Privacy notice

Who is responsible

dionics media UG (haftungsbeschränkt), Birkhuhnweg 8, 31303 Burgdorf, Germany, is the controller for the processing described here. Reach us at websites@dionics.ai or +49 175 9648764. We have not appointed a data protection officer, because the thresholds in section 38 of the Federal Data Protection Act do not apply to us.

Visiting the site

Our host records each request in a server log. The log holds the requesting IP address, the time, the address requested, the referring page, the status code, the amount of data transferred, and the browser and operating system your browser reports. We need this to deliver the page and to find faults and abuse. The legal basis is Article 6(1)(f) GDPR, our legitimate interest in a service that works and is not being attacked. We do not combine the logs with other data and we do not use them to identify you. They are deleted after 30 days at the latest.

Some requests carry more than a page name in their address. While a page is open, your browser checks for changes every few seconds, and that address contains a random id for your browser window, a colour for your avatar, whether you are typing, and, if you came through a share link, the link's token. If you start a page from a prompt on our website, the prompt text is part of the address too. These details land in the same logs and are deleted with them.

Hosting is provided by Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA, as a processor under a data processing agreement. Vercel also runs the server code that handles your account and your pages, so that data passes through Vercel's systems. Processing can take place in the USA. Vercel Inc. is certified under the EU-US Data Privacy Framework, with the EU Commission's standard contractual clauses as a fallback. Files you upload to a page are stored with Vercel Blob, Vercel's file storage, under the same agreement.

Fonts

The fonts are stored on our own server and loaded from there. Opening a page does not connect to Google Fonts or any other font provider.

Your account

To create pages, edit shared pages, comment or use the AI features you need an account. When you sign up we store your name, your email address, whether you have confirmed that address, and your password. We never store the password itself. Our sign-in software, BetterAuth, stores a salted hash of it, from which the password cannot be read back.

Each time you sign in we create a session record. It holds a random token, its expiry date, the IP address you signed in from and the user agent your browser sent. A session runs for 30 days and is extended while you keep using it. Signing out ends it. Expired sessions are no longer accepted.

Your name is shown to other people on pages you work on together, next to your comments and on your avatar while you have a page open. Your email address is not shown to them.

The legal basis is Article 6(1)(b) GDPR, because we need this data to provide the account you asked for. For the IP address and user agent in the session record it is Article 6(1)(f) GDPR, our interest in spotting sessions that were taken over. We keep your account data for as long as the account exists.

Emails we send you

After sign-up we send one email with a link to confirm your address. If you ask to reset your password, we send a link for that. We send no newsletters and no marketing email.

These emails go out over an authenticated, TLS-encrypted SMTP connection through Zoho, which acts for us as a processor under a data processing agreement. Processing takes place outside the EU under the EU Commission's standard contractual clauses. The legal basis is Article 6(1)(b) GDPR.

Your pages and databases

We store what you create so it is there when you come back and so the people you share it with can see it. That covers:

• Pages, with title, icon, cover, font, position in your page tree, the text and blocks you write, and who created and last edited them
• Databases, with their properties and views, and every row with its property values and its own page content
• Files you upload to a page: images, documents, audio and video. Each one gets a long, random web address on Vercel Blob. Anyone who has that address can open the file without an account, so treat it like a share link. We delete the files when the page is deleted for good, unless a copy of the page or a saved template still uses them
• A daily count of how many files you uploaded and their total size, to enforce the upload limit of 200 files and 500 MB a day. It is deleted with your account
• Links in your pages to images, videos and files elsewhere on the web. For those we store the address, not the file
• Favorites you set, page memberships with their role and whether they came from a share link, and share link settings
• Templates you save from your own pages
• Pages you move to the trash, until you restore them or delete them forever

Comments and page history

Comments are stored with their text, the passage they refer to if any, replies, whether the thread is resolved, the time, and who wrote them. Everyone who can open the page can read them, including the author's name.

While a page is being edited, we keep a snapshot of its title and content about every 10 minutes, taken just before the next change, with the time and the person who last edited it. The page's owner and editors can list the snapshots and restore one. We keep the latest 100 snapshots of each page and delete older ones.

The legal basis for both is Article 6(1)(b) GDPR. Storing, showing and restoring your pages is the service you signed up for. We keep this data until the page or your account is deleted. When the owner deletes a page forever, its sub-pages, rows, comments and snapshots go with it, including content other people added.

What you write is your choice. If you put personal data about other people into a page, you are responsible for being allowed to do so.

Sharing and publishing

Every page has a share link, and it is off until the owner turns it on. The owner chooses whether the link lets people view, comment or edit. The setting carries over to the page's sub-pages.

