Privacy Policy
Last updated: August 21, 2026
OKNote is self-hosted software that you deploy and run on your own server — your notes, mail, and tasks stay on infrastructure you control, and we do not access, store, or receive that content. This Privacy Policy explains what information Magic Forest (Chongqing) Technology Co., Ltd. ("OKNote", "we", "us") collects through our website (oknote.vip) and account system — used to manage your purchase and license — and how we use, store, and protect it. We currently do not operate a cloud service; if that changes in the future, we will update this policy accordingly.
1. Scope of This Policy
This policy applies to the OKNote website (oknote.vip) and the account system used to register, purchase, and manage your license. It does not apply to the OKNote software itself once deployed on your own server, or to any data you store there — that data never reaches us.
By using the website or creating an account you agree to this policy. If you do not agree, please do not use these services.
2. How OKNote Works (Self-Hosted)
OKNote is deployed and run entirely on infrastructure you control — your own server, NAS, or hosting environment. Your notes, mail, tasks, and attachments are stored there, not with us. We have no access to that content and it is never transmitted to us.
You are the controller of any data you store in your self-hosted deployment and are responsible for its security, backups, and any applicable legal compliance.
3. AI Features and Third-Party AI Providers
You may optionally configure your own AI provider (such as OpenAI, Doubao, Zhipu, or a self-hosted/private model) to power AI-assisted features in Notes, Mail, and Tasks. The connection details (endpoint, API key) you provide are encrypted and stored on your own server — we do not receive, view, or store your AI provider credentials.
When you use an AI feature, the content you send to the AI for processing is transmitted directly from your own server to the third-party AI provider you configured. We do not receive, view, retain, or otherwise access this content or the AI's responses.
The AI provider you choose processes this data under its own privacy policy and terms — please review that provider's privacy policy before use. You can disable AI features at any time by removing your AI provider configuration in Settings.
4. Information We Collect
The website and account system are operated by us (Magic Forest (Chongqing) Technology Co., Ltd.), and we collect that information directly. The self-hosted software runs on your own server, and the data inside it is controlled by you — we cannot access it. The two parts below list what each of them collects.
1. Information collected by the website & account system (collected directly by us)
| Information | Purpose | Required |
|---|---|---|
| Email / phone number | Registration, login, and identity verification | Required |
| Password | Login authentication | Required (stored as a hash; we never store the plaintext) |
| Display name | Shown on your account | Optional (a default name is used if left blank) |
| Order & subscription records | Processing purchases, licensing, and renewals | Required (paying users only) |
| Device hardware fingerprint (a hash derived from device identifiers) and device name | License/device-binding verification, preventing license abuse | Required (only when using licensed features) |
| IP address, device/browser type, language, access time, error logs | Detecting and preventing abnormal logins / network attacks, troubleshooting, keeping the website & accounts secure | Required |
2. Information processed locally by the self-hosted software (stored on your own server; we cannot access it)
| Information | Purpose | Required |
|---|---|---|
| Login device name/type/IP/last-active time, long-lived access tokens | Multi-device login and sync | Required |
| Notes and to-do content (including version history) | Core functionality | Required |
| Mailbox address, login password or OAuth token (encrypted at rest), sent/received email content and attachments, mail contacts | Sending and receiving email | Optional (you must add a mailbox account yourself) |
| Attachment files (name/size/type/content) | Produced alongside notes/mail features | Depends on use case |
| AI provider address and API key (encrypted at rest); content you submit when triggering AI features (notes/mail/meeting transcripts, etc.) | Using AI features | Optional (you must configure it yourself) |
| Meeting recording audio and transcripts (including speaker-diarization labels) | Meeting-minutes feature | Optional |
| Push-notification device token | Sending notifications to your device | Optional |
| Usage data (time spent per feature module, typing speed, etc.) | Usage statistics and UX improvement | Optional |
| Cloud Connect tunneling configuration (bound domain, Cloudflare account/zone ID, API token — encrypted at rest) | Reaching your self-hosted instance from the public internet | Optional |
5. How We Use This Information
We use your information to:
- Create and manage your account and authenticate you;
- Process purchases, licenses, and renewals, and provide receipts;
- Provide customer support and respond to your requests;
- Detect, prevent, and respond to fraud, abuse, and security incidents;
- Comply with applicable laws and legal obligations.
6. Data Storage and Protection
We apply technical and organizational measures to protect your account and purchase information against unauthorized access, disclosure, or loss.
We retain your information for as long as your account is active or as needed to provide the website and account services, then delete or anonymize it unless a longer retention period is required by law.
7. Sharing and Entrusted Processing
We do not sell your personal information. We share information only in these cases:
- Apple: for App Store in-app purchases and license/subscription management;
- Payment providers: to process and confirm transactions;
- Hosting and infrastructure providers: who process account and website data on our behalf under contractual confidentiality and security obligations;
- Legal requirements: when required by law, regulation, or valid legal process, or to protect the rights, safety, and property of users or the public.
8. Cross-Border Data Transfers
We are based in China and may process account and purchase information there. If we transfer your information across borders, we take the steps required by applicable law to protect it. Where required, we will obtain your separate consent and inform you of the recipient and purpose.
9. Cookies and Similar Technologies
We use strictly necessary cookies (such as an httpOnly authentication cookie) to keep you signed in to your account and to operate the website securely. We do not use cookies to sell your data. You can control cookies through your browser, but disabling necessary cookies may affect sign-in.
10. Your Rights
Subject to applicable law, you may access, correct, or obtain a copy of your information; delete your information or account; withdraw consent; restrict or object to certain processing; and request data portability where applicable.
Under China's PIPL you have rights of access, correction, deletion, and withdrawal of consent. Under the EU GDPR you additionally may lodge a complaint with a supervisory authority. Under the California CCPA you have the right to know, delete, and opt out of the "sale" of personal information — and we do not sell personal information. To exercise any right, contact us at service@oknote.vip.
11. Children's Privacy
The website and account system are not directed to children under 14, and we do not knowingly collect personal information from children under 14. If you believe a child has provided us with information, contact us and we will delete it.
12. Third-Party Links
Our website may link to third-party sites or services. This policy does not apply to them, and we are not responsible for their practices. Please review their privacy policies.
13. Updates to This Policy
We may update this policy from time to time — including if we begin offering a cloud service in the future. We will post the updated version with a new "Last updated" date and, for material changes, provide a more prominent notice. Your continued use after an update means you accept the revised policy.
14. Contact Us
If you have questions or requests regarding this policy or your personal information, contact us:
- Operator: Magic Forest (Chongqing) Technology Co., Ltd.
- Website: https://oknote.vip
- Email: service@oknote.vip