Privacy Policy

1. Who we are

Nimitai is a product of REN AI Technologies Private Limited, a company incorporated in India. Our registered address is available on request at info@nimitai.com.

Nimitai is an AI meeting intelligence platform that joins sales calls, records conversations, transcribes them, and generates coaching insights for B2B sales teams. This privacy policy explains what data we collect, how we use it, how long we keep it, and what rights you have.

2. Call recording — consent and notice

Recording conversations is central to what Nimitai does. We take consent seriously.

• Notetaker bot: When Nimitai joins a meeting as a bot participant, all attendees are notified of its presence via the meeting platform's participant list. The bot's display name includes "Nimitai" so participants know recording is in progress.
• Account holder responsibility: By using Nimitai, you (the account holder and your organisation) are responsible for ensuring all participants in recorded meetings have given informed consent in accordance with applicable law in your jurisdiction — including two-party consent laws in states like California, Florida, and Illinois.
• Recording laws: Laws on call recording vary by country and US state. Our blog post on sales call recording laws provides a general overview, but it is not legal advice. Consult your own legal counsel.

3. What data we collect

3.1 Account data

When you create an account or join the waitlist, we collect:

• Full name and work email address
• Company name and job title
• Password (stored as a salted hash — we never store plaintext passwords)

3.2 Meeting and call data

When you use Nimitai to record a meeting, we collect:

• Audio recording of the meeting
• Transcript of the conversation
• Metadata: date, time, duration, participants' names as displayed in the meeting platform
• AI-generated analysis: talk ratio, objection detection, next steps, coaching signals

3.3 Usage data

• Pages visited on nimitai.com
• Features used within the product
• Device type, browser, operating system
• IP address (used for geolocation and fraud prevention; not stored long-term)

3.4 Third-party integrations

If you connect Nimitai to a CRM (e.g., Salesforce, HubSpot) or calendar, we access only the data necessary to provide the integration. We do not store CRM credentials.

4. How we use your data

• Providing the service: Transcribing calls, generating coaching insights, surfacing buying signals, syncing to your CRM.
• Improving the product: We may use anonymised, aggregated transcripts to improve our AI models. We do not use identifiable conversation data for model training without explicit consent.
• Communication: Sending product updates, onboarding emails, and important security notices. You can unsubscribe from marketing emails at any time.
• Security and fraud prevention: Detecting abuse, spam, or unauthorised access.
• Legal compliance: Responding to lawful requests from courts, regulators, or law enforcement.

We do not sell your data. We do not share your call recordings with third parties except as described in section 5.

5. Who we share data with

• Infrastructure providers: Cloud hosting (e.g., AWS, Azure) for storage and compute. These providers process data on our behalf under data processing agreements.
• AI/ML services: Transcription and language processing services operate under strict confidentiality terms.
• Analytics: Anonymous usage analytics to understand product performance. No personally identifiable information is shared.
• Your organisation: If your account is part of a company workspace, workspace admins can access recordings and insights associated with that workspace.

6. Data retention

• Call recordings and transcripts: Retained for the duration of your active subscription, plus 30 days after cancellation. You can delete individual recordings at any time from within the product.
• Account data: Retained until you delete your account. After deletion, we remove personal data within 30 days, except where required by law.
• Usage logs: Retained for 90 days for security purposes.

7. Your rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Ask us to correct inaccurate data.
• Erasure: Request deletion of your personal data (the "right to be forgotten").
• Portability: Receive your data in a machine-readable format.
• Objection: Object to processing based on legitimate interests.
• Withdrawal of consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, email info@nimitai.com with the subject line "Data Request". We respond within 30 days.

8. GDPR (European users)

If you are in the European Economic Area (EEA) or UK, REN AI Technologies Private Limited acts as the data controller. Our legal basis for processing is:

• Contract performance: Processing necessary to deliver the Nimitai service you subscribed to.
• Legitimate interests: Security, fraud prevention, and product improvement.
• Consent: Marketing emails and optional data uses.

Data transfers outside the EEA rely on Standard Contractual Clauses (SCCs) or other approved safeguards. You have the right to lodge a complaint with your national data protection authority.

9. CCPA (California users)

California residents have specific rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete it, and the right to opt out of the sale of personal information.

We do not sell personal information. To exercise your California rights, contact us at info@nimitai.com.

10. Cookies

We use a small number of cookies to operate the site and product:

• Essential cookies: Required for authentication and security. Cannot be disabled.
• Analytics cookies: Anonymous usage data to improve the product. You can opt out via your browser settings.

We do not use advertising cookies or sell cookie data to third parties.

11. Security

We use industry-standard security practices: encryption at rest (AES-256) and in transit (TLS 1.2+), access controls, and regular security reviews. No system is perfectly secure. If we become aware of a data breach that affects you, we will notify you as required by applicable law.

12. Children

Nimitai is a B2B product intended for business professionals aged 18 and over. We do not knowingly collect data from anyone under 16.

13. Changes to this policy

We may update this privacy policy from time to time. Material changes will be communicated by email to active users at least 14 days before they take effect. The "Last updated" date at the top reflects the most recent revision.

14. Contact

Questions, requests, or concerns about this privacy policy or your data: