Privacy
Policy

We collect the following categories where they are relevant to your use of NextNote:

• Account and authentication data — email address; password stored only as a one-way cryptographic hash; company name; postal address; billing country; VAT number; login sessions and their IP addresses; password-reset records; failed-login and account-lock records; and two-factor-authentication configuration.
• Contact and support data — your name, email address, message, correspondence, and any files, screenshots, logs, or diagnostic information you deliberately send to us. The contact form also uses the request IP address briefly for abuse rate-limiting.
• Purchase, licence, and legal-acceptance data — products, plan, quantity and price; licence key; Stripe payment reference and status; billing country; discounts; the exact EULA and Purchase Terms accepted, stored as an RTF snapshot and SHA-256 hash; acceptance time; and, where applicable, the wording, version, and time of your request for immediate supply and acknowledgement about loss of the cancellation right. Stripe processes card and payment-method details; Visionmill does not store full card details.
• Installation and operational data — Display machine name, the stable machine identifier supplied by the app and its SHA-256 hash, operating system, installed product and version, trial and licence status, activations, revocations, and validation/check-in times. When a Display reports a Helper it observed, we also receive the Helper and computer name, service identifier, hashed Helper machine identifier, Helper type, operating system and version, Display version, and first and most recent observation times.
• Security and download data — IP address, user-agent, referring-site hostname, approximate country/city and network owner for installer downloads, login and administrative activity, download-token requests and use, the installer and version downloaded, and security or abuse records.
• Privacy-choice and optional website measurement data — whether you accept or reject website analytics, the choice format version, and the time the choice changed; and, only after you accept, Cloudflare aggregate visit and performance information.
• iPhone and iPad app data — NextNote Remote stores selected Display or Helper names and local network addresses in app preferences and stores RemoteView access codes in the device Keychain. StoreKit supplies product and entitlement status to the app. Apple processes App Store purchases and may provide Visionmill with sales, proceeds, subscription, and diagnostic reports under Apple's terms; Visionmill does not receive your Apple Account password or full payment-card details.

We obtain this data directly from you; from NextNote apps and devices when they activate, validate a licence, check in, or report Helper compatibility; from Stripe and Apple for payment, entitlement, and transaction-status records; from Google for presentations you deliberately select; from browser and server request logs; and from IP-location and network-owner services used when an installer is requested.

We do not automatically receive presentation content, speaker notes, feature-interaction analytics, performance traces, debug logs, or crash reports from the installed apps. Some apps create diagnostic buffers or crash information locally. Visionmill receives it only if you deliberately provide it for support. If that changes, we will update this Policy and provide any notice or obtain any consent required before the new processing begins.

Google Slides access

The Google Slides Helper uses Google OAuth with the per-file https://www.googleapis.com/auth/drive.file scope. Google's file-selection screen lets you choose each presentation that NextNote may access; other files in your Google Drive remain inaccessible to NextNote. Although this scope can permit an application to manage selected files, NextNote uses Google APIs only to read the presentations you select and never creates, edits, or deletes them.

• Your choice — the first time you connect or add a presentation, Google's file-selection screen asks you to select or confirm that specific file. A pasted Google Slides link may open that screen focused on the presentation, but access is not granted until you confirm it.
• What the Helper accesses — only presentations you choose, including the selected presentation URL and ID, deck title and revision, slide order, rendered slide images, slide content needed to render those images, and speaker notes including their formatting.
• Why — solely to show the current, next, and subsequent slides and speaker notes in NextNote Display, and to refresh that information when the presentation changes.
• Local storage — the Helper stores its refresh credential in macOS Keychain or Windows Credential Manager and stores the last presentation URL, settings, a dedicated Chrome profile, and temporary slide images in its application-data folder. Signing out removes NextNote's locally stored Google credentials; it does not necessarily revoke Google's grant. You can revoke that separately through Google Account connections. Temporary slide images are normally removed when NextNote closes.
• Google Fonts — the Helper identifies visual fonts locally from font-family, weight, bold, and italic style metadata in slide text runs returned by the Google Slides API. It deliberately skips each slide's notesPage, so speaker-note text and fonts used only in speaker notes do not participate in visual-font discovery. For a detected Google Font that is not treated as a system font, the separate Google Fonts request contains only the font family, weight, and italic state. It does not contain slide text, speaker notes, deck title, presentation ID, or any other presentation content. Google Fonts nevertheless receives ordinary request information such as the Helper's public IP address and user-agent.

NextNote's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google controls its own processing of Google account and Slides data under its own terms and privacy policy.

Trusted local-network transport

NextNote's Helper-to-Display presentation transport is designed for local-network use. It does not intentionally route slide images, speaker notes, presentation names, live video, or control state through Visionmill or a Visionmill cloud service. While a Helper is running, it advertises itself using local-network discovery and makes that presentation data available over local HTTP, WebSocket, and, for LiveView, UDP connections to compatible NextNote Displays that can reach the Helper's address.

Visionmill does not receive, read, sell, use for advertising, or otherwise disclose the presentation content exchanged on that network.

Our purposes and the UK/EU GDPR legal bases we rely on are:

• Contract — to create and administer the account you request; process and fulfil a purchase; record the agreed terms; provide downloads, trials and licences; activate, validate, renew, revoke, and support licences and installations; provide Google Slides functionality you choose to use; and respond to a support request connected with the contract.
• Legal obligation — to keep transaction, tax, accounting, consumer-consent, and corporate records and to make disclosures required by law.
• Legitimate interests — to secure accounts and services; prevent fraud, abuse, and unlicensed use; maintain appropriate transaction and agreement evidence; establish or defend legal claims; understand product/version compatibility and the limited Display/Helper operational relationship; respond to general enquiries; and operate and improve the business. Our interests are balanced against the nature of the data, your reasonable expectations, and your rights.
• Consent — for optional Cloudflare Web Analytics and for any marketing for which consent is required. Consent is not a condition of buying or using NextNote, and you can withdraw it as easily as you gave it.

Account, billing, purchase, and licence information marked as required is needed to enter into or administer the relevant contract. If it is not provided, we may be unable to create the account, take payment, issue a licence, or provide the requested service. Google Slides access is optional, but is necessary if you choose that Helper. Optional analytics is never required.

We do not sell personal data, use it for targeted advertising, or make decisions about you based solely on automated processing that produce legal or similarly significant effects.

We do not sell or rent personal data. Access inside Visionmill is limited to people who need it for their work. We disclose data to the following recipients where necessary:

• Stripe — payment processing, authentication, payment analytics, and fraud/loss prevention. Stripe receives transaction, contact, billing, device, network, and activity signals and may use cookies or similar technologies through Stripe.js. Card details are entered into Stripe-controlled fields. Stripe privacy policy and Privacy Center.
• IONOS — website, database, server-log, backup, and email infrastructure, including the account, licence, transaction, contact, support, download, and security data hosted or transmitted through those services.
• Google — Google OAuth, Picker, Drive/Slides APIs, Google Chrome services used by the Helper, and Google Fonts. Google receives the account/API or font request and technical request information. The Google Fonts request is limited as described in section 2.
• ipapi.co and RIPE NCC — approximate location and network-owner lookup for installer-download requests. Each receives the download IP address and ordinary request metadata.
• Cloudflare — Web Analytics on eligible public and documentation pages, but only after you separately allow that purpose. Cloudflare receives the request and technical information required to produce aggregate site statistics. We do not load the analytics script on account, administration, checkout, password-reset, or token-protected download pages. The restricted administrator portal also obtains the QR-code library used during two-factor-authentication setup from Cloudflare's cdnjs service; that library request discloses ordinary request metadata about the administrator to Cloudflare.
• Apple — App Store distribution, StoreKit purchases and entitlement checks, subscription administration, and developer reporting for the iPhone/iPad app. Apple controls its Apple Account and payment processing.
• Professional advisers, authorities, and transaction parties — auditors, accountants, legal advisers, insurers, courts, regulators, law enforcement, or a buyer/investor where reasonably necessary, subject to confidentiality and applicable law.

Presentation content sent between a Helper and Display on your network is a user-directed local transfer, not a disclosure to Visionmill or one of the website providers above.

Visionmill is established in the United Kingdom. Some providers operate internationally and may process data in the United Kingdom, European Economic Area, United States, or other countries in which they and their approved subprocessors operate.

