Data Protection Policy (GDPR)

1. Introduction

Kalinotes is committed to protecting the privacy and personal data of its users in accordance with the General Data Protection Regulation (GDPR - EU Regulation 2016/679).

This policy describes how we collect, use, store and protect your personal data when you use our service and our browser extension (Chrome, Firefox, Edge).

2. Data controller

The controller of personal data is:

Kalinotes
Email: contact@kalinotes.com

3. Data collected

In connection with the use of Kalinotes, we collect the following data:

3.1 Registration data

• Surname and first name
• Email address
• Password (encrypted)
• Account creation date

3.2 Usage data

• Notes created (title, memo, screenshots)
• URLs of the annotated web pages
• Organisation into projects and categories
• Sharing information with other users
• Dates and times of note creation/modification

3.3 Technical data

• IP address
• Browser type and version
• Connection data (logs)
• Session cookies

3.4 Audience measurement and browsing data (with your consent)

When you consent, we collect via our audience measurement and marketing tools:

• Pages viewed, duration and browsing path
• Interactions with the site (clicks, scrolling) and, via Microsoft Clarity, anonymised session recordings
• Device and source data (referring site, campaign)

These data are described in detail in our cookie policy.

3.5 Data submitted via the contact form

When you write to us via the contact form, we collect your name, your email address, your telephone number (optional), and the subject and content of your message, solely for the purpose of handling your request. This form is protected by Google reCAPTCHA.

4. Purposes of processing

Your personal data is collected and processed for the following purposes:

• Provision of the service: creation, storage and management of your notes
• Account management: authentication and management of your user account
• Collaboration: sharing notes and projects with other users
• Service improvement: analysis of usage to improve our features
• Communication: sending important information about the service
• Security: fraud prevention and protection of our systems
• Legal compliance: compliance with our legal obligations

5. Legal basis for processing

The processing of your data is based on:

• Performance of the contract: use of the Kalinotes service
• Your consent: for certain marketing communications
• Legitimate interest: service improvement and security
• Legal obligations: retention of certain data for legal reasons

6. Data recipients

Your personal data may be shared with:

• Authorised staff: the Kalinotes team in the course of their duties
• Service providers: hosting, technical services (under a confidentiality agreement)
• Audience measurement and marketing providers: Google (Analytics, reCAPTCHA), Microsoft (Clarity) and Meta (Pixel), only when you consent. See our cookie policy
• Authorised users: other users with whom you share your projects and notes
• Authorities: in the event of a legal obligation or a court order

7. Data transfers outside the EU

Your account and notes data are stored on servers located within the European Union.

The audience measurement and marketing tools we use subject to your consent (Google Analytics, Microsoft Clarity, Meta Pixel), as well as reCAPTCHA and Google Fonts, however involve a transfer of data to the United States. These transfers are governed by the Data Privacy Framework (DPF) and/or by standard contractual clauses approved by the European Commission.

8. Retention period

Your data is retained for:

• Account data: for the duration of your active account + 1 year after deletion
• Notes and projects: until manual deletion or deletion of the account
• Technical logs: 12 months maximum
• Billing data: 10 years in accordance with legal obligations

9. Data security

We implement appropriate technical and organisational measures to protect your data:

• Encryption of data in transit (HTTPS/TLS)
• Encryption of passwords (bcrypt/argon2 hashing)
• Secure authentication
• Restricted access to data (principle of least privilege)
• Regular and secure backups
• Monitoring and incident detection
• Staff training in data protection

10. Your rights

In accordance with the GDPR, you have the following rights:

10.1 Right of access

You can request access to your personal data and obtain a copy.

10.2 Right to rectification

You can request the correction of inaccurate or incomplete data.

10.3 Right to erasure ("right to be forgotten")

You can request the deletion of your data under certain conditions.

10.4 Right to restriction of processing

You can request the restriction of the processing of your data in certain cases.

10.5 Right to data portability

You can receive your data in a structured and commonly used format.

10.6 Right to object

You can object to the processing of your data on grounds relating to your particular situation.

10.7 Right to withdraw your consent

Where processing is based on your consent, you can withdraw it at any time.

10.8 Right to set post-mortem instructions

You can set instructions regarding the fate of your data after your death.

Exercising your rights

To exercise your rights, contact us at: contact@kalinotes.com

We will respond to your request within a maximum of one month.

11. Right to lodge a complaint

You have the right to lodge a complaint with a supervisory authority:

CNIL (Commission Nationale de l'Informatique et des Libertés)
3 Place de Fontenoy - TSA 80715
75334 PARIS CEDEX 07
Telephone: 01 53 73 22 22
Website: www.cnil.fr

12. Cookies

We use several categories of cookies:

• Strictly necessary cookies: session, security (CSRF), storing your consent and anti-spam protection (reCAPTCHA). They do not require consent.
• Audience measurement cookies: Google Analytics and Microsoft Clarity, to understand how the site is used and to improve it. Placed only with your consent.
• Marketing cookies: Meta Pixel, to measure our advertising campaigns. Placed only with your consent.

A banner lets you accept, refuse or customise non-essential cookies, and change your choice at any time. Details of the cookies and their duration are available in our cookie policy.

13. Browser extension

The Kalinotes extension (Chrome, Firefox, Edge) collects only the data necessary for its operation:

• URL of the visited page (to associate the note)
• Screenshot (when you create a note)
• Content of your notes

The extension does not collect any browsing data outside the explicit use of the note-taking function.

14. Changes to this policy

We reserve the right to amend this data protection policy. In the event of a substantial change, we will inform you by email or via our service.

The date of the last update is indicated at the top of this page.

15. Contact

For any question concerning this policy or the processing of your personal data:

Email: contact@kalinotes.com
Contact form: Contact page