1. Who This Policy Covers
This policy covers everything NovaMind runs: the website at novamind.org, the NovaMind app at app.novamind.org (including when you install it on your home screen), and the emails we send you. In this policy, "NovaMind", "we" and "us" mean NovaMind, and "you" means anyone who visits the website, fills in one of its forms, or uses the app.
It does not cover third-party sites we link to.
By using the website or the app, you agree to the collection and use of information as described here. If you don't agree, please don't use them.
2. Information We Collect
On the website
When you join the waitlist, send us a message, request a resource, or reserve a place at an event:
- Your full name and email address
- Your WhatsApp number, if you choose to share it
- Anything you write in a message field
We confirm your email address with a one-time code. Paid resources are not paid for on the website: our team emails you payment details, confirms the payment, and then sends you the file.
In the app
- Your account. You sign in with Google, and we never see your Google password. From Google we receive your name, email address and profile picture. We also keep your preferred language, how you'd like to be addressed, and your country, which we work out once from your connection when you first sign in. Your country decides the currency you're charged in.
- Your profile. Your answers to the onboarding questions and the profile details you give us, such as your career stage, industry and goals.
- Your conversations with Nova. The messages you send and the replies you receive. Nova also keeps a memory built from your conversations (topics, commitments, and facts about you such as your role or your goals) so it doesn't have to ask you the same thing twice.
- Voice notes. Your recording is sent for transcription, and the audio is deleted once the transcript exists. We keep only the text.
- Files you attach. Images and documents you attach in a chat, together with the text we extract from them or a description of the image.
- Your CV. What you enter in the CV builder, and the PDFs you export.
- Sessions with Hala. Your booking, its time, any reschedules, and the meeting link.
- Purchases. What you bought, when, for how much and in which currency, and whether the payment went through. Card and wallet details are handled by our payment provider; we never receive or store them.
- Feedback. The ratings you give Nova's answers, and anything you report to us.
- Consent records. When you accept these terms, we record the version you accepted, the time, your IP address and your browser's user-agent.
- Sign-in sessions. The IP address and browser user-agent of each signed-in session, to keep your account secure.
- Install statistics. If you install the app on your home screen, a random device identifier so we can count installs and launches. It is not linked to your IP address or your browser.
Automatically, on the website only
We use Google Analytics and Microsoft Clarity to understand how visitors use the website. They collect:
- Your approximate location, from your IP address
- Device and browser type
- Pages viewed and how long you spend on a section
- General navigation patterns, and, through Microsoft Clarity, on-screen behavior such as scrolling and clicks, including session recordings
The app uses no analytics tools.
We do not knowingly collect sensitive information such as government ID numbers or financial account details. Please share health or other sensitive details in a chat only if you want Nova to use them to help you.
3. How We Use Your Information
- To run the service: sign you in, answer you, and remember your context between conversations
- To personalize Nova's answers using your profile and Nova's memory of you
- To take payments, apply your plan's allowance and fair-use limits, and handle refunds
- To email you about your account, purchases, renewals, bookings and check-ins from Nova
- To respond to your messages on the website and send you what you requested
- To let you know about new resources, events and NovaMind updates. You can ask us to stop at any time
- To keep the service safe and working: security, abuse prevention, debugging and quality review
- To meet our legal, tax and accounting obligations
4. Nova and Our AI Providers
Nova is an AI. Your messages, and the text of your attachments and voice notes, are sent to third-party AI providers to write replies, transcribe audio and read attachments: Anthropic, OpenAI, Google (Gemini) and ElevenLabs. Which provider handles a request depends on the task and on your plan. They process your data on our behalf under their business terms, which do not allow them to train their models on it.
Nova's answers can be wrong. The Terms of Use say more about that.
5. Who at NovaMind Can See Your Conversations
Nobody at NovaMind browses conversations. A member of our team can open a conversation only after it has been flagged: for a safety concern, because you asked to talk to Hala, or by our automated quality checks. Every time a conversation is opened, we record who opened it and why. After a flagged conversation is reviewed, Hala may write to you in the app, and you'll get an email when that happens.
