Privacy Policy

1. Who Is Responsible for Your Information

Fozilot Ali, trading as DateSnapAI ("we", "us") is the data controller for the personal information processed through DateSnapAI. This means we decide how and why your information is used.

• Business correspondence address: Office 21110, 182–184 High Street North, East Ham, London, E6 2JA, United Kingdom
• Privacy email: support@datesnapai.com

2. Information We Collect

• Name and email address — when you create an account.
• Login and email-verification information — your password (held securely by our authentication provider), verification codes and sign-in records.
• Google authentication information — when you choose to sign in with Google, we receive your Google account details (such as your name and email address) for the purpose of signing you in.
• Profile information — for example your profile photo and date-format preference.
• Plans, tasks, reminders, important dates and shopping lists — the personal items you create or save.
• Uploaded documents, photographs and extracted text — when you use Scan Document, the file and a summary of the dates and information we detect from it are saved to your account.
• Voice recordings and voice transcriptions — when you use Speak a Plan, your recording is uploaded to private storage so it can be transcribed, and the transcript is used to build your plan. The authenticated link used for processing expires within minutes. Because our hosting platform does not provide a file-deletion function, the stored recording itself is not automatically erased after transcription and is retained until your account is deleted (see section 9).
• Subscription status and payment-related records — for example whether you are on the Free Plan or DateSnapAI Plus, and records of payments made through Stripe (we do not receive your full card details).
• Device, browser, IP address and usage information — standard technical information processed to run and secure the service.
• Notification information and preferences — reminders are delivered using your device's notification permission, which is stored on your device. Your alert and reminder settings are saved with your plans. (We do not currently hold server-side push-notification tokens.)
• Support and contact messages — when you contact us.
• Referral information — if you use the referral programme, we store your referral code, the status of referrals you have made and any referral rewards.
• Cookies and similar technologies — see section 13.

3. Sensitive Information

Documents you scan (such as hospital letters, court documents, financial statements or official notices) may contain information about your health, legal affairs, finances, or in some cases criminal allegations or proceedings. This can include special-category personal data under UK data-protection law.

Before each document is scanned, DateSnapAI shows a separate, unticked consent box that you must tick before processing begins. We record the date, time and wording of the consent you gave, along with the date and time any consent is given or withdrawn.

You can delete an individual document at any time from My Files without withdrawing consent. From Settings you can withdraw consent, which stops all future document scanning and processing until you give consent again — withdrawing consent does not automatically delete your existing documents. You can also separately choose "Delete All Document Data", which permanently deletes your scanned documents, their extracted text and the plans or reminders created from those documents. Manually created plans, reminders, shopping items and to-do items are kept.

Criminal-offence data is processed only where you have given explicit consent. This is a condition authorised by UK law: Article 10 of the UK GDPR together with Part 3, paragraph 29 of Schedule 1 to the Data Protection Act 2018. The appropriate policy document required for this processing by section 11(2) of that Act appears at the end of this Privacy Policy (section 17).

4. How We Use Information

• Creating and managing your account — registering you, verifying your email and keeping your account working.
• Processing documents and extracting dates — reading uploaded documents so we can suggest dates and details to save.
• Transcribing voice input — turning your Speak a Plan recordings into text.
• Creating plans and reminders — building the tasks, reminders, important dates and lists you save.
• Delivering notifications — firing the reminders and alerts you have asked for.
• Managing subscriptions — running the Free Plan and DateSnapAI Plus, including checking your usage limits.
• Providing support — responding to your questions and messages.
• Preventing fraud and securing the service — for example keeping security records and investigating misuse.
• Meeting legal obligations — complying with laws that apply to us.
• Improving the service — using appropriately aggregated or anonymised information to understand how features are used and make improvements.

We do not use your uploaded documents, voice recordings or personal plans to train general-purpose AI models.

