1. Collection, use, and scope of personal information
This policy explains how the XMNotes App, accounts, and related services collect, use, store, and protect personal information and how you can exercise information rights. We process information only as needed to provide the corresponding features, protect security, and fulfill legal obligations.
Diaries may contain private or sensitive content. Decide what to record, sync, and share according to your actual needs. Reading an agreement webpage does not mean consenting to all information processing in the App. Features requiring authorization depend on the corresponding prompts and actions. Agreement webpages do not set sign-in cookies or include advertising or analytics tracking scripts.
Information mainly comes from content you actively enter or select, necessary records created by your use of features, and authorized information lawfully returned by third-party sign-in or transaction providers. We do not obtain every type of information simply because a third party can provide it. Third-party sources must have a lawful basis and be used within the disclosed, necessary scope. You should also have a lawful basis when actively recording information about others.
Consent-based processing requires your voluntary, explicit, and fully informed consent. Separate consent is obtained when legally required. Processing genuinely permitted by law, such as performing a contract to which you are a party, fulfilling legal obligations, or urgently protecting life, health, or property, follows the corresponding statutory conditions. “Security needs,” “public information,” and this policy are not grounds for unrestricted collection or sharing. Before adding purposes, methods, or information types, we provide legally required notice and follow the necessary procedures.
This policy applies to services we directly provide and personal information processing for which we are legally responsible. When you actively use an independent third party's sign-in, payment, map, email-receiving, or sharing service, that party processes information under its own rules. We remain responsible for our own processing and legally accountable entrusting or provision of information. Opening an agreement webpage does not itself enable App diagnostics, analytics, or system permissions.
Runtime diagnostics and Bugly
To investigate crashes, hangs, abnormal exits, and performance issues, the App with the new diagnostic configuration initializes Tencent Bugly iOS SDK 2.7.1.1 only after you explicitly agree to the updated agreement containing this diagnostic description. A consent record is saved once locally and reused on later launches. Consent to an older version or merely reading the agreement does not trigger initialization. In the foreground or background, the SDK may process and transmit over the network device identifiers (such as IDFV), device models, operating system versions, app versions, crash stacks, and diagnostics for hangs, abnormal exits, startup, memory, and resource performance. The App configuration disables optional collection of system build versions, CPU attributes, memory/disk space, network/Wi-Fi status, process memory, region codes, and jailbreak status, and disables automatic page traces and console logs. Disabling these items does not mean there is no processing of device information, performance, or network information. Custom logs retain only warnings and errors. After sign-in, diagnostics are associated with the XMNotes account UUID; this association is cleared after sign-out.
The business diagnostics we actively add record API route templates, statuses, durations, error types, and app versions. We do not proactively write diary text, passwords, verification codes, or authorization tokens into those records. For Bugly's information-processing rules and rights request channels, see Bugly SDK (iOS) Personal Information Protection Rules.
Product usage analytics and Umeng
To understand feature usage, registration and activation, writing retention, sync and export reliability, and membership purchase flows, we integrate the Umeng Mobile Analytics SDK, with statistical analysis provided by 友盟同欣(北京)科技有限公司. These analytics are enabled only after you explicitly submit updated consent containing this description through the existing agreement checkbox. No consent, only an older consent record, merely reading the terms, or continued use does not trigger analytics initialization. These business events are not pre-collected or cached for later transmission.
Business information actively sent by the App is limited to low-cardinality attributes such as predefined page and entry-point enumerations, registration/sign-in methods, action and result categories, duration and quantity ranges, current sign-in and membership status, pre-purchase membership status, plan periods, and transaction environments. After sign-in, analytics are associated with an internal account UUID containing no name or contact details. The original account binding is cleared at sign-out, account deletion, and account switching. Late results from the previous account's actions are not attributed to the new account.