Before making a restricted transfer, we must identify the destination and recipient and rely on a lawful transfer route. Depending on the particular data flow, this may be a UK adequacy regulation or EU adequacy decision; the European Commission's Standard Contractual Clauses together with a transfer impact assessment; the UK International Data Transfer Agreement or UK Addendum together with a transfer risk assessment; or a limited statutory exception where the law permits it. Contractual clauses may be supplemented by encryption, access controls, data minimisation, and other measures where needed.

The mechanism can differ by provider, service, account configuration, and destination. Contact our Privacy Lead for the current mechanism applying to a particular recipient and for a copy or description of the relevant safeguard, subject to permitted redactions. This Policy is a transparency notice and is not itself a transfer safeguard.

We apply the following periods and criteria, subject to a legal hold, dispute, regulatory request, or a longer mandatory period:

• Accounts, licences, installations, trials, and Helper records — while the account, licence, trial, or installation is active or recorded, then normally for up to six years after the customer relationship or licence ends where needed for support, fraud prevention, enforcement, or legal claims. A perpetual licence and its core entitlement record remain necessary for the life of that licence.
• Purchases, invoices, allocations, EULA evidence, and immediate-supply acknowledgements — for the life of the relevant licence where needed to prove the entitlement and normally at least six years from the end of the financial year to which the record relates. Relevant VAT One Stop Shop records may have to be kept for ten years.
• Sessions and reset records — session credentials stop working at their configured expiry or earlier on sign-out or security invalidation. Password-reset links work for one hour. Expired or used authentication records are retained only for a short security and clean-up period.
• Download and security records — download links work for 12 hours. Token, IP, download, login, and administrative records are retained only while reasonably needed to deliver/support the download, enforce rate limits, investigate abuse or an incident, and maintain an appropriate security audit trail; the period may be extended for a live investigation or claim.
• Contact and support correspondence — until the enquiry is resolved and afterwards only for continuity, contractual records, or the period in which a related claim may be made.
• Privacy choices and optional measurement — the choice cookie lasts for six months. Cloudflare retains and processes its aggregate analytics data under its published commitments and our service configuration.
• Backups — data may remain in access-restricted rolling backups until the relevant backup is overwritten. Restored data remains subject to the same retention rules.

Your Google refresh credential is retained in OS secure storage until you sign out, remove the app data, or Google revokes it. The dedicated Chrome profile, settings, and last presentation URL remain on the device until you remove the relevant app data. Temporary slide images are normally removed when NextNote closes.

Application preferences and diagnostic information created locally remain on the device. In-memory debug buffers are cleared when diagnostic logging is disabled or the relevant diagnostic window closes. Locally written crash logs remain until you delete them or remove the relevant application data. They are not sent to Visionmill automatically.

We use measures appropriate to the risk, including HTTPS, access controls, one-way password hashing, hashed reset and event tokens, two-factor authentication for administration, restricted administration interfaces, provider security controls, and local OS secure storage for app credentials. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. The trusted-LAN limitation in section 2 is an important part of safely operating the installed apps.

Depending on the processing and the law that applies to you, you may have rights to:

• be informed and obtain access to personal data we hold about you;
• correct inaccurate data and complete incomplete data;
• request erasure where no overriding legal ground requires retention;
• request restriction of processing in the circumstances set by law;
• receive data you provided in a structured, commonly used, machine-readable format and transmit it to another controller, where processing is automated and based on consent or contract;
• withdraw consent at any time, without affecting processing already carried out lawfully; and
• complain to a data-protection authority.

These rights are not absolute; exemptions and conditions can apply. We may ask for information reasonably needed to verify your identity and locate the relevant records. We do not charge a fee in ordinary cases. We normally respond to UK/EU rights requests within one month, subject to a lawful extension for a complex or numerous request.

How to complain to us

Email support@nextnote.co.uk with the subject “Data Protection Complaint”, or write to the registered office in section 11. Our Privacy Lead will acknowledge the complaint within 30 days, investigate it appropriately, and tell you the outcome without undue delay.

If you remain dissatisfied, you can complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint. If the EU GDPR applies, you may also complain to the supervisory authority in the EU/EEA country of your habitual residence, place of work, or the alleged infringement. Other local regulators may be available under applicable law.

