PRIVACY POLICY
Effective Date: July 5, 2025
I. For the contesimal.ai Marketing Website:
Contesimal LLC (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website [contesimal.ai], including any other media form, media channel, mobile website, or mobile application related or connected thereto (collectively, the “Site”). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Site.
1. Information We Collect
Personal Data: We may collect personal information such as your name, email address, and other contact details when you subscribe to our newsletter, leave a comment on our blog, or contact us directly.
Non-Personal Data: We may collect non-personal information, such as your browser type, IP address, device type, and browsing behavior on the Site. This information helps us understand how visitors use our Site and improve our services.
Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track the activity on our Site and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
2. How We Use Your Information
To Provide and Maintain Our Services: We use the information we collect to operate and maintain the Site, including to respond to your inquiries, provide customer support, and improve our services.
To Communicate with You: We may use your personal information to send you newsletters, marketing or promotional materials, and other information that may be of interest to you.
To Improve Our Site: We use data to understand and analyze the performance of our Site, identify trends, and improve our content and features.
For Advertising and Marketing: We may use third-party advertising partners to show advertisements on the Site. These partners may use cookies and other technologies to collect information about your activities on the Site and other websites to provide you with targeted advertisements.
3. Sharing Your Information
With Service Providers: We may share your information with third-party vendors and service providers that perform services on our behalf, such as hosting services, email delivery, and analytics services.
For Legal Compliance: We may disclose your information to comply with legal obligations, respond to requests from public and government authorities, or protect our rights, privacy, safety, or property, and that of our users or others.
In Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
4. Your Rights and Choices
Access and Correction: You have the right to access and correct your personal information held by us. You can update your information by contacting us at support@contesimal.com.
Opt-Out: You can opt-out of receiving marketing communications from us at any time by following the unsubscribe link in our emails or by contacting us directly.
Cookie Management: Most web browsers are set to accept cookies by default. If you prefer, you can usually set your browser to remove or reject cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Site.
5. External Sites
Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites, and cannot accept responsibility or liability for their respective privacy policies.
6. Security
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
7. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy regularly for updates.
II. Addendum for the standard version of the Contesimal Application:
This portion of the privacy policy is applied for the Contesimal product hosted at https://app.contesimal.ai/.
The privacy policy for the individual version hosted at https://contesimal.ai is a separate policy and is available here: https://contesimal.ai/privacy-policy
For Cloud-hosted Instances
1. AI Session Instances
Vercel.com is employed to host your AI chat session instance.
When you create a new chat instance at https://app.contesimal.ai, we gather certain information about you, which includes your email address, your name, your organization, and your role in the organization. This information is used to send you an email containing a link to begin your Session.
All information collected is securely stored on our server. We never share your information with anyone else or any third-party service provider. If circumstances arise where we need to share your information with a third party (for instance, to link your billing information with your chat instance), we will always seek your explicit permission beforehand (via an “I understand” checkbox).
The chat instance you create is utilized by your users/team/community. When your users log in to the chat instance, we collect their email address to verify their identity. This information is used to send them an email with a login link. We also collect their name, avatar, and other information, but only if they choose to provide it to us. We use this information to display their name and avatar on the chat instance.
2. Payment Processing
We use stripe.com for processing payments. We neither have access to nor store any of your credit card or payment data.
3. Artificial Intelligence
During the setup of your chat instance, Contesimal uses its own OpenAI API key or Anthropic API key. These keys are utilized to connect to OpenAI/Anthropic to generate AI chat responses when your users use your AI chat instance. We never share these API keys with anyone else or any third-party services. Your users will not have access to see your API key, and keys are not used for any other purposes.
4. Individual and Group Users
When your users log in to your chat instance, we dispatch an email to them containing the login code. The email originates from “no-reply@contesimal.com“, with your name and email address displayed to the users as the “Reply-to” address.
The chat history and messages of your users are transmitted through our server when they interact with your chat instance. Chat messages are stored on our server so we can sync the chat between multiple devices for your users. Our server, through which the messages pass, is hosted on vercel.com. We do not log sensitive information (API Key) or user personal information on Vercel or any other logging system.
Users on your chat instance are unable to view each other’s data and chat history unless authorized via permissions outlined by the originator of the chat session or the rules of the data display as they relate to the Organization the User is a part of.