Depending on iOS capabilities, authorization, and its configuration, the SDK processes device identifiers (such as IDFV and SDK-generated UMID/ZID; optional identifiers such as IDFA are limited by system authorization and actual capabilities), device models, system and app versions, channels, network types/IP addresses, launches/sessions, and usage events. Device and network information may be linked to individuals and remains protected as personal information. This configuration uses UMCommon 7.7.0 and UMDevice 3.6.0, disables ASA/SKAN attribution, inbound collection, automatic page collection, and debug logs, and enables analytics log encryption. These settings do not mean the SDK does not process device or network information.
We do not proactively send Umeng diary text, photos or videos, location text or coordinates, search terms, email addresses, nicknames, passwords, verification codes, transaction receipts, or session tokens, or pass custom location information to it. The SDK collects information on the device and sends it to the provider over the network. We and the provider process it for the corresponding purposes and necessary periods. See the Umeng Privacy Policy. You may use this policy's contact email to request withdrawal of analytics consent, access to, or deletion of related information. After verification, we handle requests within our actual control and lawfully forward requests requiring assistance to the provider. Withdrawal does not affect earlier lawful processing. De-identification of analytics cannot be described as making all information unidentifiable or fully anonymous.
AI text organization and third-party processing
Only after you actively select “Organize Text” and click “Start Organizing” in the existing confirmation dialog do we send this diary's text through the XMNotes service to DeepSeek to organize repetitive wording, punctuation, and paragraphs. The provider is 杭州深度求索人工智能基础技术研究有限公司. Transmission is limited to the text and necessary segmentation and protection markers needed for the current organization. We do not provide AI with images, video files, or unrelated diaries, or additionally attach media metadata or account credentials such as media download addresses, account passwords, or verification codes. Personal information, URLs, or sensitive content that you write into the text yourself will still be sent with it. First confirm that you have the right to process it and avoid submitting unnecessary sensitive information.
Reading or consenting to this policy does not automatically send diary text. Each newly initiated organization still requires clicking “Start Organizing” in the existing confirmation dialog. Canceling does not send the text, reserve or deduct organization credits, or affect ordinary recording, reading, and other features unrelated to AI. You may stop using AI organization to refuse future transmission. Requests already sent may have been processed; canceling a page or leaving the App does not withdraw processing already completed.
For failure recovery, the XMNotes service temporarily stores organized results in encrypted form for no longer than 24 hours. After expiration, the temporary result is no longer available and is cleaned up in bounded batches. We do not additionally persist a copy of the original text submitted for organization or write it into ordinary business logs or usage analytics. Necessary request digests, statuses, deduplication, and accounting records are kept for the corresponding purposes and shortest necessary periods, without an extra copy of diary text. Organized results you save to diaries continue to follow diary saving, sync, and deletion rules; the temporary-result period does not replace those rules.
The above 24-hour period is the recovery period for XMNotes temporary results, not a promise about deletion periods across all third-party systems. DeepSeek processing is subject to its Open Platform Service Agreement and the information-processing arrangements actually applicable. Its Privacy Policy also describes the information-processing responsibilities of developers and downstream applications. We do not interpret settings in DeepSeek's consumer chat product as choices made by XMNotes users, or make unverified promises of third-party zero retention or no training. You may submit access, deletion, or withdrawal requests to the email in this policy. We verify and handle them within our actual control and legally required assistance scope, and request necessary assistance from the provider.
Device permissions and withdrawal
Photo permission is used to select or save photos and videos; camera and microphone permissions are used when you actively photograph or record; notification permission is used for diary reminders; location permission is used when you actively select a location; and biometric permission is used to unlock the privacy lock. The precise authorization scope is determined by current system prompts. Permissions unrelated to the selected feature are not required.
You may turn off corresponding permissions in system settings or turn off reminders or related features in the App. Refusing optional permissions affects only operations that depend on them. After withdrawal, no new information is obtained through that permission; copies already imported locally or synced must be deleted separately.
The system photo picker, the App's private file directory, and saving to the photo library have different permission scopes and do not mean reading all device files. Photography, recording, location, notifications, and biometrics are authorized separately through the actual system mechanisms. Turning off permissions, stopping the corresponding feature, deleting content, and deleting an account are handled separately. One switch does not replace other data-cleanup actions.
