Privacy Policy

Last updated: October 6, 2026

This Privacy Policy describes how EarthNotes ("we," "us," or "our") collects, uses, and shares information when you use the EarthNotes mobile apps (iOS and Android) and website at earthnotes.ai (collectively, the "Service"). EarthNotes is a geolocation-based collaboration tool for mapping properties, sharing notes, and discussing places with teams and contacts.

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information you provide

• Account information — your display name, username, email address (if you sign up for a full account), mobile phone number (if you add and verify one), and profile picture.
• Authentication credentials — EarthNotes is passwordless. You sign in with a one-time 6-digit code we email, push to your device, or text to your verified mobile number, or with Apple/Google Sign-In. You can also sign in with your phone number instead of your email. We never ask for or store a password. If you sign in with Apple or Google, we receive a unique identifier and (if you authorize it) your email and name.
• Map content — the markers, notes, tags, links, and conversations you create on properties. Marker locations are stored as latitude/longitude coordinates.
• Files — photos, PDFs, and documents you upload via the camera, photo library, or clipboard.
• Messages — the text and attachments you send in conversations and share links.
• Group texts — when you share a property by group text, you include the EarthNotes number in the group so the conversation is saved to the property. While our number is in a group, our messaging providers deliver to us the text of every message sent in that group and the mobile number of everyone in it, including anyone added later. We save those messages to the property thread and use the numbers to match each person to their EarthNotes account (or to set one up for them). Replies written in the app are sent back into the group from our number. Removing our number from the group stops this.
• AI assistant messages — the questions and instructions you send to the "Ask Map" AI assistant, and any files you attach to it. See AI Assistant (Section 8) for how these are handled.
• Contacts — if you grant the Contacts permission, we read your device contacts only to populate the @-mention picker and the "text a group" contact picker. Contact data is processed on your device and is not transmitted to our servers unless you explicitly tag someone in a message or pick them to share a property with. When you pick someone to share with, we store that person's name, phone number and email address (as they appear on your contact card) to set up their access to the shared property thread; the number and email stay unverified until they sign in or verify them, and we do not use them for marketing.
• Property owner contact information (Find People) — when you use Find People on a property, we look up contact details for the property's owner, such as names, phone numbers, email addresses and mailing addresses, from third-party data providers, and show them to you in the app. You can correct those details or mark a phone number or email as verified or invalid, and we save that so it shows wherever that contact appears. This information concerns people who may not use EarthNotes; see Information about people who don't use EarthNotes.

1.2 Information collected automatically

• Device and usage information — device type, operating system, app version, and crash logs.
• Approximate location from IP address — when a recipient opens a share link without an account, we look up the visitor's approximate city/region from their IP to generate a friendly default name like "Guest from Orlando, FL." We do not store the IP itself.
• Precise location — if you grant the location permission, we use your device's GPS to center the map and place markers at your current location. Location is processed on your device and is only sent to our servers when you explicitly create a marker, file, or note at that location.
• Analytics — anonymized usage events (which screens are viewed, which actions are taken). You can disable analytics in your device's app settings.
• Push notifications — a device token used solely to deliver notifications you opt into.

2. How We Use Your Information

• Provide, operate, and maintain the Service.
• Authenticate you and keep your account secure.
• Display your markers, notes, and conversations to the teams and individuals you share them with.
• Send transactional emails and push notifications (e.g., "@you was mentioned in a thread").
• Power the optional "Ask Map" AI assistant when you choose to use it (see Section 8).
• Improve the Service via anonymized analytics and crash reporting. We do not use your content — including your AI conversations — to train AI models.
• Comply with legal obligations and prevent fraud or abuse.

3. How We Share Information

We do not sell your personal information.

