleting and recreating the same account, does not automatically upload or merge the old cache. If changes are pending, normal sign-out requires a successful sync first.
• Settings → Account & Cloud Sync → Delete Account and All Data deletes the cloud archive, invalidates the account's old sessions, and clears local archives, app-managed automatic backups, recordings, API keys and sign-in credentials. Failed cleanup can be retried. Local data is kept until cloud deletion is confirmed. Files you exported yourself and offline copies on other devices must be managed separately.
• Switching accounts requires exporting a JSON backup and confirming cleanup first. The local archive, text drafts, automatic backups, recordings and credentials are removed. The original account's cloud data and files you exported remain. JSON does not include audio or keys, so transcribe and save any recordings you need first. Signing out the current device session requires an internet connection. If it fails, cleanup progress is kept, and editing and uploading stay paused until it finishes.
• When you delete an Apple sign-in account, the backend revokes the stored Apple authorization token. For older accounts without a revocable token, data deletion still completes, and the app directs you to Apple's official steps to revoke access manually. If authorization expires during deletion, sign back in to the original account to continue. A deletion-recovery session cannot read or upload archive data.
• To stop old in-flight requests from restoring deleted data and support deletion retries, the backend retains account generations, deletion markers and request receipts that contain no profile content. These metadata currently have no automatic expiration policy. Transcription counters expire 24 hours after the end of their UTC date. Scheduled jobs remove expired counters and expired or revoked sessions in batches; actual removal time depends on the backlog and service operation.
• Operational diagnostics are stored in Cloudflare's logging service and expire according to the service configuration. Because the records do not contain account identifiers, deleting an account does not search for or individually delete its diagnostic records.
• Local recordings remain after transcription so you can check them. They are removed after you send and the text message is saved successfully, or when you delete a recording yourself. Deleting a conversation, removing conversations during a restore, or clearing data also removes associated recordings. Cleanup failures are shown in the app and can be retried in Settings; cleanup continues after a restart. If later AI analysis fails, the saved text can still be retried. Interrupted or unsent recordings can be recovered in their original conversation. The cloud archive includes conversation text and original transcripts, but not audio files.
• In Settings → AI Connection, you can turn off Enable AI Analysis, choose Revoke Image and Video Sharing Consent, or turn off Allow Cloudflare Transcription to stop future sharing for the relevant feature. Revoking consent does not automatically delete saved records or data a third party has already received. Delete local and cloud data as described above; request deletion of third-party data from the relevant provider under its policy.

5. Security

All communication with servers uses HTTPS. Conditional atomic cloud writes help prevent devices from overwriting each other's changes. API keys are stored in the iOS Keychain, not in backups or logs. You can enable Face ID / Passcode Lock to lock the app automatically when it goes into the background.

6. Children

Names & Notes is not intended for children. We do not knowingly collect personal information from children under 13. If you believe such data was collected by mistake, contact the email address below to request deletion.

7. Policy Changes

If this policy changes materially, we will update the date at the top and notify you in the app or release notes.

8. Contact

For privacy questions, data deletion requests or other concerns, email harryjia2017@gmail.com. We will reply within 7 business days.