Privacy Policy

knowledgebase.day is a personal knowledge base: you capture thoughts by voice or text, import your notes, and connect AI tools to what you know. That means we hold data that matters to you. This policy explains, in plain language, what we collect, why, where it goes, and what control you have. The short version: your knowledge is yours, we sell nothing about you, and we collect only what the product needs to work.

What we collect

• Account data. Your name, email address, and a hashed password. We never store passwords in plain text.
• Your knowledge. The entries you create: text, titles, tags, knowledge base names, and files you import (markdown, text, YAML, JSON, CSV, PDF, Word). If you capture by voice, we store the audio recording as an artifact attached to its entry.
• Version history. knowledgebase.day automatically keeps prior versions of your entries so you can undo changes. History is part of your data and is deleted with it.
• Connection records. When you connect an AI tool (for example Claude via MCP), we store the authorization grant: which app, which permissions, and when it was last used. We do not store your conversations with those AI tools.
• Operational basics. Standard server logs (timestamps, request paths, status codes) used for reliability and abuse prevention. We do not run advertising trackers or analytics cookies. The only cookie we set is your login session.

How your data is used

• To provide the product: storing, searching, organizing, and syncing your entries.
• To power AI features you invoke: transcribing your voice notes, filing brain dumps into knowledge bases, triaging imports, and generating search embeddings.
• To send transactional email such as password resets and service alerts.
• Never for advertising, and never sold or rented to anyone.

Subprocessors

Some features send data to service providers, only for processing, never for their own use:

• Groq (US): voice transcription and the AI that files and organizes your entries. Receives audio and entry text for processing.
• OpenAI (US): semantic search embeddings. Receives entry text, returns numerical vectors. OpenAI does not train on API data.
• Resend (US): transactional email delivery. Receives your email address.
• Backblaze (US): encrypted offsite backups of the database.
• Cloudflare (global): DNS for our domains.

Everything else, including the primary database that stores your entries, runs on infrastructure we operate.

AI tools you connect

Connecting an AI tool (such as Claude) is your choice and happens through an OAuth consent screen that states exactly what the tool may do: read, capture, or organize. A connected tool accesses your knowledge on your behalf; what that tool then does with the results is governed by its own privacy policy. You can revoke any connection at any time in Settings, and revocation takes effect immediately. Changes made by connected tools are recorded in your version history and can be rolled back.

Retention and deletion

• Your entries, files, and history are kept until you delete them or your account.
• Deleting your account deletes your entries, voice recordings, version history, embeddings, and connection grants from the live database. Encrypted backups expire on a rolling schedule within 14 days.
• Deleting an individual entry keeps its version history so you can restore it; the history is removed with your account.

Security

All traffic is encrypted in transit with TLS. Passwords are hashed. AI tool access uses short-lived, scoped OAuth tokens that are stored hashed and can be revoked instantly. Nightly backups are stored offsite. No system is perfectly secure, but if we learn of a breach affecting your data we will notify you without undue delay.

Your rights

You can access, correct, export, or delete your data. Most of this is available directly in the app; for anything else, email us and we will handle it. If you are in a jurisdiction with specific data protection rights (such as the GDPR or CCPA), those rights apply and we will honor them.

Children

knowledgebase.day is not directed to children under 13, and we do not knowingly collect their data.

Changes

If this policy changes in a way that matters, we will update the date above and, for significant changes, notify you by email or in the app.

Contact

Questions or requests: [email protected]