We share information only in these limited circumstances:

• With your team — markers, notes, files, and conversations are visible to members of the team you created them on, and to anyone you explicitly share with via a share link or @-mention.
• With recipients of share links — when you generate a share link to a property, the recipient sees the property's address, the marker you shared, your name, and any files or initial message you included.
• With service providers — reputable third parties that help us run the Service: cloud hosting and content delivery, analytics and crash reporting, transactional email, text messaging and iMessage delivery (for sign-in codes, notifications and group texts), property and owner data providers (for Find People), IP geolocation for share-link visitors, mapping/place search, and the AI provider that powers the "Ask Map" assistant (see Section 8). Each provider is contractually limited to handling your data only as needed to deliver the Service to you, and our AI provider is contractually prohibited from using your data to train its models.
• For legal reasons — if required by law, subpoena, or to protect the rights, property, or safety of EarthNotes, our users, or the public.
• In a business transfer — if EarthNotes is acquired or merged, your information may be transferred as part of that transaction. We will notify you before this happens.

Text messages (SMS)

If you give us your mobile number to sign in, to receive reminders and mentions, or by taking part in a property thread by text, we use it only to send those messages. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors that support these services, such as customer service, is permitted. All other use-case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. See earthnotes.ai/sms for the full program description.

Information about people who don't use EarthNotes

Some information we hold is about people who have not signed up: someone a user picked from their contacts to share a property with, someone in a group text that includes our number, or a property owner whose contact details a user looked up with Find People. We use it only to provide the Service to the user who shared it or looked it up, never for marketing, and we do not sell it. If you believe we hold information about you and you would like to see it, correct it, or have it deleted, email letsgo@earthnotes.ai. If you were added to a group text, you can also leave the group, or reply STOP to stop messages from our number.

4. Data Retention

We retain your account information and content for as long as your account is active. When you delete content (a marker, conversation, file, or share link), it is removed from our active systems immediately and from backups within 30 days. When you delete your account (via the in-app Account → Delete Account flow, or via earthnotes.ai/delete-account), your profile is scrubbed immediately: your name, email, phone, bio, and profile picture are removed; your avatar image is deleted; all of your active sign-in sessions and push-notification tokens are revoked; any Apple or Google sign-in links are disconnected; and your username is released for someone else to claim. Anonymized security/abuse logs may be retained for up to 90 days. Records of consent to receive text messages, and of opt-outs (STOP), may be kept after you delete your account, so we can show we had permission to text a number and keep honoring an opt-out. Records required by law (e.g., tax records) are retained for the legally required period. Markers, files, notes, and conversations you contributed to a shared team remain on your teammates' maps because they are owned by the team; your name on those will read "Deleted user."

AI assistant chats are saved to your history until you delete them, so you can reopen a past conversation. You can also run a Temporary chat that is not saved to your history and is purged automatically, set new chats to start Temporary by default, and delete an individual chat or your entire AI history at any time from the app. See Section 8.

5. Your Rights and Choices

• Access and correction — view and edit your profile information in the app's Settings.
• Deletion — delete your account at any time, either from inside the app (Menu → Account → Delete Account) or on the web at earthnotes.ai/delete-account. Deletion is self-service, immediate, and irreversible. No email exchange is required.
• Permissions — you can revoke the Contacts, Location, Camera, and Photos permissions at any time from your device's settings. The Service remains usable with reduced functionality.
• Notifications — disable push notifications in your device's settings; manage email notification preferences in the app.
• Text messages — reply STOP to any message from EarthNotes to stop texts to your number, START to resume; leave a group text, or remove the EarthNotes number from it, to stop that conversation being saved to the property. You can remove the phone number from your account in your profile.
• Data export — request a copy of your data by emailing letsgo@earthnotes.ai.

If you are a resident of the European Economic Area, United Kingdom, California, or another jurisdiction with applicable privacy laws (GDPR, CCPA, etc.), you have additional rights including the right to object to processing, the right to data portability, and the right to lodge a complaint with your local data protection authority.

6. Children's Privacy

EarthNotes is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us and we will delete it.

7. Security

We use industry-standard technical and organizational measures to protect your information. No method of transmission over the Internet is 100% secure, but the principles below describe what we do to minimize risk.