5. Lawful Bases

We rely on the following lawful bases under the UK GDPR:

• Contract — to create your account and to provide the features you sign up for, such as scanning documents, transcription, plans, reminders and lists.
• Legal obligation — where we must keep records to comply with the law, such as payment and transaction records.
• Legitimate interests — to keep the service secure, prevent fraud and misuse, and improve the service using aggregated or anonymised information.
• Consent — where genuinely required, for example explicit consent for special-category information in scanned documents (see section 3) and notification permissions held on your device.

We do not claim that consent applies to everything. Where we rely on legitimate interests, we have balanced them against your rights and interests.

6. AI and Service Providers

DateSnapAI is built on an app-hosting platform and uses the following categories of providers:

• App hosting, database and authentication (Base44) — the platform that runs the service, stores your account records, plans, reminders, lists, subscription status and uploaded files, and operates sign-in and email verification. Google is involved in sign-in only if you choose "Sign in with Google".
• AI document processing — large language models operated through the Base44 platform read your uploaded document or transcript to extract dates and details. The models are supplied by OpenAI, Anthropic or Google depending on the processing task, and each receives only the content needed to process your request.
• Voice transcription — the Whisper speech-recognition service (supplied by OpenAI, operated through the Base44 platform) transcribes your recordings. It receives the audio recording only, for transcription.
• Email delivery (Resend) — sends verification codes and account emails, receiving your email address and the message content.
• Notifications — reminders are delivered using your device and browser's built-in notification system; we do not currently use third-party push providers.
• Payments (Stripe) — see section 7.
• Analytics and security — we and the Base44 platform process technical logs (such as IP addresses and device information) to keep the service running and secure. Your document contents, appointment details and transcripts are not included in these logs.

These providers may only process your information to provide their services to us, under appropriate contractual protections required by UK data-protection law.

Each user's documents, appointment details, plans, reminders, extracted text and voice transcripts are private to that user and protected by user-level access controls. They are not available for the DateSnapAI operator to browse through the app or administrative interfaces. Automated service providers process only the information necessary to provide the feature requested by the user. Exceptional technical access may occur only through authorised platform-level support where strictly necessary for security, legal compliance or resolving a support request initiated by the user.

7. Payments

Payments for DateSnapAI Plus are processed by Stripe. When you subscribe, you enter your payment details on Stripe's own checkout page. DateSnapAI does not receive or store your full payment-card number; we keep subscription and payment records, such as your plan status and billing dates. For information about how Stripe handles your data, see Stripe's privacy information: stripe.com/gb/privacy-policy.

8. International Transfers

Some of the providers listed in section 6 may process information outside the United Kingdom — for example where their servers are located in other countries. We cannot confirm that all information stays within the UK.

Where information is transferred outside the UK, we rely on the UK's international data transfer safeguards — such as UK adequacy regulations for the destination country, or where required, the International Data Transfer Addendum or an equivalent approved contractual protection included in our arrangements with those providers.

9. Data Retention

• Active accounts — we keep your information for as long as your account is active.
• Uploaded documents — kept for as long as they remain connected to your account, or until you delete them.
• Extracted document text — kept with the plans it created, for as long as the account is active or the item exists.
• Voice recordings — uploaded to private storage for transcription. The short-lived authenticated link used for processing expires within minutes, but our hosting platform does not provide a file-deletion function, so the stored recording is not automatically erased after transcription. It remains private to your account and is removed from the live service when you delete your account, subject to backup expiry.
• Plans and reminders — kept while your account is active, unless you delete them.
• Payment and transaction records — kept for the period required by tax and accounting law.
• Support messages — kept while your enquiry is open and for a reasonable period afterwards.
• Security logs — kept for a reasonable period to secure the service.
• Deleted accounts — when you delete your account, your records are removed from the live service. Some information may remain temporarily in backups (see section 14) and where we must keep it by law.
• Backups — backups operate on the hosting platform's standard schedule and age out over time.

Deletion may be delayed where we are legally required to keep information, where we need it to prevent fraud, or while it remains in a backup that has not yet expired.

