Privacy Policy
Effective Date: May 28, 2026 Last Updated: August 13, 2026
Trove Notes is a product of Plymouth Labs LLC ("Plymouth Labs," "we," "us," or "our"). Plymouth Labs LLC respects your privacy. This Privacy Policy explains what information we collect, how we use it, and the choices you have about your data when you use the Trove Notes service at trovenotes.com and the related memory-archive service delivered by SMS, email, and our web app (collectively, the "Service").
If you have questions about this policy, contact us at support@trovenotes.com.
1. Who This Policy Is For
Trove Notes is designed for parents and legal guardians (adults aged 18 or over) who want to create a private archive of memories about their child. The Service is operated by and intended for use by adults. We do not knowingly collect personal information directly from children under 13, and we do not offer accounts to minors. When a parent or guardian uses Trove Notes to record memories about their child, the parent is acting as the data controller for that information.
2. Information We Collect
Information You Provide Directly
When you create an account and use the Service, we collect:
- Account information: your name, email address, and a password (stored as a salted hash, never in plain text).
- Phone number: required to authenticate the SMS channel that delivers the core Service.
- Subscription and billing information: processed by our payment provider (Stripe). We receive a confirmation that payment occurred, the subscription status, and the last four digits of your card. We never store full payment card numbers.
- Print order and delivery information: if you order a printed keepsake book, we collect the delivery recipient's name, street address, city, state or region, postal code, country, and a contact phone number — our print partner requires a phone number for every delivery — along with the details of what you ordered. If you have a book shipped to someone other than yourself, you are providing us that person's information, and you confirm you are entitled to share it with us for the purpose of delivering the book.
- Information about your child or children: name, date of birth, and pronouns, which you provide so that the Service can personalize prompts and organize your archive.
- Memories you submit: every text message, email, photo, video, audio recording, and web-composer post you send to your Trove Notes archive number, your child's dedicated email alias, or through the web app — along with the date and time of each submission and metadata your phone or device attaches (for example, image dimensions and capture date). For email submissions, we record the sender address so that we can verify the memory came from an adult member of the archive.
- Conversations with the AI drafting feature: the full transcript of any interactive conversation you have with our AI drafting assistant, along with any drafts the assistant generates and the edits you make before approving them.
Information Collected Automatically
When you use the Service, we collect:
- Usage data: which pages you visit, which features you use, and timestamps of activity.
- Device information: browser type, operating system, IP address, and a session identifier.
- Log data: standard server logs including the date and time of requests, response codes, and error events.
- Advertising measurement (public pages only): our public marketing pages (such as the homepage) include the Meta Pixel, which sets cookies and reports to Meta Platforms, Inc. which public pages you visited, along with your IP address and device information — and, when you begin creating an account, as you move through the account-setup steps (which step you reached, that you pressed the set-up button, and that an error message was shown — never what you typed), and, once, when a sign-up is completed, the fact that those steps occurred. The pixel is not present inside the signed-in Service: your archive, timelines, conversations, and photos are never visible to it. See Sections 6 and 8.
Information from Third Parties
- Twilio (our SMS provider) provides us with delivery status for each message and a unique identifier for each message you send or receive.
- Stripe (our payment processor) provides us with subscription and billing status.
3. SMS / Mobile Messaging Privacy
This section describes how we collect, use, and share information related to our SMS (text message) program. It applies to all phone numbers and mobile information collected through the Trove Notes service.
Information we collect
When you opt in to our SMS program, we collect:
- Your mobile phone number
- The date and time of your consent
- The content of messages you send to your child's archive (text, photos, and any media you attach)
- Delivery metadata from our SMS provider (sent/delivered/failed status, timestamps, carrier information)
How we use this information
We use the information collected through our SMS program solely to operate the Trove Notes service for you, including:
- Delivering confirmation replies when you save a memory
- Sending writing prompts on the cadence you've selected
- Sending account, billing, and trial notifications
- Building your child's memory archive and the annual keepsake deliverable
- Troubleshooting delivery issues and providing customer support
How we share this information
Trove Notes does not share, sell, rent, or otherwise disclose mobile information, phone numbers, or SMS opt-in / consent data with third parties or affiliates for marketing or promotional purposes.
We share the minimum necessary data with the following service providers to operate the SMS program:
- Twilio, our SMS infrastructure provider, to deliver and receive messages. Twilio processes this data on our behalf under contract and does not use it for its own marketing.
- Stripe, our payment processor, only for billing-related identification and only when necessary to administer your subscription. Stripe does not use this data for its own marketing.
We do not share SMS opt-in data or consent with any other third party, affiliate, advertising network, data broker, or analytics provider.
Message frequency and rates
Message frequency varies based on how often you text your archive and the prompt cadence you've selected in your account settings (typically 2 to 20 messages per week). Message and data rates may apply — Trove Notes does not charge you for SMS or MMS, but your mobile carrier may charge you according to your plan.
Your choices
You can opt out of SMS messages at any time by replying STOP to any message from your Trove Notes archive number. Replying HELP returns support contact information. You can also pause or adjust prompt frequency in your account settings at trovenotes.com.