Anyone with a share link can open the page and read everything on it, including comments and the names of their authors. Visitors on a view link need no account, and we do not know who they are beyond what the server log records. The owner can turn the link off or reset it at any time. The old link then stops working, and signed-in people who joined through it lose access. Who you send a link to is your decision, and we cannot pull back a copy someone already made.

If you publish a page, it and its sub-pages become a public, read-only website that anyone with the address can open, without an account. Published pages ask search engines not to list them, but we cannot stop people from passing the address on. Unpublish the page and the address stops working. Copies other people already made are outside our control. Published pages do not load our analytics.

Seeing who else is on a page

While a page is open, your browser tells our server every few seconds that you are there, with a random id for that browser window, a colour and whether you are typing. The server adds the name on your account, or "Guest" if you are not signed in. Everyone else who has the page open sees your avatar and name.

Other people stop seeing you about 20 seconds after your last update. We delete the entry a few minutes later. We do not keep a history of who looked at a page. Visitors to a published page are not shown to anyone and do not see who else is there.

The legal basis is Article 6(1)(b) GDPR. Showing who is on a page is part of the shared workspace you chose to open.

Where this data is stored

Accounts, sessions, pages, databases, comments, page history and the AI counter are stored in a Postgres database operated for us by Neon, Inc., USA, as a processor under a data processing agreement. The database runs in the Amazon Web Services region us-east-1 in the USA. The transfer to the USA takes place under the EU Commission's standard contractual clauses.

Data you or we delete can remain in Neon's restore history for a limited period, at most 30 days, after which it is gone from there too.

AI features

The AI features run only when you choose an AI action. Nothing in your workspace is sent to an AI provider at any other time. Only signed-in users can use them.

When you choose one, our server sends a request to Anthropic. What it contains depends on the action:

• Drafting a page sends the description you typed, up to 2,000 characters
• A writing action such as Summarise, Translate or Action items sends the text you selected or the text of the page, up to 60,000 characters, the page title, and for Translate the language you named
• Ask your workspace sends your question, up to 1,000 characters, and the title and up to 3,500 characters of text from each of the eight pages that match it best. Only pages you own or have been added to are searched

AI features, continued

Each request also contains our own fixed instructions to the model. It does not contain your email address or your account id. Text you send can of course contain names or other personal data that you or others wrote into the pages. The request comes from our server, so Anthropic does not see your IP address.

Anthropic sends back a draft or an answer. A draft appears as a suggestion that you insert, use to replace your text, or discard. An answer lists the pages it used. If you started from a prompt on our website, the first 80 characters of the prompt also become the page's title.

The provider is Anthropic PBC, 548 Market St, PMB 90375, San Francisco, CA 94104, USA, through the Claude API. Anthropic acts for us as a processor under its commercial terms and data processing addendum. We have not agreed to any use of this data for training AI models. Under those terms Anthropic may keep inputs and outputs for a limited period, for example to detect misuse. The transfer to the USA takes place under the EU Commission's standard contractual clauses.

The legal basis is Article 6(1)(b) GDPR. You asked for the result by choosing the action.

If a page holds sensitive personal data, about you or anyone else, think twice before you send it to an AI action.

The daily AI limit

Each account can make 30 AI requests per day. The day runs on UTC and the counter resets at midnight UTC. To enforce this we store one counter per account and day, holding only your account id, the date and the number of requests. A second counter per network and day keeps many new accounts on one connection from getting around the limit. It holds the date, the number of requests and a hash of your IP address mixed with a secret key and the date, so the same address gives a different value every day. We delete those after two days. A request that fails before the AI answers is not counted. The legal basis is Article 6(1)(f) GDPR, our interest in keeping a free service affordable and fair. The account counters are deleted with your account.

The contact form

When you send the contact form we process the name, email address, topic and message you enter, so we can answer you. All four fields are required, and without them we cannot reply. There is no statutory or contractual obligation to provide them. The legal basis is Article 6(1)(b) GDPR where your message concerns your account or a contract, and otherwise Article 6(1)(f) GDPR, our interest in answering messages sent to us.

The message is delivered as email through Zoho and stored in our mailbox, which Zoho also operates for us, on the terms described under "Emails we send you".

We delete enquiries no later than twelve months after the last message. Correspondence we must keep under section 257 of the Commercial Code or section 147 of the Fiscal Code is kept for the period those provisions set.

The same applies if you write to websites@dionics.ai or call the number in the imprint.

Spam protection on the form

We use Google reCAPTCHA version 3 to tell real enquiries from automated spam. Its script loads only when you open the contact page. No other page on the website loads it, and neither does the workspace. You do not have to solve a puzzle.