Sensitive information and minors
Diaries, photos, videos, or location text may contain sensitive information such as health or whereabouts. Record and share only content you have the right to process. If the relevant processing legally requires separate consent, that consent is obtained and strict protections are applied.
Minors should use the service under a guardian's guidance. Users under fourteen must obtain guardian consent to use services involving personal information, with the special protections required by law. Guardians who discover processing without appropriate authorization may use this page's email to request investigation, cessation of processing, or deletion.
Sensitive personal information is processed only with a specific purpose, sufficient necessity, and strict protective measures. Necessity and impacts are explained and any required separate consent is obtained in accordance with law. Actively recording sensitive content does not authorize its use for unrelated profiling, advertising, sale, or public disclosure. We do not require unnecessary raw biometric templates.
Information about children under fourteen is processed only with guardian consent and within the scope necessary to provide services or lawfully protect children, and is protected as sensitive personal information. Guardians may use this page's email to request access, correction, deletion, or withdrawal of appropriate authorization, handled after lawful verification. If processing without required guardian authorization is discovered, we investigate and stop processing, delete information, or take other necessary protective measures. Ordinary user terms do not replace special protection requirements.
Security checks, resource protection, and appeals
Resource protection records export task identifiers, snapshot digests, formats, statuses, usage counts, and the associated account's daily cloud-read budget and reset time. Local PDF document files are not uploaded merely by submitting usage receipts. Official cloud attachment retrieval is authenticated and forwarded by the account service; Word is processed on the server according to your selected content. Manual account restrictions record the reason, duration, operator, time, and lifting records for enforcement and review. Ordinary quota overruns do not automatically result in permanent bans.
To prevent account theft, transaction misuse, attacks, use as a general-purpose cloud drive, script abuse, and circumvention of existing limits, we may use account and session identifiers, request sources, times, counts, task and object identifiers, file sizes, statuses, and necessary security records within the necessary scope, and process explanations and appeal materials you actively submit. Purposes are limited to security, enforcement of service rules, verification, and disputes; this is not used for unrelated marketing or continuous manual browsing of all private diaries.
Specific service rate limits are not equivalent to permanent bans. We provide reasons, appeals, and human review for account measures with significant effects. Where a decision with significant effects is made solely by automated means, we lawfully protect rights to an explanation, refusal of that kind of decision, and other corresponding rights. Checks and evidence retention follow the minimum necessary scope and duration. Violation lists and your content are not public by default, and confirmed errors are promptly corrected.
Account restrictions do not remove personal information rights. If you cannot act in the App, you may still use xiaomonotes@163.com to request review or exercise rights. Information legally subject to restriction of provision, deletion, or preservation is handled and explained accordingly.
2. Entrusted processing, sharing, transfer, and disclosure
Account, database, and official sync APIs are hosted on Alibaba Cloud services within China. Verification emails and Word email exports are sent through Alibaba Cloud DirectMail from hello@notes.xiaomotop.cn. The service processes recipient addresses, necessary email bodies, verification codes or export attachments, and delivery status. Customer support and privacy requests use xiaomonotes@163.com, separately from the automated sending address.
Media cloud backup and resources such as built-in stationery and fonts use Qiniu object storage and corresponding download services. Apple provides sign-in, map location, system permissions, notifications, and App Store transaction capabilities. Tencent Bugly provides diagnostics, Umeng provides the described product usage analytics, and DeepSeek provides AI text organization after your confirmation of each request. For specific providers, purposes, and information scope, see Third-Party Services and Components.
Information entrusted for processing solely to provide services must be subject to agreed limits on purposes, scope, and protective measures. Provision to independent third parties, public disclosure, or transfer follows legally required notice, consent, and other procedures. Statutory exceptions are handled under law; this policy does not generally authorize arbitrary disclosure.
Recipients may separately retain files you actively export, send, or share. Providing personal information outside China requires compliance with the corresponding legal conditions and procedures. Consent to this policy is not blanket consent to every cross-border processing activity.
Different boundaries for entrusting, external provision, and disclosure
We agree with entrusted providers on purposes, periods, methods, information scope, security, and confidentiality obligations and manage entrusted processing according to our legal responsibilities. Receipt of information does not grant an entrusted party rights to use it for unrelated purposes. When providing information to independent processors, we lawfully disclose the recipient, purpose, methods, and information types, obtain required separate consent, and protect rights requests. We do not sell or rent your personal information or publicly disclose diaries, account information, or appeal content in the name of membership enforcement.
If mergers, restructuring, dissolution, or other statutory circumstances require information transfers, we lawfully explain the recipient and contact details and require continued protection obligations. Changes to original processing purposes or methods require procedures such as obtaining renewed required consent. For law-enforcement, judicial, or other lawful provision requests, we check authority and grounds and provide only what is necessary. Any legal exemption from additional consent or notice is strictly subject to statutory conditions.
De-identified information remains protected as personal information if individuals can still be linked or restored. Only information meeting anonymization requirements of being unidentifiable and irrecoverable is handled under the corresponding legal rules. Removing names alone does not permit unrestricted sharing. After active sharing or export to external apps, recipients' independent copies and rights requests are handled in light of their rules. We lawfully assist with requests within our own responsibilities.
We may select or adjust entrusted providers within service needs and the disclosed scope and require them to fulfill the corresponding protection obligations. Material changes in providers, purposes, methods, or information types follow legally required notice and consent procedures. For requests made under lawful official powers, we may verify the requester's authority, legal grounds, and necessary scope and cooperate or raise objections as required by law. We must not arbitrarily disclose information to unauthorized persons.
3. Retention, deletion, and security
Local diaries and attachments are stored in the App directory on your device. Successfully synced copies are stored in the corresponding account service. Account information is retained for as long as needed to provide account services. Diaries and attachments are retained while you save them and use related services; active deletion, account deletion, or the end of the processing purpose results in deletion through the corresponding process or other lawful handling.
We retain information for the shortest period necessary for its processing purpose. Transaction ownership, security, and dispute records that must legally be retained are used only for their respective purposes. Online data cleanup and historical backup rotation are separate; a deletion request cannot be guaranteed to instantly clear every backup. Unnecessary access and processing are restricted during retention.
Account services use measures such as salted password verification, token digests, access control, and network transmission protection. We do not describe these measures as end-to-end encryption or promise that security risks are absent in every circumstance. When a security incident occurs, we take remedial measures and fulfill legal reporting and notification obligations.
Account and official sync data are stored in the relevant services within China. Not every feature requires transmitting content to a server; local saving and successful cloud sync are assessed separately. The information-processing scope of Apple, diagnostics, and other independent services you use is described in the list and their rules. It cannot therefore be presumed that all third-party data never crosses borders. If we need to provide information outside China, we fulfill the corresponding statutory conditions, notice, and required separate consent.
Retention periods are determined separately by the duration of accounts and features, your active deletion, completion of processing purposes, necessary security checks, and statutory transaction or dispute retention. “Possible disputes” are not a reason to retain all private diaries indefinitely. After service termination, we stop unnecessary collection and lawfully delete or anonymize information. If statutory periods or technical reasons temporarily prevent deletion, processing is limited to necessary storage and security protection until cleanup becomes possible.
Security measures include transmission protection, identity and access verification, necessary data isolation, permission controls, and records. Only personnel and entrusted parties who need access for services, support, or lawful duties may process information within their authorization, with confidentiality and corresponding management responsibilities. We do not use unverified technical claims to promise that all content is end-to-end encrypted, can never leak, or can be restored indefinitely.
