Privacy Policy

1. Introduction

Reamind ("we," "our," or "us") operates the Reamind platform and website (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access or use our Service. By using the Service, you consent to the practices described in this policy.

We are committed to protecting your privacy and handling your data with transparency. If you have questions or concerns, please contact us at lukas@reaminds.com.

2. Information We Collect

We collect the following categories of information:

2.1 Information You Provide

• Account Information: Name, email address, company name, job title, and industry when you register for an account or request a demo.
• Document Data: Documents you upload to the Reamind platform for indexing and search. This includes PDFs, Word documents, presentations, spreadsheets, and other supported file formats.
• Communications: Information you provide when you contact us for support, submit feedback, or otherwise communicate with us.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent, referring URLs, and interactions with the Service.
• Device Information: Browser type, operating system, device type, and IP address.
• Cookies and Similar Technologies: We use essential cookies to operate the Service and analytics cookies to understand usage patterns. See Section 7 for more details.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain the Reamind platform, including document indexing, search, and answer generation.
• Account Management: To create and manage your account, authenticate your identity, and provide customer support.
• Communication: To respond to your inquiries, send service-related notices, and provide updates about the Service.
• Improvement: To analyze usage patterns, diagnose technical issues, and improve the performance and functionality of the Service.
• Marketing: To send promotional communications with your consent. You may opt out at any time.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Document Data

We understand that the documents you upload to Reamind may contain sensitive and proprietary information. We treat Document Data with the highest level of care:

• Tenant Isolation: Your documents are stored in an isolated environment. Each organization's data is logically separated with no mechanism for cross-tenant access.
• No Model Training: Your documents are never used to train, fine-tune, or improve AI models. Document Data is used solely to provide the Service to you.
• Limited Access: Reamind personnel do not access your Document Data except as necessary to provide the Service, troubleshoot issues at your request, or comply with legal obligations.
• Processing: Documents are parsed, chunked, and embedded into vector representations within your isolated tenant environment for the purpose of enabling search and answer generation.

5. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Service Providers: With third-party vendors who assist in operating the Service (e.g., cloud infrastructure, analytics), subject to contractual obligations to protect your data.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.
• With Your Consent: When you direct us to share information with a third party.

6. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS 1.2 or higher
• Encryption of data at rest
• Role-based access controls and session-scoped authentication
• Regular security assessments and monitoring
• Tenant-isolated architecture with separate data stores per organization

For more details about our security practices, please visit our Security page.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate and improve the Service:

• Essential Cookies: Required for the Service to function, including authentication and security cookies.
• Analytics Cookies: Used to understand how visitors interact with the Service, helping us improve functionality and user experience.

You may control cookies through your browser settings. Disabling essential cookies may affect the functionality of the Service.

8. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy. Specifically:

• Account Information: Retained for the duration of your account and for a reasonable period thereafter for legal and operational purposes.
• Document Data: Retained until you delete it or your account is terminated. Upon account termination, Document Data is deleted within 30 days.
• Usage Data: Retained in aggregated, anonymized form for analytics purposes.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Data Portability: Request a copy of your data in a structured, commonly used format.
• Opt-Out: Opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

To exercise any of these rights, please contact us at lukas@reaminds.com. We will respond to your request within 30 days.

10. International Data Transfers

If you access the Service from outside the country where our servers are located, your information may be transferred across international borders. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable law.

11. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Effective Date" above. Your continued use of the Service after any changes constitutes your acceptance of the revised policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Reamind
Email: lukas@reaminds.com