We use cookies and equivalent browser storage as follows:

• Essential account and security storage — session credentials and security state needed to sign you in, protect accounts, administer a checkout, or provide a feature you request. These cannot be disabled through the optional-analytics control.
• Privacy preference — nn_privacy_choices records, for six months, whether you allowed or rejected Cloudflare Web Analytics, along with a format version and the time your choice changed. It is used only to remember and evidence your choice. Older privacy-choice formats are migrated and removed.
• Stripe checkout technologies — Stripe.js and Stripe-controlled payment fields use cookies and similar signals for secure payment processing, fraud/loss prevention, authentication, and, depending on Stripe's configuration and location, payment-service analytics or Link functionality. They load only on checkout, where the payment service has been requested. Stripe controls some of this processing.
• Optional Cloudflare Web Analytics — only after you separately allow it, eligible public and documentation pages load Cloudflare's cookie-free analytics script for aggregate visit and performance statistics. It is not enabled on account, administration, checkout, password-reset, or token-protected download pages.

Optional Cloudflare Web Analytics is off until you make a positive choice. Rejecting or withdrawing leaves essential features working. Withdrawing permission stops future script loading; aggregate statistics that Cloudflare cannot associate with you cannot be selectively reversed. Website fonts and Tabler icons are hosted by Visionmill. We do not use advertising cookies, advertising pixels, or cross-site behavioural tracking.

Because optional analytics is off by default and we do not sell or share data for cross-context behavioural advertising, a browser Do Not Track or Global Privacy Control signal does not cause additional advertising-data disclosure. Where applicable law gives such a signal a broader mandatory effect, we honour it. Stripe may independently recognise a device or activity across merchant sites for payment security, fraud/loss prevention, authentication, and its own payment-service analytics as described in Stripe's policy; Visionmill does not use those signals for advertising.

Review privacy choices

European Union and European Economic Area

Where we offer NextNote to people in the EU/EEA and process their data in connection with that offering, the EU GDPR may apply even though Visionmill is established in the United Kingdom. EU/EEA individuals have the rights and complaint routes described in section 7. Where Article 27 requires it, Visionmill will maintain a written mandate with a representative established in an EU Member State in which relevant individuals are located and publish that representative's contact details in section 11.

California and other United States privacy laws

In the preceding 12 months, the categories we may have collected are identifiers and contact details; customer, transaction, and commercial information; internet/network and device activity; approximate geolocation from IP address; and professional or employment-related information you provide, such as company name. Account-login credentials are security-sensitive and are used only to authenticate and protect the account. Sources, purposes, recipients, and retention criteria are described in sections 1–8. We do not sell personal information, share it for cross-context behavioural advertising, or use/disclose sensitive personal information to infer characteristics. We do not knowingly sell or share personal information of anyone under 16.

If a US state privacy law applies to Visionmill and to your data, you may have rights to know/access, correct, delete, obtain a portable copy, opt out of covered sale/sharing or profiling, and appeal a refusal. We will not discriminate against you for exercising an applicable right. You or an authorised agent may submit a request using section 11; we may verify the request and the agent's authority.

Other countries

Applicable laws in countries including Canada, Brazil, and Australia may provide additional access, correction, deletion, consent-withdrawal, objection, portability, or complaint rights. Submit a request to our Privacy Lead. You may also contact the privacy regulator in your country where local law permits.

Children

NextNote is professional presentation software and is not directed to children. We do not knowingly collect personal data from a child who cannot lawfully provide it without parental authorisation. Contact us if you believe that has occurred.

We may update this Privacy Policy from time to time. Updated versions will be published at nextnote.co.uk/legal/privacy with a revised date. We encourage you to review this page periodically.

Where a change materially affects existing processing or your choices, we will provide an appropriate additional notice and, where required, seek fresh consent before the change takes effect.

Controller and Privacy Lead: Visionmill Limited
Company number 03495202
Registered in England and Wales
Registered office: Rookhurst, Forest Road, Effingham, Leatherhead, Surrey, KT24 5HD, United Kingdom

Email: support@nextnote.co.uk
Website contact form: nextnote.co.uk/#contact

For a rights request, use the subject “Privacy Rights Request”. For a complaint, use “Data Protection Complaint”.

All legal documents including our End User Licence Agreement (EULA) and Purchase Terms and this Privacy Policy are available at nextnote.co.uk/legal.