Privacy Policy — Ninja Concepts

Ninja Notes, LLC Privacy Policy

Effective Date: June 1, 2025

Introduction

Ninja Notes, LLC (“Ninja Notes,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services, including our websites, applications, and other products and services (collectively, the “Services”).

This Privacy Policy should be read in conjunction with our Terms of Service. By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

You agree that any and all disputes arising under this Privacy Policy shall be subject to the dispute resolution provisions contained in the Terms of Service.

Contact Information:

Ninja Notes, LLC
5900 Balcones Drive #25559
Austin, TX, 78731, USA
Email: privacy@ninjaconcepts.ai

1. Information We Collect

1.1 Information You Provide to Us

Account Information: When you create an account, we collect information such as your name, username, email address, password, and any profile information you choose to provide. If you use an email address owned by your employer or another organization, your account may be linked to the organization’s enterprise account, and the organization’s administrator may be able to monitor and control your account, including access to your Content. We will provide notice before linking your account to an organization’s enterprise account, unless the organization has already informed you of such monitoring capabilities.
Content: We collect the content you create, post, share, or store on our Services, including text, images, videos, audio, and other materials (“Content”). This includes both your original content and any feedback you provide about our Services. Please note that due to the nature of our Services and artificial intelligence generally, similar content may be generated for other users, and our Content licensing and sharing practices reflect this technological reality.
Payment Information: If you make purchases through our Services, we collect payment information such as credit card numbers, billing addresses, and transaction details. Payment processing is handled by third-party payment processors who have their own privacy policies.
Communications: We collect information from your communications with us, including customer support interactions, surveys, and feedback.
Feedback: We collect feedback, ideas, suggestions, and other input you provide regarding the Services (“Feedback”), including ratings of outputs in response to inputs (such as thumbs up/thumbs down interactions). When you rate an output in response to an input, we will store the related conversation as part of your Feedback.
Other Information: We may collect other information you voluntarily provide, such as preferences, interests, and demographic information.

1.2 Information We Collect Automatically

Usage Information: We automatically collect information about how you use our Services, including your interactions with content, features used, time spent, and user journey through our Services.
Device Information: We collect information about the devices you use to access our Services, including device type, operating system, browser type, device identifiers, IP address, and mobile network information.
Location Information: We may collect general location information based on your IP address or more precise location data if you grant permission.
Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities and preferences. For more information, see our Cookie Policy.
Log Data: Our servers automatically record information when you use our Services, including your IP address, browser type, pages visited, time stamps, and referring URLs.

1.3 Information from Third Parties

Third-Party Services: If you connect third-party services to your account or use third-party authentication (like social media logins), we may collect information from those services according to their privacy policies.
Analytics Providers: We use third-party analytics services that may collect information about your use of our Services.
Advertising Partners: Our advertising partners may provide us with information about your interactions with their services.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Provision and Operation

Provide, operate, maintain, and improve our Services
Process transactions and manage your account
Authenticate users and prevent fraud
Provide customer support and respond to inquiries
Send service-related communications and updates

2.2 Content and AI Enhancement

AI Model Training: We may use your Content to train, improve, and develop our artificial intelligence and machine learning models, algorithms, and systems. Artificial intelligence and machine learning are rapidly evolving fields of study, and we are constantly working to improve our Services to make them more accurate, reliable, safe, and beneficial
Content Analysis: Analyze and process Content to improve our Services and develop new features, including curating, transforming, and translating Content
Content Recommendations: Provide personalized content recommendations and improve content discovery
Quality Assurance: Monitor and analyze Content for quality, safety, and compliance purposes
Trust and Safety: Use Content flagged for trust and safety review to improve our ability to detect and enforce policy violations, including training models for use by our trust and safety team

2.3 Personalization and Advertising

Personalize your experience and customize content
Display targeted advertisements and promotional content
Measure advertising effectiveness and engagement
Provide analytics to advertising partners (in aggregated, non-personally identifiable form)

2.4 Legal and Safety

Enforce our Terms of Service and other policies, including monitoring for violations such as excessive data access (over 1,000,000 posts in 24 hours)
Comply with legal obligations and respond to legal requests
Protect the rights, property, and safety of Ninja Notes, users, and others
Detect, investigate, and prevent fraud, abuse, and illegal activities
Conduct security monitoring and incident response
Calculate and enforce liquidated damages for Terms of Service violations

2.5 Feedback Processing

Feedback Usage: We may use any Feedback you provide without restriction, compensation, or attribution to you
Feedback Rights: By providing Feedback, you assign to us all rights, title, and interest in such Feedback
Conversation Storage: When you rate outputs or provide feedback, we store related conversations and interactions for service improvement purposes
Conduct research and analytics to improve our Services
Develop new products and features
Perform business planning and reporting
Facilitate corporate transactions (mergers, acquisitions, etc.)