7.1 File and attachment access

Every file you upload — photos, PDFs, Office documents, anything attached to a marker or message — is stored privately. The files have no public web addresses and cannot be discovered from the outside. When you (or someone you've granted access) need to view or download a file, our server first verifies you're allowed to see it, then issues a single-use, time-limited link to that specific file. The link expires automatically and cannot be modified to point at any other file.

One exception: the small thumbnail previews shown next to attachments in lists and chat are served via a public, unguessable link (similar to a Google Docs "anyone with the link" share). The link itself is impossible to discover by guessing, but anyone who obtains it can fetch the thumbnail image without signing in. Treat the thumbnail like the preview you'd post in a chat: don't upload a file whose first-page preview would itself be sensitive.

7.2 Authentication

EarthNotes is passwordless. You sign in with a one-time 6-digit code (delivered by email, push notification, or text message to your verified mobile number) or with Apple/Google Sign-In. Login codes expire after a short window and can only be used once. After sign-in, your session is stored securely on your device. We revoke your session when you sign out, delete your account, or remove a device.

7.3 Authorization and team isolation

Every request to view content is checked against your identity and team membership. Markers, files, conversations, and notes belong to the team that owns them — there is no back door that exposes another team's content. Share links work by creating a copy of the shared property inside the visitor's team, so the visitor never gains access to the original team's data; each side sees only their own copy connected by the shared conversation.

7.4 Encryption in transit and at rest

All traffic between your device and our servers is encrypted in transit. Files and account data are encrypted at rest, and backups are encrypted with the same protections. API keys and credentials never ship inside the mobile app or our public code.

7.5 Account-deletion and revocation

When you delete your account, we immediately revoke every active sign-in and push-notification token, disconnect any Apple/Google sign-in links, scrub your profile fields, and delete your avatar image. See Data Retention above for the full list of what's removed and what's retained.

7.6 Reporting a vulnerability

If you discover a security vulnerability, please email letsgo@earthnotes.ai with the details. We investigate every report and will keep you informed of the resolution.

8. AI Assistant ("Ask Map")

EarthNotes includes an optional AI assistant — "Ask Map" — that answers questions about properties, owners, and your own notes, and, only when you ask, drops pins, writes notes, or builds maps for you. This section explains how it handles your data.

8.1 Your AI conversations are private to you

AI chats are tied to your individual account. Your teammates cannot see them, and neither can team or system administrators — there is no admin view of another member's AI conversations. (Basic, content-free usage records are the only exception; see 8.5.)

8.2 We do not train AI models on your conversations

Your prompts and the assistant's responses are never used to train or improve AI models — not by us, and not by our AI provider, which is contractually prohibited from doing so.

8.3 How it works

To answer you, we send your message — along with the context you're already allowed to see, such as the property you're viewing and your own notes — to a third-party AI provider that generates the response. Our agreement with that provider prohibits using your data to train its models and limits how long it may retain the data needed to serve your request. We only send information you are authorized to access; the assistant cannot see another team's private content.

8.4 The assistant only changes your map when you ask

Asking a question ("what sold nearby?", "run comps") performs research only. The assistant creates a pin, note, or map on your shared team map only when you explicitly ask it to — and, like anything else you create, those become visible to your team. You can review and undo the assistant's actions from AI Activity.

8.5 History, Temporary chats, and deletion

By default your AI chats are saved to your history so you can reopen them. You can start a Temporary chat that is not saved to your history and is purged automatically, set new chats to begin Temporary by default, and delete an individual chat or your entire AI history at any time from the app. For security, reliability, and billing we keep basic, content-free usage records of AI activity — such as timing, token counts, and which tools ran — without the text of your conversations; these are retained even for Temporary chats.

9. International Data Transfers

EarthNotes is operated from the United States. By using the Service, you consent to the transfer of your information to the United States and other jurisdictions where our service providers operate.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and, for material changes, notify you in the app or via email.

11. Contact

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