When you rate an answer down, our team reviews that answer without your name or account attached.
If you agreed to storing your conversations, our development team may see conversation text in our monitoring tool to fix problems and improve answers. If you didn't, only counts and timings reach it.
6. Storing Your Conversations, and Taking It Back
When you start using the app, you agree to two things: these terms, and storing your conversations so Nova can remember them.
You can withdraw your consent to storing conversations at any time by emailing us. Withdrawing it erases your stored conversations, Nova's memory of you, the profile facts learned from your chats, and the files you attached. Your account stays open.
You can also delete any single conversation in the app. What Nova remembered from that conversation is erased with it.
7. Cookies
On the website, Google Analytics and Microsoft Clarity set cookies to recognize your browser across visits and understand site usage. These are third-party analytics cookies, not advertising trackers. You can block or delete them in your browser settings at any time; the site will still work.
In the app, we use only the cookies the app needs to work:
- One encrypted sign-in cookie, which keeps you signed in for up to 15 days and is renewed while you use the app
- One cookie that remembers your language, for one year
- A short-lived cookie during Google sign-in, for 10 minutes
We don't use cookies to sell your data or build advertising profiles, and we don't run ad networks on the website or in the app.
8. How We Share Information
We don't sell your personal information, and we don't share it with third parties for their own marketing.
We share it only with the providers that help us run NovaMind, and only as far as they need it to do that job:
- Google: sign-in, and AI as described above
- Anthropic, OpenAI, ElevenLabs: AI as described above
- Kashier: payments
- Resend: email delivery
- Bunny.net: storing files and delivering the website and the app
- Langfuse: monitoring Nova's answers, as described in section 5
- Sentry and Grafana: error reports and service health metrics, with personal data removed
- Google Analytics and Microsoft Clarity: website analytics
- Our hosting provider: running our servers and databases
We may also disclose information if the law requires it, or to protect the rights, safety or property of NovaMind or others.
9. Data Retention
- Your account and profile: while your account is open. When you ask us to close it, we delete it, except what the law requires us to keep.
- Conversations and Nova's memory: until you delete them, withdraw consent to storing them, or close your account.
- Voice-note audio: deleted as soon as it has been transcribed, or within about 15 minutes if transcription has to be retried.
- Email confirmation codes: deleted after 30 days.
- Payment records: for as long as tax and accounting law requires.
- Website form submissions: for as long as needed to answer your request and keep reasonable business records.
- Backups: copies of our database are kept for 14 days, so deleted data can remain in a backup until it is overwritten.
10. Your Rights and Choices
You can ask us to tell you what personal information we hold about you, give you a copy of it, correct anything that's inaccurate, delete it or close your account, or stop using it for a particular purpose, such as marketing emails. You can withdraw any consent at any time; this doesn't affect anything we did while it was in force.
To make any of these requests, email us at info@novamind.org. We'll respond as soon as we reasonably can, and in any case within 30 days.
11. Data Security
Traffic to the website and the app is encrypted, your sign-in cookie is encrypted, and the documents you attach are served only through short-lived signed links. Our team's access is limited to what each person's role needs, and opening a conversation is logged. No method of transmission or storage is completely secure, so while we work to protect your data, we can't guarantee absolute security.
12. Children's Privacy
NovaMind is built for working professionals and is not directed at children. We don't knowingly collect information from anyone under 18. If you believe a minor has given us personal information, contact us and we'll remove it.
13. International Data Transfers
Our service providers, including our AI, hosting and analytics providers, may process data in countries other than your own, including the United States and the European Union. Wherever your information is processed, we require that it be handled in line with this policy.
14. Changes to This Policy
We may update this policy as NovaMind or our practices change, and we'll update the date at the top of this page when we do. If a change materially affects your rights, we'll tell you, and where needed we'll ask you to accept it in the app before you continue.
15. Contact Us
Questions about this policy, or want to exercise any of the rights above? Email us at info@novamind.org.