For full SMS terms, see our SMS Terms.
Retention
We retain SMS content (the memories you save) for the lifetime of your account, because preserving these memories is the core function of the service. You can delete individual entries or your entire archive at any time from your account. Phone numbers and consent timestamps are retained for as long as your account is active and for up to 4 years after account closure to comply with carrier and TCPA record-keeping requirements.
4. How We Use Your Information
We use the information we collect to:
- Deliver the Service — saving the memories you send by SMS, email, or the web app; confirming receipt with a reply on the same channel; organizing your archive; and generating your annual volume PDFs.
- Send you transactional messages (by SMS or email), including confirmations when we save a memory, occasional prompts inviting you to share new memories, magic links to your AI conversations, and your annual volume notifications.
- Power the AI-assisted drafting feature, when you use it, by sending relevant portions of your archive and conversation transcript to our AI provider (Anthropic) to generate a draft note in your voice.
- Process subscription payments and manage billing.
- Send transactional emails such as receipts, your annual volume notifications, and important account updates.
- Maintain the security, integrity, and reliability of the Service.
- Understand how the Service is used, so we can improve it — which features people use, whether our reminders arrive at useful times, and where people get stuck. This uses usage data and aggregate counts (how many entries exist, which channel they arrived through, when reminders were sent), not the contents of your archive. We look at the contents of an individual archive only where it is genuinely necessary to diagnose a specific fault — for example, to find out why a feature failed for someone who reported it — and never to build profiles of you, to target advertising, or to train AI models.
- Comply with our legal obligations.
Neither we nor our AI provider uses your memories, photos, conversations, or any content you submit to train AI models. We do not sell your information. We do not share the contents of your archive — or any information about how you use the signed-in Service — with advertisers. (Our public marketing pages use an advertising-measurement pixel, described in Sections 2 and 6, which never touches your archive.)
5. Service Communications
Trove Notes communicates with you on the same channels you use to send memories — SMS and email — plus the email address on your account for billing and important notices.
SMS
By providing your phone number and signing up, you consent to receive recurring SMS messages from Trove Notes related to the Service. These messages include:
- Transactional confirmations when we save a memory you sent.
- Periodic prompts inviting you to share recent memories about your child (typically 1–4 per month).
- Annual volume notifications when your yearly archive PDF is ready.
- Billing and account messages such as payment failure notifications or trial-ending reminders.
Message frequency varies depending on how actively you use the Service. A typical user receives between 1 and 10 messages per week.
Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
To opt out at any time, reply STOP to any Trove Notes SMS message. You will receive a single confirmation that no further messages will be sent. To resume service after opting out, reply START.
For help, reply HELP to any Trove Notes message, or email support@trovenotes.com.
Contributors you invite. When you invite another adult (such as a co-parent or grandparent) to contribute to your child's archive, that person provides their own phone number and consents to receive Service-related SMS when they accept your invitation. Their consent and its timestamp are recorded separately from yours, and they can reply STOP to opt out independently of your account.
When your child's archive has an email channel enabled, we provision a dedicated email alias for that child (in the form {slug}-archive@in.trovenotes.com). Any verified member of the archive can send memories to that alias and we will save them to the archive.
- Sender verification. We only ingest email from sender addresses that match a verified adult member of the archive. Email from unverified or unknown senders is discarded.
- Confirmation replies. When we save a memory submitted by email, we reply to confirm receipt from
noreply@trovenotes.comor your child's alias. - Other transactional email. We also send you account-level email for billing, security notices, magic links to AI conversations, and annual volume notifications. These messages will continue to be sent as long as your account is active.
- Turning the email channel off. You can disable the email alias for an individual child at any time from your account settings, or by contacting support@trovenotes.com. Disabling the alias does not affect SMS or the web app.
6. Service Providers and Sub-Processors
We use the following third-party services to operate Trove Notes. Each receives only the information necessary to perform its function, and each is contractually required to handle your data responsibly.
| Provider | Purpose | Data shared |
|---|---|---|
| Twilio | SMS delivery | Phone numbers, message content, delivery metadata |
| Anthropic | AI-assisted note drafting (only when you use the feature) | Relevant archive entries and the active conversation transcript |
| Supabase | Database, authentication, and file storage | All user content, encrypted in transit and at rest |
| Stripe | Payment processing | Name, email, billing details (card data never touches our servers) |
| Vercel | Web hosting | Standard server logs, IP addresses |
| Inngest | Background job processing | Event payloads, which may include record identifiers |
| Postmark | Transactional email delivery and inbound email-channel ingestion of memories sent to your child's alias | Email address, message content, attachments |
| Sentry (if enabled) | Error monitoring | Error metadata, may include partial user identifiers |
| Lulu Press | Printing and shipping of keepsake books — only when you order one | The contents of the book being printed (its interior and cover files), and the delivery recipient's name, address, and phone number |
| Meta Platforms | Advertising measurement via the Meta Pixel — public marketing pages only | Cookie identifiers, IP address, public pages visited, and sign-up-started, account-setup-progress (step reached / set-up pressed / error shown — never form contents), one-time sign-up-completed, and gift-purchase-completed (purchase amount only — never card details, names, or the gift message) events; never any archive content |
Except for Meta Platforms — which receives the limited advertising-measurement data described above so we can measure the performance of our own advertising — we do not transfer your data to any of these providers for marketing purposes, and we do not permit them to use your data for their own purposes beyond what is necessary to deliver their service to us. Meta processes pixel data under its own terms as an independent data controller; Section 8 describes how to opt out of the pixel entirely.
When you order a printed book. Making a physical book requires sending its contents to whoever prints it. So if — and only if — you place a print order, we send Lulu Press, Inc. the finished volume, which includes the letters, photographs, and text that make up that year's book, together with the delivery name, address, and phone number. Lulu prints and ships it, and acts as our service provider for that order: it may use what we send only to manufacture and deliver your book, and not for its own purposes. If you never order a printed book, none of your archive content is ever sent to Lulu.
7. How We Protect Your Information
We take reasonable measures to protect your information, including:
- Encryption in transit — all communication with our servers uses HTTPS / TLS.
- Encryption at rest — your data is encrypted in our database and file storage.
- Access controls — only authorized personnel can access production systems, and access is logged.
- Row-level security — our database enforces that one user cannot access another user's data, even in the event of an application-level bug.
- Regular backups — we maintain encrypted backups so that data can be restored in the event of a failure.
No system is perfectly secure. If we become aware of a data breach that affects your information, we will notify you in accordance with applicable law.
8. Your Choices and Rights
You have the following rights regarding your information:
- Access — you can view all your memories, conversations, and account information from within the Service at any time.
- Export — you can download a complete copy of your archive (including all text, photos, videos, audio, and metadata) from your account settings, in a portable format.
- Correction — you can edit or correct entries, your child's information, and your account details from within the Service.
- Deletion — you can delete individual entries, or delete your entire account and all associated data, from your account settings. Account deletion is permanent and cannot be undone.
- Opt out of SMS — reply STOP to any SMS message at any time.
- Disable email channel — turn off the per-child email alias from your account settings at any time, or contact support@trovenotes.com.
- Marketing communications — we do not send marketing communications. If we ever begin to, you will have the right to opt out.
- Advertising cookies — the Meta Pixel runs only on our public marketing pages, never inside the signed-in Service. You can block it with standard browser tracking protection or ad-blocking tools, and you can manage how Meta uses data about you at facebook.com/adpreferences.
To exercise any of these rights, use the controls in your account settings, or email support@trovenotes.com.
9. Data Retention
We retain your information for as long as your account is active. Different events trigger different outcomes:
- You delete an individual entry. It is removed from active systems immediately and from encrypted backups within 30 days.
- You delete your account. All of your information — your archive, uploaded media, and generated volume PDFs — is removed from active systems within 7 days and from encrypted backups within 30 days. Account deletion is permanent and cannot be undone.
- Your subscription ends (you cancel, or payment fails). We generate and email a final volume PDF covering the period since your last volume, then place your archive in read-only mode for 90 days so you can export your memories. We email an export link at 30, 60, and 85 days. After 90 days the archive and all associated media and PDFs are removed from active systems, and from encrypted backups within a further 30 days.
- You ordered a printed book. We keep the order record — including the delivery address and phone number — and the print-ready files for as long as the archive the book was made from exists, so that we can answer questions about the order and reprint it if something goes wrong. When that archive is deleted, the order record and the print-ready files are deleted along with it. The record that a payment occurred is kept with our other financial records, as described below. Deleting an archive does not recall a book that has already been printed and shipped.
After deletion we retain only limited records the law requires — financial and tax records, and the phone numbers and SMS consent timestamps described in Section 3 (up to 4 years for carrier and TCPA record-keeping). These records do not include your memories, media, or archive content.
Content processed by our AI provider. When you use the AI drafting feature, the relevant archive entries and conversation transcript are sent to Anthropic to generate your draft. Anthropic acts as our data processor under a data processing agreement: it does not use this content to train its models, does not sell or share it, and retains it only for a limited period to detect and prevent misuse before deleting it.
We do not retain your content indefinitely.
10. Children's Privacy
The subject of your Trove Notes archive may be a child. By using the Service, you affirm that you are the parent or legal guardian of the child whose memories you are archiving, and that you consent to the collection, storage, and processing of that child's information as described in this policy.
You are the data controller for your child's information. You may delete your child's information from your archive at any time.
Trove Notes does not knowingly collect information directly from children under 13. Children do not have accounts and cannot interact directly with the Service.
If you believe we have collected information from a child outside of these terms, contact support@trovenotes.com and we will investigate and delete the information promptly.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. When we make material changes, we will notify you by email and update the "Last Updated" date at the top of this policy. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.
12. Governing Law
This Privacy Policy is governed by the laws of the Commonwealth of Virginia, United States, without regard to its conflict-of-laws principles. Any disputes arising under this policy will be resolved in the state or federal courts located in Virginia.
13. Contact Us
If you have questions, concerns, or requests regarding your privacy or this policy, contact us at:
Plymouth Labs LLC (operator of Trove Notes) Email: support@trovenotes.com
We will respond to verifiable requests within 30 days.