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Privacy Policy

Last updated: 29 May 2026

1. Introduction

SnapReminder ("we", "us", or "our") is operated by INED Group Ltd, a company registered in the United Kingdom. We are committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how we collect, use, and safeguard information when you use our mobile application ("App").

By using SnapReminder, you agree to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

We may collect the following information directly from you:

  • Email address and account information
  • Documents, photos, screenshots, and files you upload for scanning
  • Notification preferences and in-app settings
  • Usage information (e.g., number of scans, reminders created)

2.2 AI and Document Processing

To generate reminders, deadlines, and extracted text:

  • Your uploaded files may be processed using OCR and AI models
  • Processing occurs in isolated and secure environments
  • We do not use your data to train AI models
  • We do not sell or share your files with third parties for marketing

3. How We Use Your Information

We use your information strictly to operate and improve SnapReminder, including:

  • Processing your documents to extract dates, deadlines, and tasks
  • Creating reminders and notifications
  • Maintaining your history of scanned documents
  • Improving app performance and preventing misuse
  • Managing your subscription and account access

We do not use your data for advertising or profiling.

4. Data Security

We apply industry-standard security measures:

  • AES-256 encryption for data at rest
  • TLS 1.3 for data in transit
  • Isolated storage environments for scanned content
  • Limited employee access (need-to-know basis only)

Despite our efforts, no method of electronic storage is 100% secure, and we cannot guarantee absolute protection.

5. Payments, Subscriptions and Refunds

5.1 Payments via Apple

All purchases and subscriptions are processed by Apple App Store. Apple acts as the Merchant of Record and may collect its own payment information.

5.2 Subscription Cycles

If you cancel your subscription, you will continue to have full access to SnapReminder features until the end of the already-paid billing period.

5.3 Refund Policy

Refunds are handled exclusively by Apple, according to Apple's policies. We do not process refunds directly and cannot override Apple's decisions.

6. Third-Party Service Providers

We may use trusted third-party services to support the App, including:

  • Authentication and identity management
  • Cloud infrastructure and database hosting
  • AI processing providers for document analysis, speech-to-text transcription, and conversational assistant features

These providers are contractually obligated to protect your information and may only process it according to our instructions.

6.1 AI Data Processing — OpenAI

Our App uses AI services provided by OpenAI, Inc. ("OpenAI") to power core features.

6.1.1 Data Sent to OpenAI

When you use certain features of the App, the following data may be transmitted to OpenAI's servers for real-time processing:

  • Audio recordings — When you use the Voice Assistant, your voice recording is sent to OpenAI's Whisper API for speech-to-text transcription.
  • Transcribed text — The resulting text transcription of your voice input is sent to OpenAI's GPT model to interpret your request and generate a response.
  • Extracted document text — When you scan a document, the extracted text (not the original image) may be sent to OpenAI's GPT model for analysis, deadline extraction, and categorisation.
  • Contextual metadata — Limited metadata such as language preference, device language, and existing reminder titles may be included to improve accuracy. No personally identifiable information (name, email, IP address) is sent.
  • No unique user identifiers, authentication tokens, or account credentials are ever transmitted to OpenAI.

6.1.2 Purpose of Processing

Data is sent to OpenAI solely for the following purposes:

  • Converting voice recordings into text (Whisper speech-to-text API)
  • Analysing scanned document content to extract deadlines, amounts, and key details (GPT model)
  • Powering the conversational Voice Assistant to create, search, update, and delete reminders (GPT model)

6.1.3 Data Retention and Training

OpenAI does not use data submitted via its API to train or improve its models. Our usage is covered by OpenAI's Business Terms, which explicitly prohibit the use of customer data for model training. Audio recordings are processed in real time and are not stored by OpenAI after transcription is complete.

For full details, please refer to OpenAI's Privacy Policy.

6.1.4 Legal Basis (GDPR)

The legal basis for this processing is your explicit consent, which you provide by choosing to use the Voice Assistant or document scanning features. You can withdraw consent at any time by simply not using these features.

7. Cookies and Similar Technologies

7.1 Types of Cookies We Use

Necessary Cookies — Essential for the website to function properly. These cannot be disabled and include session management and security features.

Analytics Cookies — Help us understand how visitors use our website (e.g., Google Analytics). These collect anonymised data about page views and user behaviour.

Marketing Cookies — Used to deliver personalised advertisements and measure the effectiveness of our marketing campaigns. Currently not in use but may be implemented in the future.

7.2 Your Cookie Choices

When you first visit our website, you will see a cookie consent banner. You can choose to accept or reject optional cookies at any time.

7.3 Mobile App

The SnapReminder mobile app does not use cookies. Any analytics in the app are handled separately and in accordance with our data collection practices described above.

8. Your Rights (UK GDPR & EU GDPR)

You have the following rights regarding your personal data:

  • Right to access your personal information
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to data portability
  • Right to restrict or object to processing
  • Right to withdraw consent at any time

To exercise these rights, please contact us at the email below.

9. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information we collect and how it is used
  • Right to request deletion of your personal information
  • Right to opt-out of the sale of personal information
  • Right to non-discrimination for exercising your privacy rights

We do not sell your personal information to third parties. To exercise your CCPA rights, please contact us at support@scanreminder.com.

10. Data Retention

We retain your information only as long as necessary to operate SnapReminder and comply with legal obligations. You may delete your account at any time and request full erasure of your data.

11. Children's Privacy

SnapReminder is not intended for users under the age of 16. We do not knowingly collect information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available within the App and on our website.

13. Contact Us

If you have questions regarding this Privacy Policy or wish to exercise your data rights, please contact:

INED Group Ltd
support@scanreminder.com