Thank you for using Kortex. This privacy policy explains how our browser extension collects, uses, and protects your information.
1. Information We Collect
Kortex collects and stores the following types of information:
1.1 Account Information
When you create an account, we collect:
- Email Address: Used for account identification and communication
- Authentication Data: Managed by Firebase Authentication (Google OAuth or email/password authentication)
1.2 Usage and Subscription Data
To provide subscription services and enforce usage limits, we track:
- Subscription Tier: Your current plan (Basic, Lite, Pro, or Lifetime Pro)
- Usage Counts: Number of exports, imports, prompts created, and source views created
- Usage Reset Dates: Monthly reset dates for usage limits
- Feature Usage Tracking: General usage statistics for improving the service
Lifetime Subscriptions: "Lifetime" access means access for as long as the developer can reasonably support and maintain the project and as long as required third-party and reverse-engineered APIs continue to function. If those APIs change, become unavailable, or stop working, certain features (including transfer/export functionality) may be limited or unavailable.
1.3 Content Data
To let you organize your work and sync it across every device where you're signed in, Kortex stores the following content you create in the extension. This data is saved to your private, authenticated account in Google Cloud Firestore (see Section 3):
- Saved Prompts: Prompts you save in the Prompt Holder feature, including their names and the folders and tags you organize them into.
- Source Views: Custom source view configurations you save (the view name, search term, active type filter, and the set of sources you selected).
- Notes: Notes you create on your notebooks, including the note title and its full text content, so they are available across your devices.
- Templates: Note templates and source templates you create and reuse.
- Tags: Tags you create for sources and artifacts, and the assignments linking them to your items.
- Folders: Source folders and artifact folders you create, and the assignments of items to those folders.
- Highlights and Source Notes: Highlight colors and short per-source annotations you add to your sources.
- Favorites: Items you mark as favorites for quick access.
- Collections: Collections (folders) you create on the Kortex dashboard. We store only the collection names and organizational structure — not the underlying notebook content.
- Podcasts and Audio Overviews: The podcast and audio overview metadata you create (such as titles and episode details). The generated audio files themselves are stored securely on Cloudflare R2 storage; only their metadata is stored in our database, and never the notebook content itself.
- Automation Rules and Preferences: Any automation, cleaner, domain-router, researcher, podcast-curator, and auto-generation rules you configure, along with related notebook organization metadata, so your setup follows you across devices.
This content is scoped to your account (and, where applicable, to the specific NotebookLM account you are using) and is only accessible with your authentication credentials.
Important note about your conversations and source material: Your chat conversation content is not stored on our servers. Conversation data is only processed in memory during the transfer to your NotebookLM account and is not saved by Kortex. Similarly, the underlying content of your NotebookLM sources and notebooks is not stored by Kortex — we store only the organizational data (such as tags, folders, notes, and highlights) described above. The distinction is that notes you write yourself inside Kortex are stored so we can sync them for you, whereas the source documents and conversations they refer to are not.
1.4 Payment Information
When you purchase a subscription:
- Payment Customer ID: A reference ID from our payment processor (Dodo Payments) to manage your subscription
- Subscription Status: Your subscription tier and status
Important: Kortex does not store credit card numbers or sensitive payment details. All payment processing is handled securely by Dodo Payments, our third-party payment processor.
AppSumo Licenses: If you redeem an AppSumo lifetime deal, we store the AppSumo license key associated with your account to activate and validate your Lifetime Pro access. AppSumo does not share your email address with us — the license key is the only identifier we receive from AppSumo.
2. How We Use Your Information
We use the information we collect to:
- Provide Core Functionality: Transfer your chat conversations from AI platforms to your NotebookLM account
- Manage Subscriptions: Track your subscription tier and enforce usage limits based on your plan
- Sync Data Across Devices: Store the content you create in Kortex — such as prompts, source views, notes, templates, tags, folders, highlights, favorites, collections, and automation rules — in the cloud so it's accessible from any device where you're signed in
- Process Payments: Manage subscription purchases, renewals, and cancellations through our payment processor
- Improve the Service: Use aggregated usage statistics to enhance Kortex features and performance
- Communicate with You: Send important service updates and respond to support inquiries
No AI Training: We do not use your personal information, the content you create in Kortex (such as prompts, source views, and notes), or your chat conversation data to train machine learning or AI models.
3. Data Storage and Location
3.1 Cloud Storage (Firestore)
Your account data, usage information, and synced content (the content types described in Section 1.3, such as prompts, source views, notes, templates, tags, folders, highlights, favorites, collections, and automation rules) are stored in Google Cloud Firestore, which is part of Firebase. This data is stored securely and is only accessible with your authentication credentials.
3.2 Media Storage (Cloudflare R2)
Audio files for the podcasts and audio overviews you generate are stored on Cloudflare R2 object storage. Only the associated metadata (such as titles and episode details) is stored in Firestore; the notebook content used to generate the audio is not stored.
3.3 Local Storage
Some information is stored locally on your device using the browser's chrome.storage API:
- Authentication tokens for accessing NotebookLM
- Extension settings and preferences
- Temporary cache data for performance
3.4 Chat Conversation Data
Your chat conversations are never stored by Kortex. They are processed in memory only during the transfer process from the AI platform (ChatGPT, Gemini, Claude, Perplexity) to your NotebookLM account. The conversation data goes directly from your browser to NotebookLM and is not intercepted or stored by our servers.
4. Third-Party Services
Kortex uses the following third-party services:
- Firebase (Google Cloud): For user authentication, cloud database (Firestore), and backend functions. Firebase's privacy policy applies: https://firebase.google.com/support/privacy
- Dodo Payments: For processing subscription payments and managing payment information. Dodo Payments handles all sensitive payment data in accordance with PCI DSS standards.
- Cloudflare R2: For storing the audio files of the podcasts and audio overviews you generate. Cloudflare's privacy policy applies: https://www.cloudflare.com/privacypolicy/
- AppSumo: For lifetime deal purchases and license validation, if you redeem a deal through AppSumo. AppSumo's privacy policy applies: https://appsumo.com/privacy-policy/
- Google NotebookLM: The destination service where your chat conversations are transferred. Google's privacy policy applies to data stored in your NotebookLM account.
5. Data Sharing
We do not sell, rent, or share your personal information with third parties except as described in this policy:
- Service Providers: We share necessary information with Firebase, Cloudflare, Dodo Payments, and (for lifetime deal redemptions) AppSumo to provide core functionality, media storage, and payment processing
- Legal Requirements: We may disclose information if required by law or to protect our rights and the safety of our users
- Your NotebookLM Account: Chat conversation data you choose to export is transferred to your own Google NotebookLM account, which you control
Business Transfers: If Kortex is acquired, merged, or its assets are transferred to another entity, that acquiring entity may receive and continue processing the information described in this policy to operate the service. From that point onward, the acquiring entity will be responsible for the service and for handling your data going forward under their applicable privacy policy.
6. Data Security
We implement industry-standard security measures to protect your information:
- All data transmitted to our servers is encrypted using HTTPS/TLS
- Firebase Authentication uses secure OAuth 2.0 protocols
- Payment data is processed securely through PCI DSS-compliant payment processors
- Access to user data is restricted to authenticated requests only
However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
7. Your Rights and Choices
You have the right to:
- Access Your Data: You can view your account information, usage statistics, and synced content through the extension interface
- Delete Your Account: You can request account deletion by contacting us at kortexnotebooklm@gmail.com. This will delete your account data, but please note that subscription cancellations must be processed through the customer portal
- Manage Subscriptions: Cancel or modify your subscription at any time through the extension's "Manage Subscription" feature, which takes you to the Dodo Payments customer portal
- Export Your Data: You can export content you have created in Kortex, such as your saved prompts and source views, at any time through the extension
8. Data Retention
We retain your information for as long as your account is active or as needed to provide services to you. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain certain information for legal or regulatory purposes.
9. Children's Privacy
Kortex is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.
10. Changes to This Privacy Policy
We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Effective Date" at the top. Your continued use of Kortex after any changes constitutes acceptance of the updated policy.
11. Contact Us
If you have any questions, concerns, or requests regarding this privacy policy or our data practices, please contact us at:
Email: kortexnotebooklm@gmail.com