5. Cookies
We use cookies to remember user login states, preferences, and other relevant information. Only essential cookies are stored; no tracking and no analytics cookies are used.
6. Embedded HTML / JS Code
We permit the embedding of custom HTML/JavaScript (“JS”) code. This embedded code executes on all your users’ browsers when they use the app. You are responsible for carefully checking the external code for malicious elements and potential privacy concerns.
7. Third Party Applications
You will have the ability to register for a variety of third party applications with the Contesimal app. Contesimal is not responsible for malicious elements and potential privacy concerns that take place due to issues surrounding such applications.
8. Google User Data (OAuth and Google Drive Access)
If you choose to sign in with Google or use our app’s Google Drive integration, we may request access to limited Google user data, including:
– Your basic Google profile (name, email)
– Google Drive files you explicitly select via Google Picker or files created through the app
We use this data **only** to provide requested features such as reading content from selected files, displaying file metadata, or enabling content processing.
We do not use this data for advertising purposes or share it with third parties.
You may revoke access at any time via your [Google account permissions](https://myaccount.google.com/permissions), after which we will delete all associated Google user data from our servers within 30 days.
Data Retention and Deletion
We retain Google user data only as long as required to deliver the requested functionality.
You may request deletion of your data by contacting us at support@contesimal.ai. Upon revocation of access or receipt of a deletion request, we will delete all associated Google user data from our systems within 30 days.
We do not retain data beyond this window and do not use it for any purpose unrelated to core functionality.
9. Human Chat Data
When Authorized Users send messages or upload files via the Chat Service, we collect:
* message text, attachments, reactions, and linked metadata (timestamps, channel IDs, mentions);
* basic event logs (message edits, deletions, reads) and device/IP information.
We process this data **only** to deliver, secure, and improve the Chat Service, to fulfill legal obligations, or as instructed by the Customer administrator. By default Contesimal retains chat data for the Subscription Term plus 90 days, after which it is deleted from active systems unless longer retention is mandated by law or agreed with Customer. These practices are in addition to the safeguards already described in section “I Chat Instance” of this Policy :contentReference.
10. Document Sharing Data
When Authorized Users create share links or adjust permissions, we collect:
• file identifiers, link URLs, permissions chosen, expiration settings;
• email addresses or user-IDs of recipients (if shared internally or via targeted external-share);
• access logs (IP address, device, timestamp) when Shared Content is viewed or downloaded.
We process this data only to deliver, secure, and improve the Sharing Service, fulfill legal obligations, or act on Customer instructions. Link metadata is retained for the Subscription Term plus 90 days, then deleted unless longer retention is required by law. These practices are in addition to the safeguards described in Section 6 “Embedded HTML/JS Code” and the Chat-Data addendum.
11. Shared Session Data
When participants join a Shared Session, we collect:
* Session context – workspace ID, session ID, topic/title, timestamps.
* Participant roster – the Contesimal user-ID, display name, and email of each invitee; role (viewer, commenter, facilitator).
* Session Materials – notes, comments, AI analyses, mind-maps, whiteboard strokes, and any files or links shared inside the Session.
* Event logs – joins/leaves, edits, deletions, exports, and device/IP information for each action
How we use this data: We process Shared-Session data only to deliver, secure, troubleshoot, and improve the Shared Session feature, to meet legal obligations, or as instructed by the Customer administrator. We do not sell or use Shared-Session data for advertising.
Retention & deletion: Session Materials* remain in the workspace record for the Customer’s Subscription Term + 90 days (or a shorter period the Customer sets), exactly like Document-Sharing content (§ 10). Event logs are kept for security-audit purposes for the same period, then deleted from active systems unless longer retention is required by law.
Persistence after user removal: If a participant is later removed from the Session or the workspace, the Session Materials they created will **continue to exist** and remain visible to remaining authorized users, until the Customer deletes or exports them.
Third-party integrations: If the Customer connects an external whiteboard or storage tool to a Shared Session, data that the integration provider receives is governed by that provider’s own privacy terms.
Disputes & takedowns: Should Contesimal receive a credible ownership or privacy dispute over Session Materials, we may disable or remove the disputed items (without refund) while the parties resolve the issue, consistent with § 12.12(f) of the Terms.