Resonote was built for professional coaches and client-facing experts who work with sensitive conversations. This policy explains what data we collect, why we collect it, how we protect it, and what choices you have.
Resonote is a private AI debrief tool for professional coaches and other client-facing professionals. It helps users turn their own post-session reflections into structured notes, themes, action items, and next-session focus.
Resonote is developed and operated by Fabrizio Miccichè, based in Breda, the Netherlands. For the purposes of the General Data Protection Regulation (GDPR), Fabrizio Miccichè is the data controller for the personal data processed through Resonote, unless a separate agreement states otherwise.
For any privacy-related questions, contact us at hello@resonote.io.
We collect only the data needed to provide and improve Resonote. Depending on how you use the service, this may include:
| Data type | Why we collect it | How long we keep it |
|---|---|---|
| Your name and email address | To create, secure, and manage your account | Until you delete your account, unless a longer retention period is required by law |
| Client names, initials, goals, or labels you choose to enter | To organise your client folders and session history | Until you delete the client record or your account |
| Voice debrief recordings | To create a transcript of your private post-session reflection | Deleted from Resonote after transcription processing is completed |
| Transcripts, structured notes, themes, actions, and session summaries | To provide your searchable session history and client journey overview | Until you delete the session, client record, or your account |
| Technical and usage data | To keep the service secure, fix bugs, understand product usage, and improve the beta experience | Normally up to 90 days, or longer if needed for security, legal, or operational reasons |
Resonote does not record live client sessions. It is designed for your private post-session debrief, spoken by you after the session.
However, your debriefs and notes may contain client-related personal data if you choose to include it. This may include sensitive information depending on what you say in your debrief. You are responsible for deciding what information is appropriate to enter into Resonote and for complying with your own professional, ethical, contractual, and legal obligations toward your clients.
We recommend using only the level of client detail needed for your professional reflection and avoiding unnecessary sensitive information where possible.
Under GDPR, we process personal data on the following legal bases:
To provide Resonote, we use selected third-party service providers. These providers process data only as needed to deliver their services to us. Where required, we rely on appropriate data processing terms or agreements.
Your voice debrief or transcript may be sent to OpenAI's API to create a transcript or support AI processing. OpenAI states that API and business data is not used to train its models by default. OpenAI may securely retain API inputs and outputs for a limited period to provide services and identify abuse, unless different retention settings apply.
Your transcript may be sent to Anthropic's Claude API to extract themes, breakthroughs, action items, and next-session focus. Anthropic's commercial terms state that Customer Content from its services may not be used to train Anthropic models and that submitted data is processed according to Anthropic's Data Processing Addendum.
Your account data and session notes are stored in a Postgres database provided by Supabase. Resonote uses access controls, including Row Level Security, to help ensure users can access only their own data. Supabase provides security and compliance features designed to support GDPR-oriented data processing.
Resonote is operated from the Netherlands and is designed with European privacy requirements in mind. Some third-party providers may process data outside the European Economic Area. Where this happens, we rely on appropriate safeguards such as Data Processing Agreements, Standard Contractual Clauses, or other mechanisms allowed under GDPR.
If GDPR applies to you, you have the following rights:
To exercise any of these rights, email us at hello@resonote.io. We aim to respond within 30 days.
You also have the right to lodge a complaint with your local data protection authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.
We currently use only cookies and local storage that are necessary for the website or app to function, such as authentication and session management. We do not currently use advertising cookies or third-party marketing trackers.
If we add analytics, advertising, or other non-essential cookies in the future, we will request consent where required and update this policy accordingly.
We use technical and organisational measures designed to protect your data, including HTTPS encryption in transit, database access controls, account authentication, and Row Level Security. Voice debrief recordings are not intended to be stored permanently in Resonote after transcription processing is completed.
No digital service can guarantee absolute security, but we take reasonable steps to protect your data and review our practices as the product develops.
You can delete individual sessions, client records, or your account. When you delete your account, we will delete or anonymise associated personal data within 30 days, unless we are legally required to retain certain information for longer.
Backups and logs may persist for a limited period before being automatically overwritten or deleted according to our operational retention practices.
Resonote is designed for professional use by adults. We do not knowingly collect personal data from anyone under the age of 18.
We may update this Privacy Policy as Resonote develops, especially during the beta period. If we make significant changes, we will update the "last updated" date and, where appropriate, notify users by email or in-app notice.
For privacy questions, data requests, or concerns:
Fabrizio Miccichè
Resonote
Breda, Netherlands
hello@resonote.io