Legal

Privacy Policy

This Privacy Policy describes how Osmira (“Osmira,” “we,” “us,” or “our”) collects, uses, and shares personal information in connection with our websites (including osmira.app) and related marketing surfaces (collectively, the “Websites”), and when you register for or administer an Osmira account to use our hosted product (the “Services”).

This Privacy Policy does not govern how we may process personal information on behalf of our customers as part of the Services — for example, product manuals and other content you upload or connect (“Customer Content”), or questions and answers exchanged with assistants you publish for your end users. We process that data only as instructed by our customers and in accordance with our agreements with them (including, where applicable, a data processing agreement).

From whom we collect personal information

• Our customers. Those who register on their own or on behalf of an entity or organization to use the Services, including administrators on a customer account.
• Our website visitors. Individuals who visit our Websites and who may volunteer certain contact data (such as their email address) to receive communications from us, join our waitlist, or contact support. For clarity, “Websites” does not include any sites owned or operated by our customers on which an Osmira assistant may be embedded.
• Event and partner contacts. Individuals who register for Osmira-related events, demos, or who are introduced to us by a partner.

What personal information we collect

We collect personal information directly from you through your use of our Websites and Services. This information may include:

• Business contact data, such as your name, email address, company name, team size, workspace name, and phone number. If you choose to log in, access, or otherwise connect to the Services through a networking service (such as Google), we may collect your user ID and/or username associated with that service, as well as any information you make public using that service or that the service allows us to access.
• Employment information, such as your employer's name and job title, when you provide it.
• Billing information, such as billing contact details and subscription status. Card payments are processed by our payment processor; we do not store full payment card numbers.
• Feedback or correspondence, such as information you provide when you contact us with questions, feedback, or otherwise correspond with us.
• Usage information, such as information about how you use the Websites and Services and interact with us, including feature usage, assistant activity counts, pages visited, and diagnostic data such as IP address, browser type and version, and time and date of access.
• Marketing information, such as your preferences for receiving communications from us and details about how you engage with our communications.
• Other information that we may collect that is not specifically listed here, but that we will use in accordance with this Privacy Policy or as otherwise disclosed at the time of collection.

Information we obtain from social media platforms

We may maintain pages about us on social media platforms. When you visit or interact with our pages on those platforms, the platform provider's privacy policy will apply to your interactions and their collection, use, and processing of your personal information. You or the platforms may provide us with information through the platforms, and we will treat such information in accordance with this Privacy Policy.

Information that we obtain from other third parties

We may receive personal information about you from third-party sources. For example, a business partner may share your contact information with us if you have expressed interest in learning about our Services, or we may obtain information from publicly available sources, marketing partners, or data providers.

Customer Content and end-user interactions

Separately from the personal information described above, customers may upload or connect manuals and other documents, and end users may ask questions of assistants published by those customers. That Customer Content and those conversations are processed on our customers' behalf as described in the opening of this Policy. End users should review the privacy notice of the company that published the assistant. If you are an end user and want a copy of a conversation or want it deleted, contact that company directly, or contact us and we will direct your request appropriately.

Use of information

We may use your personal information for the following purposes or as otherwise described in this Privacy Policy or at the time of collection:

To operate the Websites, Services, and our business

• provide, operate, and improve the Websites and Services;
• create and administer accounts and workspaces;
• index Customer Content and generate answers (including by sending relevant excerpts to our AI providers) as instructed by our customers;
• provide product analytics and reports to customers about questions asked of their assistants;
• enable security features of the Websites and Services;
• understand your needs and interests, and personalize your experience with the Websites and our communications;
• respond to your requests, questions, and feedback;
• protect the security of the Websites, Services, and our systems;
• provide you with customer support when needed; and
• process subscriptions, invoices, and related billing.

For research and development

We may analyze use of the Websites and Services to evaluate and improve them, including by studying aggregated usage patterns. We do not use Customer Content or end-user conversations to train shared or foundation AI models.

To comply with law

We may use your personal information as we believe necessary or appropriate to comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities, or to retain billing and tax records.

For compliance, fraud prevention, and safety

We may use your personal information and disclose it to law enforcement, government authorities, and private parties as we believe necessary or appropriate to: (a) protect our, your, or others' rights, privacy, safety, or property (including by making and defending legal claims); (b) enforce the terms and conditions that govern the Websites and Services; and (c) protect, investigate, and deter against fraudulent, harmful, unauthorized, unethical, or illegal activity.

With your consent

In some cases, we may specifically ask for your consent to collect, use, or share your personal information, such as when required by law for marketing communications. You may withdraw consent at any time as described in the “Options” section below.

To create anonymous, aggregated, or de-identified data

We may create anonymous, aggregated, or de-identified data from personal information by removing information that makes the data personally identifiable to you. We may use and share such data for any purpose we deem appropriate, such as to maintain and improve the Websites and Services.

To send you marketing and promotional communications

We may send you Osmira-related marketing and promotional communications about the products or services that we offer. You will have the ability to opt out of our marketing and promotional communications as described in the “Options” section below.

Sharing of information

We may share personal information with the following categories of recipients:

• Service providers. We work with service providers that may need access to certain personal information to provide their services to us. These may include cloud hosting and database providers, analytics services, email delivery, customer support tools, identity providers, and similar vendors. Email us for the current list of subprocessors.
• Payment processors. We share payment-related information with third-party payment processors to facilitate payments. Those processors handle card data under applicable card-network and PCI standards and their own privacy policies.
• Third-party integrations.The Services may allow you to integrate with third-party services (such as Telegram, Slack, or similar tools). You will be bound by those parties' terms and privacy notices. We do not receive or store your passwords for those third-party services.
• Authorities and others. We may share personal information with law enforcement, government authorities, and private parties as we believe in good faith to be necessary or appropriate for the compliance, fraud prevention, and safety purposes described above.
• Business transferees. We may share personal information with relevant participants in business transactions (or potential transactions) involving a corporate divestiture, merger, consolidation, acquisition, reorganization, sale, or other disposition of all or any portion of our business or assets (including in connection with a bankruptcy or similar proceeding). We will notify you if your personal information becomes subject to a different privacy policy as a result.

We do not sell your personal information, and we do not share it with third parties for their own cross-context behavioral advertising. We do not build advertising profiles of people who ask questions of customer-published assistants.

Cookies and similar technologies

We use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Websites and Services are used. You can instruct your browser to refuse cookies, though some parts of the Services may not function properly if you do.

For measurement we may use analytics providers that set identifiers in your browser to distinguish visitors and measure traffic. Those providers process data under their own privacy policies. We do not run third-party behavioral retargeting pixels on the Services.

Options

If your personal information changes, or if you no longer desire to have a relationship with us, you may correct, update, or request deletion by emailing contact@osmira.app⧉. We will respond to your request within a reasonable timeframe.

You may opt out of marketing emails by using the unsubscribe link in those messages or by contacting us. You cannot opt out of transactional or service messages related to your account or subscription.

Information about children

Our Websites and Services are not directed to children under 16 (or under 18 for workspace accounts, which are intended for business use). If a parent or guardian becomes aware that a child has provided us with information without consent, they should contact us at contact@osmira.app⧉. We will delete such information from our files as soon as reasonably practicable. Customers who publish assistants accessible to children are responsible for deploying them in a manner appropriate for that audience.

Security

We maintain physical, electronic, and procedural safeguards designed to protect the personal information we collect, including encryption in transit and at rest and access controls. However, security risk is inherent in all internet and information technologies, and we cannot guarantee the security of personal information. If we discover a breach affecting your personal information, we will notify you as required by applicable law.

Physical manuals

If you send us print manuals for digitization, we use them solely to produce a digital version and the related assistant, then return or securely destroy the materials as agreed with you in advance.

Third-party websites

The Websites and Services may contain links to websites and other online services operated by third parties. These links are not an endorsement of, or representation that we are affiliated with, any third party, and we cannot control and take no responsibility for the content or privacy practices of such third-party websites or services. We encourage you to review the privacy policy and any other applicable terms for those third parties.

Sensitive personal information

We ask that you not provide us with sensitive personal information (for example, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership) on or through the Websites or Services, or otherwise to us. If you provide such information, you must consent to our processing of it in accordance with this Privacy Policy. If you do not consent, you must not submit such information.

Retention

We retain personal information for as long as necessary to fulfill the purposes for which we collected it, including to satisfy any legal, accounting, or reporting requirements, to establish or defend legal claims, or for fraud prevention. When we no longer require the personal information, we will delete or anonymize it or, if deletion is not immediately possible (for example, because it resides in backups), securely store and isolate it from further processing until deletion is possible. Customer Content and related conversations are generally retained while the relevant assistant or account remains active, and are deleted or returned in accordance with our customer agreements and the Terms of Service when an account is closed (subject to legally required retention, such as billing records).

Privacy Policy updates

We reserve the right to modify this Privacy Policy at any time. If we make material changes, we will notify you by posting the updated Policy on the Websites and, if required by law, by another method reasonably likely to reach you (such as email or an in-product notice).

Any modifications will be effective upon our posting the modified version (or as otherwise indicated at the time of posting). Your continued use of the Websites or Services after the effective date of any modified Privacy Policy indicates your acceptance of the modified Privacy Policy.

Contact

If you have questions about this Privacy Policy, or would like to request to correct, update, or delete personal information, please contact contact@osmira.app⧉.