1. Information we collect
| Category | Examples | Source |
|---|---|---|
| Contact and sign-up | Name, email, company, city, message, the free tool or demo you asked about | You, through forms on our website |
| Account | Name, work email, company, role, workspace, login details | You or your company’s administrator |
| Billing | Billing contact, invoices, payment status (card details stay with our payment processor) | You; our payment processor |
| Usage and device | Pages and features used, actions taken (including how you watch our demo video: plays, pauses, skips and how far you get, linked to the email you entered to watch it), timestamps, IP address, browser and device type, approximate location from IP, error logs | Automatically, through cookies, local storage and logs |
| Location | Device location, only while you use location or route features and only with your device’s permission | You |
| Customer workspace content | Buildings, notes, statuses, follow-ups, contacts your company brings in, and data account keys (stored encrypted) | Your company (see section 4) |
| Communications | Emails, calls and support messages with us | You |
We do not knowingly collect personal information from anyone under 18, and we do not intentionally collect sensitive personal information.
2. How we use it
- To provide, operate, secure and support the Services, including running the actions you request.
- To respond to you, schedule demos, follow up after you watch our demo video, deliver free tools, and send the updates you signed up for. You can unsubscribe from marketing emails at any time.
- To bill and manage accounts.
- To understand and improve the Services, using usage information and de-identified, aggregated data.
- To protect people, prevent misuse, enforce our Terms and Usage Policy, and comply with law.
3. We do not sell or share personal information
We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use it to build contact lists for anyone. We do not collect personal information on our own account to sell or license to third parties. We do not let our AI providers use your information to train their models where we can control that by contract or settings.
4. Customer workspace data
When a company uses JotMind, the information in its workspace is that company’s data. The company decides what to research and contact, brings data in through accounts it holds with its own providers or by entering it, and is the responsible business for that data. JotMind processes it only as the company’s service provider to run the Services, keeps each workspace separate, and does not sell it or combine it across customers. Requests about workspace data are handled with the company, as described in our Notice for Building Contacts.
5. Who we share information with
We share personal information only with: the company whose workspace you use; service providers that run the Services for us under confidentiality and use limits (listed on our Subprocessors page); data providers a customer connects, which receive only the searches that customer runs under its own account; professional advisers; a successor in a merger, acquisition or sale of assets; and authorities when the law requires it or to protect people and rights. We do not share personal information with advertisers.
6. Cookies, local storage and analytics
Our website and software use cookies and local storage to keep you signed in, remember choices (for example, that you unlocked a free tool), and measure how the site is used through our hosting provider’s analytics. Embedded videos from YouTube may set their own cookies when you play them. We do not use advertising cookies or sell browsing data. You can block or clear cookies in your browser; some features may stop working.
7. Your rights
Depending on where you live, including California, you may have the right to know what personal information we hold about you, to access, correct or delete it, to get a portable copy, to opt out of sale or sharing (we do neither), to limit use of sensitive information (we collect none), and not to be treated differently for using these rights. To make a request, email legal@jotmind.ai with “Privacy request” in the subject. We will verify your identity, usually by confirming the email we have on file, and respond within 45 days, or tell you if we need more time as the law allows. You may use an authorized agent with proof of authority. If we deny a request, we will explain why and you may appeal by replying to our decision. If you use a company workspace, we may route your request through your company, which controls that account.
8. Retention
We keep information only as long as needed for the purposes above: account and workspace data for the life of the customer relationship plus the export period, then deleted or de-identified (except backups on their normal cycle); website sign-ups until you unsubscribe or ask us to delete them; usage logs up to 24 months; support messages up to 3 years; and records we must keep by law, such as invoices, for as long as required.
9. Security
We use reasonable safeguards, including encryption in transit, encrypted storage of data account keys, role-based access, workspace separation, and access logging. Our staff do not view customer workspace data in the ordinary course; access for support or security is limited and logged. No system is perfectly secure. If a breach affects your personal information, we will notify you and others as the law requires.
10. Where we process information
JotMind is based in California, and the Services are intended for businesses in the United States. Our providers process information in the United States and may process it elsewhere under their own safeguards.
11. Changes
Privacy laws change often, and so will this policy. We will post updates here with a new date and give advance notice of material changes to account administrators by email or in the Services.
12. Contact
JotMind LLC, 4719 Quail Lakes Dr, Suite G #3123, Stockton, CA 95207. legal@jotmind.ai. California residents may also contact the California Privacy Protection Agency at cppa.ca.gov.