When the contact page opens, your browser fetches the script from www.google.com. Google receives your IP address, details about your browser and device, and how you interact with the page, such as mouse movement and time spent on it. Google also sets the cookie _GRECAPTCHA and its own entries in your browser's local storage. When you send the form, reCAPTCHA gives us a score for how likely it is that a program sent it. We reject messages whose score is too low, and you can then write to us by email instead.

The legal basis is Article 6(1)(f) GDPR, our legitimate interest in keeping spam out of the form and our mailbox.

The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Google may also process this data on Google LLC servers in the USA. Google LLC is certified under the EU-US Data Privacy Framework. Google's privacy policy (https://policies.google.com/privacy) and terms of service (https://policies.google.com/terms) apply.

Analytics, only if you agree

The website uses Google Analytics 4 to count visits and see which pages get read. It loads only after you press "Accept analytics" on the banner, and nothing is stored on your device for it before that. The legal basis is your consent under Article 6(1)(a) GDPR together with section 25(1) of the Telecommunications Digital Services Data Protection Act, TDDDG.

Analytics runs on our public website only. It does not load in the workspace, in the editor, on share links or on published pages, and it never receives the content of your pages.

Once you have accepted, Google Analytics sets the cookies _ga and _ga_[measurement id] with a lifetime of two years and sends page views, approximate region, and browser and device details to Google. Google Analytics 4 does not store IP addresses. It uses the address to work out the region and then discards it. Google deletes user and event data after 14 months at the latest. Advertising features and Google Signals stay off.

The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, as a processor under Google's data processing terms. Data is also processed on Google LLC servers in the USA. Google LLC is certified under the EU-US Data Privacy Framework, with the standard contractual clauses as a fallback.

You can withdraw your consent at any time, with effect for the future, with the switch at the end of this page. Analytics stops loading at once. Cookies Google has already set are removed when you clear this site's data in your browser.

What is stored on your device

When you sign in, BetterAuth sets cookies that keep you signed in. On our live site their names carry the prefix __Secure-, which tells the browser to send them over encrypted connections only. Your browser does not let page scripts read them.

• better-auth.session_token holds your session token. It lasts 30 days and is renewed while you use the service.
• better-auth.session_data holds a signed copy of your session details for five minutes, so we do not have to look them up on every request.
• better-auth.dont_remember is set only if you sign in without staying signed in. It ends when you close the browser.

Storage on your device, continued

These cookies are strictly necessary to provide the account you asked for, so they need no consent under section 25(2) no. 2 TDDDG. Signing out deletes them.

Three entries in your browser's local storage record choices you made, and section 25(2) no. 2 TDDDG covers them too. cookie-consent records your answer to the banner. theme records whether you picked the light or dark design, and is written only when you pick one. pn-expanded records which pages you expanded in the sidebar. None of them is sent to our server. They stay until you clear this site's data in your browser.

Images, videos and files that you or others embed in a page by URL are loaded by your browser from the site that hosts them. That site then sees your IP address and browser details, under its own privacy terms.

On the contact page, Google reCAPTCHA sets its own cookie and local storage entries for spam protection, as described under "Spam protection on the form". Anything else appears only after you accept analytics, as described above.

Deleting your account

You can delete your account at any time from within the workspace, or by writing to websites@dionics.ai. Deleting it removes your profile, password hash and sessions, the pages and databases you own with everything in them and the files uploaded to them, your comments on other people's pages, your favorites, your memberships, your saved templates and your AI counters. Backups follow the restore window described above.

Your right to object under Article 21 GDPR

Where we process your data on the basis of Article 6(1)(f) GDPR, you have the right to object at any time on grounds relating to your particular situation. Here that means the server logs, the IP address and user agent in session records, the AI counter, and enquiries that do not concern your account or a contract. We will then stop the processing unless we can show compelling legitimate grounds that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims. We do not do direct marketing. Send an objection to websites@dionics.ai.

Your other rights

Write to websites@dionics.ai to use any of these. You can also complain to a supervisory authority, either the one responsible for us, Die Landesbeauftragte für den Datenschutz Niedersachsen, Prinzenstraße 5, 30159 Hannover, or the one where you live or work.

• Access to the data we hold about you, under Article 15 GDPR
• Correction of data that is wrong, under Article 16
• Deletion, under Article 17
• Restriction of processing, under Article 18
• A copy in a portable format, under Article 20. You can also export any page as Markdown or HTML yourself
• Withdrawal of any consent you have given, at any time, under Article 7(3)

No automated decisions

We do not profile you, and no decision with legal or similarly significant effect on you is made automatically in the sense of Article 22 GDPR. The AI features draft text and answer questions when you ask. They decide nothing about you.

Changes

We update this notice when the service changes. The date at the top is the last change. The current version is always at https://www.prompt-notebook.com/privacy.