Trust & Transparency

Privacy Policy

Effective & Last Updated: October 19, 2026

Your prompts stay on your computer. Promptnote stores your prompts, versions and collections in a local database on your PC, and we never receive them. Prompts are only sent to an AI provider when you run, improve or evaluate them. The app does send us a one-time install report with details about your computer, and this website uses analytics and download tracking. Both are described below.

1. Overview & Scope

At Promptnote ("we", "us", or "our"), we build software designed to streamline prompt engineering, workflow iteration, and developer productivity. We hold a fundamental belief that your intellectual property, prompts, engineering notes, and creative experiments belong strictly to you.

This Privacy Policy explains the nature, scope, and purpose of personal data processed through our website (https://promptnote.app) and our Windows desktop application (Promptnote).

2. Desktop Application (Promptnote for Windows)

A. What stays on your computer

Your prompt library: prompts, collections, tags, favorites, version history and settings are stored in a local database on your PC. We do not receive, sync or back up your prompt library, and we do not use it to train AI models.
Quick Picker and Read Aloud: searching and pasting with Ctrl+Shift+P happens on your computer, and Read Aloud uses the speech engine built into Windows.

B. AI providers you connect

Running, improving and evaluating prompts is optional. When you click Run, Improve or Evaluate, the app sends that prompt directly from your computer to the AI provider you chose: OpenAI, Anthropic (Claude), Google (Gemini), or an Ollama server you run yourself. The provider's own privacy policy and data terms apply to that request. Prompts are only sent when you take one of these actions.

The API keys you add are encrypted with Windows' built-in secure storage, kept on your computer, and sent only to the provider they belong to. We never receive your API keys or the AI responses.

C. One-time install report

The first time Promptnote starts, it sends one install report to our logging server (logs.promptnote.app) over HTTPS. If it can't connect, it tries again the next time you open the app, and it stops once the report has been sent. The current version doesn't have a setting to turn this off. The report contains:

App details: app name and version, Electron, Node.js and Chromium versions, whether it's an installed build, and the location of the app's program file
Your Windows account: your Windows username, the path to your user (home) folder, and your Windows domain name if you have one
Your computer: computer name, Windows version and architecture, processor model, core count and speed, total and free memory, time since last restart, and screen size and number of displays
Network adapters: the name, IP address and hardware (MAC) address of each network adapter
Region settings: language and time zone
The date and time of the install

It does not include your prompts, collections, API keys or AI responses. To have your install report deleted, email us (see Your Rights).

D. Microsoft Store

If you install Promptnote from the Microsoft Store, Microsoft processes data about that download and your purchase under the Microsoft Privacy Statement.

3. Website Data & Telemetry (promptnote.app)

When you visit our website, read our blog, sign up for email or click a download link, the following information is processed:

A. IP location lookup on every page

When any page loads, your browser asks a public IP lookup service (freeipapi.com, or api.ipify.org if the first one doesn't answer) for the approximate location of your IP address. The answer includes your IP address, city, region, country, postal code, time zone and internet provider (ISP). It is kept in the page while you browse, and is only sent to us if you click a download link (see B).

B. Download link clicks

When you click a free download or Microsoft Store link, your browser sends a download event to our logging server (logs.promptnote.app). This event is not anonymous. It includes:

Identifiers: a random user ID and device ID saved in your browser (so repeat visits from the same browser can be linked), and a session ID
Location: your IP address, city, region, country, postal code and internet provider, from the lookup in A
Device: operating system and version, device model and architecture (where your browser shares them), processor core count, memory, graphics card vendor and model, screen resolution, color depth, pixel ratio, touch support and network connection type
Browser: browser name, version and user-agent string, languages, time zone, light or dark mode, whether cookies are enabled, and your Do Not Track setting
Page: the page address and title, the page that referred you, and the button you clicked

We use these events to count downloads and understand where they come from.

C. Google Analytics

Every page on this website loads Google Analytics, provided by Google. Google Analytics sets cookies and collects information such as the pages you view, how you arrived, your device and browser, and your approximate location. Google processes this data under the Google Privacy Policy. You can block it with your browser's cookie settings or the Google Analytics opt-out add-on.

D. Email sign-ups

If you subscribe to our newsletter or request free prompts, we receive your email address, the role you choose (if any), the page you signed up on, and the date and time. We use them to send you the emails you asked for. You can unsubscribe at any time. The blog's sign-up form also saves your email address in your browser so it remembers that you subscribed.

E. Server logs

Like most websites, our hosting servers automatically log standard web requests, including your IP address, browser type, referring page, time and requested file. We use these logs for security and to keep the site running.