For security incidents such as information disclosure, alteration, or loss, we promptly take remedial action and lawfully notify you of the incident type, possible impacts, measures taken and planned, suggestions for self-protection, and contact channels, and report as required. Where individual notification is genuinely difficult, legally appropriate announcements or other means are used. Statutory conditions for exemption from notice are handled under law; this clause does not permit arbitrary concealment of incidents.
Implementing deletion, account deletion, or withdrawal requests requires checking the relevant accounts, tasks, system copies, and records that must legally be retained. During processing, we may retain the minimum information needed to verify, execute, and demonstrate completion of the request. If item-by-item deletion from backups is temporarily technically difficult or a statutory retention period has not ended, processing is limited to legally permitted storage and necessary security protection, followed by cleanup when conditions are met. Backup delays do not justify continued unrelated business use.
4. Personal information rights and request handling
You can view or manage your information and content through account, diary, trash, export, and system permission settings. Limits on membership export tools do not restrict lawful requests for access, copies, correction, deletion, withdrawal of consent, or explanations. For requests you cannot complete directly, contact xiaomonotes@163.com.
To prevent unauthorized persons from obtaining information, we verify identity proportionately to the request. Explain the account and request, but do not send passwords or verification codes. After verification, we handle the request lawfully. If it cannot be met, we explain the reasons and available appeal or remedy channels. We process it promptly in accordance with law and explain the result.
The account deletion entry is under Me → Account Management. Submit after completing the identity verification required on the page. Successful deletion immediately revokes all sessions and blocks sign-in and access to the original account's content. Relevant on-device and official-side data and resources, including unsynced content on the original device, are retained for 30 days without access. Restoration requires contacting us by email, verification, and completion of manual restoration before the deadline. Merely sending an email or having a request under review does not pause the period. After expiration, recovery is permanently impossible and relevant data and resources are cleared, with retries for deletion failures. Personal cloud drives and separately saved copies are managed by you. Necessary retention follows the corresponding terms of this policy. Local content on offline devices is cleared when the App can run and verify status. For details, see Account Deletion Information.
In addition to access, copies, correction, supplementation, deletion, and withdrawal of consent, you may lawfully request limitation or refusal of specific processing, an explanation of this policy, and transfer of information where statutory conditions are met. Withdrawal does not affect the validity of earlier lawful processing. For records with another valid legal processing basis, we explain the purpose and basis for continued retention. We do not refuse lawful requests solely because the requester is not a member, has a restricted account, or has not purchased export tools.
We normally reply within fifteen days of receiving a request. For complex matters, we explain the reasons, progress, and expected arrangements. Verification must be proportionate to risk and must not seek identity information unrelated to the request. For requests that cannot legally be met, involve others' rights, require preservation, or clearly exceed reasonable bounds, we explain the applicable grounds and available remedies. Repeated requests are not automatically malicious, and we do not presume they must all be charged for or refused.
Once information is confirmed as legally requiring deletion, we communicate deletion requests to relevant entrusted parties or recipients that should assist, within our actual control and legal responsibilities, and lawfully require, urge, or assist their handling. Where law requires retention or a recipient has another lawful processing basis such as valid independent authorization, we explain and handle it under the corresponding rules. We do not directly control all copies held by independent recipients, and forwarding a request for assistance does not mean every platform will automatically and instantly delete them.
For requests made on behalf of others through guardianship, inheritance, or other grounds, we lawfully verify the applicant's identity, authority, and necessary purpose. A family relationship alone is not enough to obtain account passwords or all diaries. After a person's death, lawful and legitimate requests by close relatives for related information are handled according to applicable law and valid arrangements made during life.
Requests that do not match the requester's identity, cannot pass reasonable verification, may infringe others' lawful rights, hinder lawful investigations or enforcement, or fall under other statutory restrictions may lawfully be refused in whole or part, deferred, or met through alternatives, with explanations to the extent allowed by law. Repeated requests that are clearly groundless or excessive are handled according to actual circumstances and legal limits, without presuming all repeated requests are malicious. Rights requests do not automatically waive existing lawful transactions, breach liabilities, or statutory retention duties.