2.6 Business Operations

Conduct research and analytics to improve our Services
Develop new products and features
Perform business planning and reporting
Facilitate corporate transactions (mergers, acquisitions, etc.)

We may share your information in the following circumstances:

We may share your information when you explicitly consent to such sharing, including when you choose to make your Content public or share it with specific users.

3.2 Service Providers and Partners

Third-Party Services: We share information with vendors, contractors, and service providers who help us operate our Services, including:

Cloud hosting and storage providers
Payment processors
Analytics providers
Customer support services
Security and fraud prevention services

Our Services may include third-party software, products, or services (“Third Party Services”) and some parts of our Services may include output from those services (“Third Party Output”). When you use Third Party Services through our platform, information may be shared with those providers according to their own terms and privacy policies. We are not responsible for Third Party Services or Third Party Output.

Business Partners: We may share information with business partners for joint offerings, integrations, or co-branded services.
Advertising Partners: We share aggregated, non-personally identifiable information with advertising partners and may enable them to collect information through our Services.

3.3 AI and Content Distribution

Content Distribution: As described in our Terms of Service, we may make your Content available to other companies, organizations, or individuals for improving Services and syndication, broadcast, distribution, repost, promotion, or publication of such Content on other media and services
AI Development: We may share Content with partners to improve AI models and services, subject to appropriate safeguards
Non-Public Content Limitations: We will not train our models on any Content that is not publicly available, except in two circumstances: (1) if you provide Feedback to us regarding any Content, or (2) if your Content is flagged for trust and safety review

3.4 Legal Requirements and Safety

We may disclose information when required by law or when we believe disclosure is reasonably necessary to:

Satisfy any applicable law, regulation, legal process, or governmental request
Enforce our Terms of Service, including investigation of potential violations
Detect, prevent, or otherwise address fraud, security, or technical issues
Respond to user support requests
Protect the rights, property, or safety of Ninja Notes, users, and the public
Report information about you, including but not limited to Content, to law enforcement at our sole discretion

3.5 Business Transfers

If Ninja Notes is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

3.6 Aggregated and De-identified Information

We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you for research, analytics, or other business purposes.

4. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws than your country.

When we transfer your information internationally, we implement appropriate safeguards, such as:

Standard contractual clauses approved by relevant authorities
Adequacy decisions by relevant authorities
Other lawful transfer mechanisms

By using our Services, you consent to the transfer of your information to the United States and other countries where we operate.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit and at rest
Access controls and authentication systems
Regular security assessments and monitoring
Employee training on data protection
Incident response procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Account Information: We retain account information for the duration of your account and for a reasonable period thereafter for business and legal purposes. Upon account termination, we may delete or destroy any Content, data, or other materials associated with your account.
Content: We may retain your Content for as long as your account is active and as needed for our Services, including AI model training and improvement. Content may be retained longer if it has been shared with third parties for syndication or other purposes as described in our Terms of Service.
Usage Data: We typically retain usage data for up to 24 months, unless longer retention is required for legal or business purposes, including enforcement of liquidated damages provisions.

When we delete information, we do so in a manner designed to make it unrecoverable, though some information may persist in backups for a limited time.

7. Your Rights and Choices

Depending on your location and applicable law, you may have certain rights regarding your personal information:

7.1 Access and Portability

Request access to the personal information we have about you
Request a copy of your information in a portable format

7.2 Correction and Updates

Correct or update inaccurate or incomplete information
Modify your account settings and preferences

7.3 Deletion

Request deletion of your personal information (subject to certain limitations)
Delete your account and associated information

7.4 Restriction and Objection

Restrict or object to certain processing of your information
Opt out of marketing communications
Disable certain cookies and tracking technologies

Where processing is based on consent, you may withdraw consent at any time (though this won’t affect the lawfulness of previous processing).

To exercise these rights, contact us at privacy@ninjaconcepts.ai

Note that these rights may be limited by applicable law, and we may need to verify your identity before processing requests.

8. Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to:

Remember your preferences and settings
Analyze how you use our Services
Provide personalized content and advertisements
Measure the effectiveness of our marketing

Types of Cookies We Use:

Essential Cookies: Necessary for the Services to function
Performance Cookies: Help us understand how visitors interact with our Services
Functional Cookies: Remember your preferences and settings
Advertising Cookies: Used to deliver relevant advertisements

Managing Cookies: Most browsers allow you to control cookies through their settings. However, disabling certain cookies may affect the functionality of our Services.

9. Third-Party Services and Links

Our Services may contain links to third-party websites, applications, or services that are not owned or controlled by Ninja Notes. This Privacy Policy does not apply to those third-party services.

We encourage you to review the privacy policies of any third-party services you access through our Services.

10. Children’s Privacy

Our Services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@ninjaconcepts.ai

11. User Responsibilities and Data Processing Acknowledgments

You acknowledge and agree that:

AI Processing Risks: You understand that AI systems may exhibit biases, errors, or unpredictable behaviors, and we cannot guarantee fairness, accuracy, or completeness of AI outputs. AI training requires large datasets and may inadvertently process sensitive information, and model improvements may change output characteristics without notice.
User Content Responsibility: You are solely responsible for:
- Evaluating the accuracy and appropriateness of any AI outputs before use
- Ensuring you have rights to submit any content to our Services
- Not submitting illegal, harmful, or proprietary content without proper authorization
- Understanding that AI processing is experimental and may produce unexpected results
- Not attempting to extract training data, reverse-engineer our models, or circumvent our systems
Assumption of Risk: You assume all risks associated with:
- Relying on AI-generated content for any purpose
- Using our Services for any business, personal, or professional decisions
- Sharing content that may be processed by AI systems or shared with third parties
- International data transfers and processing in various jurisdictions
Technical Limitations: You understand that:
- Individual contributions to AI training datasets cannot be identified or removed
- AI models may inadvertently memorize or reproduce training data
- Technical limitations may prevent complete data deletion or portability
- Some privacy rights may be restricted where exercise would compromise proprietary systems

12. Automated Decision-Making and AI Processing

Our Services extensively use automated processing, including artificial intelligence systems, that may affect you in the following ways:

Automated Decisions: We use automated systems to:
- Make content recommendations and personalize your experience
- Determine account restrictions, content moderation, or service access
- Apply algorithmic filtering and safety measures
- Calculate pricing, determine available features, or service eligibility
- Detect and prevent fraud, abuse, or policy violations
AI Model Training: Your content and interactions are used to:
- Train and improve our AI models and algorithms
- Develop new features and capabilities
- Enhance content understanding and generation
- Improve safety and content moderation systems
Processing Characteristics: Automated processing may:
- Occur without human intervention or oversight
- Process large volumes of data to identify patterns
- Make decisions based on algorithmic analysis
- Reflect biases present in training data or model design
- Produce results that vary over time as models are updated
Your Rights: Subject to technical and commercial limitations:
- You may request human review of automated decisions that significantly affect you
- You can contact us to understand the logic behind automated processing
- You may object to certain types of automated processing
- You can request information about the data and factors used in automated decisions
Limitations: Please note that:
- Technical constraints may limit our ability to explain complex AI decisions
- Proprietary algorithms and trade secrets may restrict information sharing
- Some automated processing is essential for service functionality and cannot be opted out of
- Human review may not always be technically feasible or commercially reasonable

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

Posting the updated Privacy Policy on our website
Sending email notifications to registered users
Providing notice through our Services

The “Last Updated” date at the top of this policy indicates when it was most recently revised. We encourage you to review this Privacy Policy periodically.

14. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and other California privacy laws, including:

Right to Know: Request information about the categories and specific pieces of personal information we collect
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt out of the “sale” of personal information
Right to Non-Discrimination: Not be discriminated against for exercising privacy rights

Note on “Sales”: We do not sell personal information in the traditional sense. However, under California law, sharing information with advertising partners may be considered a “sale.” To exercise these rights, contact us at privacy@ninjaconcepts.ai

15. AI Output Accuracy and Limitations

Given the probabilistic nature of machine learning, use of our Services may, in some situations, result in output that does not accurately reflect real people, places, or facts. YOU ACCEPT AND AGREE THAT ANY USE OF OUTPUTS FROM OUR SERVICES IS AT YOUR SOLE RISK AND YOU WILL NOT RELY ON OUTPUT AS A SOLE SOURCE OF TRUTH OR FACTUAL INFORMATION, OR AS A SUBSTITUTE FOR PROFESSIONAL ADVICE. This limitation affects how we collect and use data to improve our AI systems:

We continuously collect usage data and feedback to improve accuracy
We may retain conversations and interactions to enhance model performance
We analyze output quality and user satisfaction to refine our algorithms

Due to the nature of our Services and artificial intelligence generally, output may not be unique and other users may receive similar output from our Services. Our data practices are designed to improve these systems while protecting your privacy.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Email: privacy@ninjaconcepts.ai Mail: Ninja Notes, LLC Attn: Privacy Officer 5900 Balcones Drive #25559 Austin, TX, 78731, USA

For EU/UK residents: If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.

17. Legal Basis for Processing (EU/UK Users)

If you are located in the European Union or United Kingdom, our legal basis for processing your personal information includes:

Contract: Processing necessary to perform our contract with you (Terms of Service)
Legitimate Interests: Processing for our legitimate business interests, such as improving our Services, analytics, and fraud prevention
Consent: Processing based on your explicit consent (which you may withdraw at any time)
Legal Obligation: Processing required to comply with legal obligations

18. Force Majeure and Service Limitations

Data Processing Interruptions: Ninja Notes shall not be liable for any failure, delay, or limitation in data processing, privacy compliance, or service provision due to circumstances beyond our reasonable control, including:

Cyberattacks, data breaches, or security incidents affecting us or our service providers
Changes in privacy laws, regulations, or government requirements
Internet infrastructure failures, cloud service outages, or third-party service disruptions
Government actions, sanctions, legal restrictions, or law enforcement requirements
Natural disasters, pandemics, public health emergencies, or other extraordinary events
Labor disputes, strikes, or unavailability of key personnel
Hardware failures, software bugs, or technical system limitations

Service Availability: We strive to provide consistent service but cannot guarantee:

Uninterrupted access to your data or our Services
Continuous availability of all features or capabilities
Immediate response to privacy requests during system outages
Maintenance of all integrations with third-party services
Compliance with all privacy obligations during emergency situations

Limitation of Liability: During force majeure events:

Our privacy obligations may be suspended to the extent legally permissible
Data processing may be delayed or temporarily unavailable
Response times for privacy requests may be extended
Some automated systems may operate with reduced functionality
We will make reasonable efforts to restore normal operations as quickly as possible

Notice and Communication: We will provide reasonable notice of significant service disruptions when feasible, but immediate notice may not be possible during emergency situations or security incidents.

19. Enhanced Data Security and Breach Limitations

Security Measures: While we implement industry-standard security measures, you acknowledge:

Inherent Risks:

No security system is impenetrable, and we cannot guarantee absolute security
Internet transmission and electronic storage carry inherent cybersecurity risks
Third-party services may have different security standards than ours
Emerging threats may compromise previously secure systems

Breach Response: In the event of a data security incident:

We will investigate and respond according to applicable legal requirements
Notification timelines may vary based on the nature and scope of the incident
We may engage third-party forensic specialists and law enforcement as appropriate
Remediation efforts may require temporary service limitations or shutdowns

Liability Limitations: Our liability for security incidents is limited to:

The maximum extent permitted by applicable law
Direct damages only, excluding consequential or indirect damages
The amount specified in our Terms of Service limitation of liability provisions
Remediation measures we deem commercially reasonable under the circumstances

User Security Responsibilities: You are responsible for:

Maintaining the security of your account credentials and devices
Promptly reporting suspected security incidents or unauthorized access
Using strong passwords and enabling available security features
Understanding that sharing account access increases security risks

20. International Users and Jurisdictional Variations

Jurisdictional Differences: Privacy laws vary significantly across jurisdictions, and your rights may differ based on your location:

United States Users: Subject to federal and state privacy laws, including sector-specific regulations that may apply to your use of our Services.
European Union/EEA Users: Entitled to rights under the General Data Protection Regulation (GDPR), including enhanced access, deletion, and portability rights, subject to applicable exemptions.
United Kingdom Users: Protected under UK GDPR and Data Protection Act 2018, with rights similar to EU users but subject to UK-specific interpretations and enforcement.
Other International Users: Your rights are determined by the privacy laws of your country of residence, which may provide greater or lesser protections than described in this policy.

Conflicts of Law: Where local privacy laws conflict with this policy:

We will comply with applicable legal requirements to the extent feasible
Stricter legal requirements will generally take precedence
Some features or processing activities may not be available in certain jurisdictions
We may modify our practices or limit service availability to ensure compliance

Cross-Border Processing: International data transfers involve:

Potential access by foreign governments under local laws
Varying standards of data protection and legal remedies
Different enforcement mechanisms and dispute resolution procedures
Possible conflicts between jurisdictional requirements

Service Limitations: We reserve the right to:

Limit or modify services in specific jurisdictions to ensure legal compliance
Implement different privacy practices for different regions
Require additional consents or acknowledgments for certain jurisdictions
Discontinue services in regions where compliance is not commercially feasible