Draft v0.1 · 19 August 2026 · pre-launch
Your words, kept safe — the full version
RefleNote is a private reflective notebook for therapists. This page says, in plain English, what data exists when you use it, where each piece lives, who can read it, and what your rights are under UK data protection law (UK GDPR and the Data Protection Act 2018). The short version is unusual for a privacy policy: we built the product so that we cannot read your notes, and this page is mostly an explanation of that sentence.
The whole policy in five lines
- Your notes, photos and recordings are encrypted on your own device with a key made from your password. We hold no copy and no key, and cannot recover either.
- There is no field for a client's identity anywhere. Pages file under codes; common names are swapped for the code on your device before a word is saved.
- RefleNote never records a session — no audio of any client, ever. Dictation is your phone's own keyboard service.
- When the AI tidies a page it receives pseudonymised text only, transiently; nothing it sees is stored by us or used to train models.
- Export and deletion are buttons you press, not requests you send: everything leaves as Markdown or an encrypted backup, and Delete everything in the app really is everything.
Who we are
RefleNote is an early, pre-launch prototype. Before public launch this page will name the registered company operating it, its registration with the Information Commissioner's Office (ICO), and a data protection contact. Until then, questions reach the people building it at hello@reflenote.com.
What data exists, and where it lives
| Data | Where it lives | Who can read it |
|---|---|---|
| Your pages — reflections, photos, files, handwriting, voice notes you record about yourself | Encrypted in your browser's storage on your device (AES-GCM; the key is derived from your password and never leaves the device) | You. Not us — we hold neither the data nor the key |
| Client references | Codes you choose (e.g. K-07), stored with your pages, encrypted | You. There is no name, contact or identity field in the data model at all |
| Text sent for AI tidying | Pseudonymised page text transits our serverless function to Anthropic's API and is returned structured; we store none of it | Processed transiently by Anthropic under commercial terms that exclude training on it |
| Dictation audio | Handled by your device's own dictation service (on most phones, Apple or Google — exactly as the keyboard's microphone key). RefleNote never receives, stores or transmits audio of anyone but you, and voice notes you keep are encrypted like every other attachment | Your device's dictation provider, per its terms |
| Backups | A .refl file you download: the encrypted database, still ciphertext, restorable only with your password | You, with the password |
| Your email, if you request access | The email you give, the invite code it was sent, when you asked, and when the code was first used to make a notebook. Stored in a database run for us by Upstash, through Vercel. Nothing from your notebook is ever linked to it — the notebook doesn't know your email | Us. Used only to count who is using RefleNote and to write to you about it. Kept until you ask us to delete it |
| This website | Static pages. No analytics, no cookies, no tracking pixels | — |
What we never do
- Record, listen to, or accept audio of a therapy session or a client. The product refuses this category, permanently.
- Sell, share, or monetise data — your email included. Your notes aren't held by us at all.
- Train AI models on your writing, or allow our processors to.
- Add analytics to the notebook itself.
Our processors
| Processor | What for | What it sees |
|---|---|---|
| Vercel Inc. | Serving the application and this site | Standard web-serving logs (IP, user agent). Never your notes — they don't transit Vercel at rest in any form |
| Upstash, Inc. | Keeping the access list: emails and invite codes | Your email, your code, and two dates. Never anything from a notebook |
| Anthropic PBC | The optional AI tidying and structuring of a page | Pseudonymised page text, transiently; excluded from model training under its commercial terms |
Anthropic processes in the United States; what transits is pseudonymised reflective text with client identity structurally absent. The notebook works fully offline without any of this — a page kept offline is simply kept word for word, and tidying is always optional after the fact.
Your rights, as buttons rather than letters
UK GDPR gives you rights of access, portability, rectification and erasure. Because your data lives with you, these are features, not correspondence:
- Access & portability — Export everything (.md) and Back up notebook (.refl), in the app, any time.
- Rectification — every page is editable; your original words are never overwritten by the AI's tidying.
- Your email — write to hello@reflenote.com and we'll delete it and its invite code. Your notebook carries on regardless: the code is only checked once, when the notebook is made.
- Erasure — delete any page (attachments go with it), or Delete everything in Me, which destroys the database and the material that could have decrypted it. We cannot undo this, because we never had a copy.
For anything a button doesn't cover: hello@reflenote.com. You also have the right to complain to the ICO.
Changes
This is draft v0.2, updated 12 October 2026 to add the access list (your email, if you request access). Draft v0.1 was published 19 August 2026. It will change again before launch — at minimum to add the company's registered details and ICO registration. Substantive changes will be dated here, plainly.