Privacy Policy
Last updated: 4 June 2026
1. Introduction
SnapReminder ("we", "us", or "our") is operated by INED Group Ltd, a company registered in the United Kingdom. We are committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how we collect, use, and safeguard information when you use our mobile application ("App").
By using SnapReminder, you agree to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Information You Provide
We may collect the following information directly from you:
- Email address and account information
- Documents, photos, screenshots, and files you upload for scanning
- Notification preferences and in-app settings
- Usage information (e.g., number of scans, reminders created)
2.2 AI and Document Processing
To generate reminders, deadlines, and extracted text:
- Your uploaded files may be processed using OCR and AI models
- Processing occurs in isolated and secure environments
- We do not use your data to train AI models
- We do not sell or share your files with third parties for marketing
3. How We Use Your Information
We use your information strictly to operate and improve SnapReminder, including:
- Processing your documents to extract dates, deadlines, and tasks
- Creating reminders and notifications
- Maintaining your history of scanned documents
- Improving app performance and preventing misuse
- Managing your subscription and account access
We do not use your data for advertising or profiling.
4. Data Security
We apply industry-standard security measures:
- AES-256 encryption for data at rest
- TLS 1.3 for data in transit
- Isolated storage environments for scanned content
- Limited employee access (need-to-know basis only)
Despite our efforts, no method of electronic storage is 100% secure, and we cannot guarantee absolute protection.
5. Payments, Subscriptions and Refunds
5.1 Payments via Apple
All purchases and subscriptions are processed by Apple App Store. Apple acts as the Merchant of Record and may collect its own payment information.
5.2 Subscription Cycles
If you cancel your subscription, you will continue to have full access to SnapReminder features until the end of the already-paid billing period.
5.3 Refund Policy
Refunds are handled exclusively by Apple, according to Apple's policies. We do not process refunds directly and cannot override Apple's decisions.
6. Third-Party Service Providers
We may use trusted third-party services to support the App, including:
- Authentication and identity management
- Cloud infrastructure and database hosting
- AI processing providers for document analysis, speech-to-text transcription, and conversational assistant features
These providers are contractually obligated to protect your information and may only process it according to our instructions.
6.1 AI Data Processing — OpenAI
Our App uses AI services provided by OpenAI, Inc. ("OpenAI") to power core features.
6.1.1 Data Sent to OpenAI
When you use certain features of the App, the following data may be transmitted to OpenAI's servers for real-time processing:
- Audio recordings — When you use the Voice Assistant, your voice recording is sent to OpenAI's Whisper API for speech-to-text transcription.
- Transcribed text — The resulting text transcription of your voice input is sent to OpenAI's GPT model to interpret your request and generate a response.
- Extracted document text — When you scan a document, the extracted text (not the original image) may be sent to OpenAI's GPT model for analysis, deadline extraction, and categorisation.
- Contextual metadata — Limited metadata such as language preference, device language, and existing reminder titles may be included to improve accuracy. No personally identifiable information (name, email, IP address) is sent.
- No unique user identifiers, authentication tokens, or account credentials are ever transmitted to OpenAI.
6.1.2 Purpose of Processing
Data is sent to OpenAI solely for the following purposes:
- Converting voice recordings into text (Whisper speech-to-text API)
- Analysing scanned document content to extract deadlines, amounts, and key details (GPT model)
- Powering the conversational Voice Assistant to create, search, update, and delete reminders (GPT model)
6.1.3 Data Retention and Training
OpenAI does not use data submitted via its API to train or improve its models. Our usage is covered by OpenAI's Business Terms, which explicitly prohibit the use of customer data for model training. Audio recordings are processed in real time and are not stored by OpenAI after transcription is complete.
For full details, please refer to OpenAI's Privacy Policy.
6.1.4 Legal Basis (GDPR)
The legal basis for this processing is your explicit consent, which you provide by choosing to use the Voice Assistant or document scanning features. You can withdraw consent at any time by simply not using these features.
7. Cookies and Similar Technologies
7.1 Types of Cookies We Use
Essential — Required for the website to function. These cannot be disabled. We currently use browser localStorage (not cookies) to store your consent preferences.
Analytics (Google Analytics) — Measures page views and site usage to help us understand how visitors interact with our website. Sets _ga and _ga_* cookies with a retention period of up to 14 months. Only loaded if you give consent.
Marketing (Meta Pixel) — Measures the effectiveness of our Facebook and Instagram advertising campaigns. Sets the _fbp cookie. Only loaded if you give consent. We do not use this data to build user profiles or deliver personalised advertisements on our website.
7.2 Your Cookie Choices
When you first visit our website, you will see a cookie consent banner with three options: Accept all, Decline, or Settings. Clicking Settings opens a modal where you can individually enable or disable Analytics and Marketing cookies. Clicking Accept all without opening Settings enables all optional cookies.
You can change your preferences at any time by clearing your browser's localStorage for this site, which will cause the banner to reappear on your next visit.
Your cookie preferences are stored locally in your browser and are also logged to our servers for GDPR/PECR compliance record-keeping.
7.3 Mobile App
The SnapReminder mobile app does not use cookies. Any analytics in the app are handled separately and in accordance with our data collection practices described above.
8. Marketing Communications
8.1 What We Send
If you create a SnapReminder account, we may send you a limited series of onboarding and product-related emails over the first 30 days. These emails help you get the most from the app and are sent via our email provider, Resend (resend.com).
We may also send marketing push notifications to your device if you have granted notification permissions within the app.
8.2 Legal Basis
Marketing emails are sent on the basis of legitimate interest (UK GDPR Article 6(1)(f)) — specifically, our interest in helping new users understand the product they have signed up for. Push notifications require your explicit device-level permission.
8.3 Your Choices
Every marketing email contains an unsubscribe link. You can opt out of marketing emails and/or push notifications at any time via the preferences page linked in those emails. You can also toggle marketing push notifications off in the app's Notification Settings.
Transactional emails (e.g. password resets, billing confirmations) are not affected by your marketing preferences.
8.4 Consent Records
We log cookie consent choices and unsubscribe events (including timestamp, choice made, and page URL) in a secure database. This log exists solely to demonstrate compliance with UK GDPR and PECR and is retained for the duration of our legal obligation (typically 3 years from the date of collection). You may request access to or deletion of your consent records by contacting us.
9. Your Rights (UK GDPR & EU GDPR)
You have the following rights regarding your personal data:
- Right to access your personal information
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to data portability
- Right to restrict or object to processing
- Right to withdraw consent at any time
To exercise these rights, please contact us at the email below.
10. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information we collect and how it is used
- Right to request deletion of your personal information
- Right to opt-out of the sale of personal information
- Right to non-discrimination for exercising your privacy rights
We do not sell your personal information to third parties. To exercise your CCPA rights, please contact us at support@scanreminder.com.
11. Data Retention
We retain your information only as long as necessary to operate SnapReminder and comply with legal obligations. You may delete your account at any time and request full erasure of your data.
12. Children's Privacy
SnapReminder is not intended for users under the age of 16. We do not knowingly collect information from children.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available within the App and on our website.
14. Contact Us
If you have questions regarding this Privacy Policy or wish to exercise your data rights, please contact:
INED Group Ltd
support@scanreminder.com