F. Direct communications

If you email us at hello@promptnote.app for support, licensing or bug reports, we keep your email address and our conversation so we can help you.

4. Purchases & Billing (Sell.app)

When you purchase a full lifetime license for Promptnote, payments are securely processed by our third-party merchant and payment processor, Sell.app (or integrated gateways such as Stripe / PayPal).

Promptnote never receives or stores your credit card numbers, CVVs, or full payment credentials.
Sell.app provides us with purchase fulfillment data: transaction reference ID, buyer email, license key generated, date of order, and country.
This purchase confirmation data is used exclusively to deliver your license key, validate license activation, and process refunds if requested.

5. Local Storage & Cookies

Cookies: Google Analytics sets its own cookies (see section 3C). We don't add advertising or retargeting tags to this website.
Browser storage: we save a random user ID (pn_user_id) and device ID (pn_machine_id) in your browser's localStorage, and a session ID (pn_session_id) in sessionStorage. They are sent with download events (section 3B). If you subscribe through the blog form, your email address and a "subscribed" flag are also saved there.
You can remove all of these at any time by clearing this site's data in your browser.

6. Third-Party Service Providers

These services receive data when you use our website or app:

Google Analytics (Google): website analytics on every page (section 3C).
Google Fonts (Google): some pages load fonts from Google's servers, which receive your IP address and browser details.
IP lookup services (freeipapi.com, api.ipify.org): receive your IP address on every page load (section 3A).
Product Hunt: our Product Hunt badge image is loaded from Product Hunt's servers.
Sell.app: merchant of record and license delivery for purchases (section 4).
Microsoft Store: app distribution (section 2D).
Cloud hosting & storage (Amazon Web Services): hosts our website, blog and installer files via Amazon S3 / CloudFront.
AI providers you connect in the app: OpenAI, Anthropic, Google, or your own Ollama server, only when you run, improve or evaluate a prompt (section 2B). We choose none of these for you, and they are not our processors.

7. Security & Protection

We implement industry-standard organizational and technical safeguards to protect information:

All traffic to promptnote.app and logs.promptnote.app, including the app's install report, is encrypted in transit with HTTPS (TLS).
Executable installers are packaged, hosted on authenticated cloud storage, and protected with checksum validation to ensure file integrity.
Administrative access to telemetry logs and email correspondence is restricted to authorized team members using multi-factor authentication (MFA).

8. Data Retention

We keep information only as long as we need it for the purposes in this policy:

App install reports: kept only as long as needed to count installs and check which systems Promptnote runs on, and deleted on request.
Website download events: aggregated or deleted periodically (typically within 90 to 180 days).
Email sign-ups: kept until you unsubscribe or ask us to delete them.
Purchase records: retained as required for accounting, tax compliance, and license validation throughout the lifetime of the software.
Customer support correspondence: retained for ongoing customer support context, and deleted upon user request.
Google Analytics: kept according to the retention setting of our Google Analytics property and Google's own policies.

9. Your Rights (GDPR, CCPA/CPRA & International)

Depending on your geographical jurisdiction (such as the European Economic Area under the General Data Protection Regulation (GDPR), or California under the CCPA/CPRA), you possess specific privacy rights:

Right to Access & Portability: You may request a copy of the personal data we hold about you, such as your app install report, website download events, email sign-up, purchase records or support emails.
Right to Rectification: You may request corrections to inaccurate personal records.
Right to Erasure ("Right to be Forgotten"): You may ask us to delete your app install report, download events, email sign-up and support emails, and your order records subject to statutory tax and financial retention laws. To help us find an install report, include your computer name or Windows username and the approximate install date.
Right to Object: You may object to the install report and download tracking. Until the app offers a setting for this, email us and we will delete the records we hold about you.
Right to Opt-Out of Sale / Sharing: We do not sell, rent, or trade your personal data. We never have, and never will.

To exercise any of these rights, simply email us directly at hello@promptnote.app. We respond to all verified requests within thirty (30) days.

10. Children's Privacy

Our software and website are designed for professionals, developers, and adult productivity users. We do not knowingly collect or solicit personal information from individuals under the age of 16. If we become aware that we have inadvertently collected information from a minor without parental consent, we will promptly delete such records.

11. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect modifications in our software, infrastructure, or applicable regulatory standards. Any revisions will be published on this page with an updated "Last Updated" date at the top. For material updates affecting data handling, we will display an announcement on our home page.

12. Contact Information

If you have questions, feedback, or privacy-related requests regarding this policy or Promptnote's data practices, please get in touch with our team: