Last Updated: May 31, 2025
## 1. Introduction
This Privacy Policy explains how TeamMind AI ("we," "us," or "our") collects, uses, shares, and protects information in relation to TeamMind, our AI-powered knowledge management and documentation automation service (the "Service"). We respect your privacy and are committed to protecting your personal data. We follow a "Privacy by Design" approach and process only the minimum information necessary to provide our service.
## 2. Information We Collect
### 2.1 Account Information
When you register for an account, we collect information such as your name, email address, company name, and account login credentials.
### 2.2 Content and Usage Data
To provide the Service, we collect and process:
- Content you upload, submit, store, send, or receive through the Service
- Data from your company's integrated tools, including meetings, chats, emails, and documents
- Service usage information, including basic log data and device information
### 2.3 AI Processing Data
Our Service uses artificial intelligence to process your content. This may include analyzing text, identifying topics, generating summaries, and recognizing information discrepancies across systems.
## 3. How We Use Your Information
We use your information solely to:
- Provide, maintain, and improve the Service
- Process and analyze company knowledge to provide AI-powered features
- Communicate with you about the Service
- Protect the security and integrity of the Service
- Comply with legal obligations
### 3.1 Use of Google Workspace Data
**Important Clarification for Google Workspace Integration:**
We DO NOT use data obtained through Google Workspace APIs (including Gmail, Google Drive, Google Calendar, Google Meet, or any other Google Workspace services) to develop, improve, or train generalized AI and/or ML models that could benefit other users or customers.
Specifically:
- Your Google Workspace data is processed solely to provide our Service to you and your organization
- We do not use your Google Workspace data to improve our AI models for use by other customers
- We do not use your Google Workspace data to train generalized machine learning models
- Your Google Workspace data is not used to enhance our Service for other users beyond your own organization
- All AI processing of your Google Workspace data is performed exclusively to deliver the specific features and functionality of our Service to you
Your Google Workspace data remains your property and is processed only as necessary to provide our knowledge management and documentation automation features to your specific account and organization.
## 4. Legal Basis for Processing
We process your information based on:
- Contract performance: Processing necessary to provide the Service
- Legitimate interests: To improve our Service and ensure security
- Consent: Where applicable and required by law
- Legal obligations: To comply with applicable laws and regulations
## 5. Data Sharing and Disclosure
We may share your information with:
- Service providers who help us deliver the Service
- Legal authorities, when required by law or to protect our rights
We do not sell your personal information to third parties.
## 6. Data Security
We implement appropriate technical and organizational measures to protect your information. Our database, frontend, backend, and base model inference systems are SOC 2 hosted, and we are IS27701 ready. We use cookies only for essential login/logout functionality.
## 7. Data Retention
We retain your information for as long as your account is active or as needed to provide the Service. We may retain certain information after account closure to comply with legal obligations, resolve disputes, or enforce agreements.
## 8. Your Rights
Depending on your location, you may have rights to:
- Access personal information we hold about you
- Correct inaccurate information
- Delete your personal information
- Object to or restrict certain processing
- Data portability
- Withdraw consent
To exercise these rights, please contact us using the information in the "Contact Us" section.
## 9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website or through the Service. Your continued use of the Service after such notice constitutes acceptance of the revised policy.
## 10. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
TeamMind AI
Email: teammindai.com/contact