10. Security

We use reasonable technical and organisational safeguards to protect your information, including access controls, user-level isolation so that accounts can only access their own records, and authenticated access to service functions. However, no online service can guarantee perfect security, and we cannot promise that our security will never be overcome. If we ever become aware of a breach affecting your information, we will tell you and the Information Commissioner's Office as required by law.

11. Your Rights

Under UK data-protection law you have the right to:

• Access — ask what personal information we hold about you.
• Correction — ask us to correct information that is wrong.
• Erasure — ask us to delete your personal information.
• Restriction — ask us to limit how we use your information.
• Data portability — receive your information in a reusable format.
• Objection — object to processing based on legitimate interests.
• Withdraw consent — where processing relies on your consent, you can withdraw it at any time.
• Rights regarding automated decisions — the AI features in DateSnapAI suggest dates and details, but they do not make significant decisions about you with legal effects, and no such decisions are made solely by automated means.

To exercise any of these rights, contact us at support@datesnapai.com or via our contact page. We will respond within the time limits set by law. You can also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we handle your information.

12. Children

DateSnapAI can be used by a parent or legal guardian to organise information, appointments and reminders for a child of any age. Account holders must be at least 13 years old.

Users aged 13 to 17 should use DateSnapAI only with permission from a parent or legal guardian. A parent or legal guardian may use their own account to manage information for a child under 13.

Children under 13 must not create their own account. If we discover that a child under 13 has independently created an account or provided personal information without appropriate parental involvement, we will take reasonable steps to delete the information and close the account, unless the law requires us to retain it.

13. Cookies and Analytics

DateSnapAI uses only essential local storage on your device — for example to keep you signed in, remember your date-format preference, and record your scheduled reminders and notification settings. These are needed for the service to work.

We do not currently set non-essential analytics or advertising cookies. If we introduce them, we will ask for your permission first and provide clear information about how to change your choice. We do not have a separate Cookie Policy at the moment; this section describes the technologies we use.

14. Account Deletion

You can delete your account at any time from Settings. When you do:

• Your account and your personal plans, reminders, tasks, lists and uploaded documents are deleted from the live service.
• Copies may remain temporarily in backups until the backup expires.
• Some records, such as payment and transaction records, may be retained where the law requires it.

Deletion is handled in line with this policy and our retention obligations (see section 9).

15. Changes to This Policy

We may update this Privacy Policy from time to time. If we make an important change to how we use your personal information, we will tell you in advance by email or in the app, and update the Last Updated date at the top of this page.

16. Contact and Complaints

If you have any questions about this policy or how your information is used, contact us at support@datesnapai.com, via our contact page, or by post at Office 21110, 182–184 High Street North, East Ham, London, E6 2JA, United Kingdom.

We take complaints seriously and will try to resolve any issue promptly and fairly. If you remain dissatisfied after contacting us, you can complain to the Information Commissioner's Office at ico.org.uk or by telephone on 0303 123 1113.

17. Appropriate Policy Document (Criminal-Offence Data)

As required by section 11(2) of the Data Protection Act 2018, this document explains our processing of criminal-offence data (which may appear in court documents or official notices you choose to scan).

• Condition relied on — the data subject's explicit consent, under Part 3, paragraph 29 of Schedule 1 to the Data Protection Act 2018, together with Article 10 of the UK GDPR. Consent is collected through the unticked checkbox shown before each document scan and can be withdrawn at any time from Settings.
• Safeguards — every record is linked to the account that created it and is readable, editable and deletable only by that account; documents are held in private storage accessed through short-lived authenticated links; administrators and the operator cannot browse user content; document contents are not placed in analytics, logs or error reports.
• Retention — the information is kept only while the related plan, reminder or document exists on the account, and is deleted when you withdraw consent, delete the item, or delete your account, subject to the retention section above.
• Accountability and review — the operator reviews this processing and this policy whenever the service changes.