Welcome to InsightsRoom ("we", "us", or "our"). We respect your privacy and are committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, and share information when you:
- Visit our website,
- Create an account,
- Use our tools and services (the "Service"), or
- Interact with us in any other way.
By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.
1. Information We Collect
We may collect the following categories of information:
1.1 Information you provide to us
Account information
When you create an account, we may collect your name, email address, password, and other information you choose to provide (e.g., organization, role).
Content you upload or submit
This includes documents, transcripts, reports, notes, questions, feedback, and any other materials you upload or input into the Service ("Your Content").
Communication data
When you contact us (e.g., support emails, contact forms), we collect the information you provide, such as your name, email, and message content.
1.2 Information we collect automatically
When you use the Service, we may automatically collect:
Usage data
Such as pages viewed, features used, search queries, timestamps, clicks, and interactions within the product.
Device and log data
Such as IP address, browser type and version, operating system, device identifiers, referral URLs, and error logs.
Cookies and similar technologies
We may use cookies, web beacons, and similar technologies to:
- Keep you logged in,
- Remember your preferences,
- Measure usage and performance, and
- Improve the Service.
You can manage cookies through your browser settings, but disabling certain cookies may affect functionality.
1.3 Information from third parties
We may receive information from:
- Authentication or identity providers (e.g., if we support social login in the future),
- Analytics or monitoring tools,
- Payment providers (for billing-related information, if applicable).
The information we receive will depend on the settings and policies of those third parties.
2. How We Use Your Information
We use the information we collect for the following purposes:
To provide and operate the Service
- Creating and managing your account
- Processing Your Content (e.g., analyzing documents, generating insights, powering chat)
- Maintaining and improving core features
To improve the Service
- Understanding how the Service is used
- Debugging, monitoring, and preventing errors
- Developing new features and enhancements
To communicate with you
- Responding to support requests
- Sending important service-related notices (e.g., updates, security alerts)
- Sending optional product updates and newsletters (where permitted by law and your preferences)
To ensure security and prevent misuse
- Detecting and preventing fraud, abuse, and security incidents
- Enforcing our Terms & Conditions
To comply with legal obligations
- Responding to lawful requests from authorities
- Fulfilling record-keeping and compliance requirements
We do not sell your personal data.
3. Legal Bases for Processing (if applicable)
Where required by law (e.g., in the EU/EEA or similar jurisdictions), we rely on one or more of the following legal bases:
- Performance of a contract – when processing is necessary to provide the Service to you.
- Legitimate interests – such as improving our services, securing the platform, and preventing abuse, provided that these interests are not overridden by your rights.
- Consent – for certain uses, such as sending marketing communications where required by law.
- Legal obligations – when we must process data to comply with applicable laws.
4. How We Share Your Information
We may share your information with:
Service providers and partners
Third-party vendors who help us operate the Service, such as hosting providers, analytics providers, email delivery services, and payment processors. They are only authorized to process your data on our behalf and according to our instructions.
Professional advisors
Such as lawyers, auditors, or insurers, to the extent reasonably necessary.
Authorities and legal requests
If required by law, regulation, legal process, or governmental request, or to protect our rights, property, or safety (or those of others).
Business transfers
If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to continued protection.
We do not share your private content for advertising purposes and do not sell your personal data.
5. Your Content and AI Processing
When you upload documents or enter text into the Service, we process Your Content to:
- Analyze and generate insights,
- Provide answers to your questions,
- Build visual summaries, outlines, and other outputs requested by you.
We may use third-party AI or cloud providers under strict agreements that prevent them from using Your Content to train their own general models, unless explicitly allowed and clearly communicated.
We do not use your private, uploaded documents to train public models that are made available outside of InsightsRoom.
6. Data Retention
We retain personal data and Your Content for as long as necessary to:
- Provide the Service to you,
- Comply with legal obligations,
- Resolve disputes, and
- Enforce our agreements.
If you delete Your Content or close your account, we may retain certain information for a reasonable period for backup, audit, or legal purposes, after which it will be deleted or anonymized.
7. International Data Transfers
Depending on your location and our infrastructure, your data may be processed in countries that may have different data protection laws than your own.
Where required by law, we take steps to ensure an adequate level of protection, for example by using appropriate contractual safeguards.
8. Security
We implement reasonable technical and organizational measures to protect your data, including:
- Encrypted connections (HTTPS),
- Access controls and authentication,
- Limited internal access based on role and need.
However, no method of transmission or storage is completely secure. You are responsible for:
- Choosing a strong password,
- Keeping your login credentials confidential,
- Not sharing your account with others.
9. Your Rights
Depending on your jurisdiction, you may have some or all of the following rights regarding your personal data:
- Access – to know what personal data we hold about you.
- Correction – to request correction of inaccurate or incomplete data.
- Deletion – to request deletion of your personal data in certain circumstances.
- Restriction – to request restriction of processing under certain conditions.
- Portability – to receive your data in a structured, commonly used, machine-readable format where technically feasible.
- Objection – to object to certain types of processing, such as direct marketing.
- Withdraw consent – where processing is based on consent, you may withdraw it at any time (this will not affect processing that has already occurred).
To exercise your rights, contact us at hello@insightsroom.ai. We may need to verify your identity before responding.
Your rights may be subject to limitations under applicable law.
10. Children's Privacy
The Service is not intended for children under the age of 18 (or the age of majority in your jurisdiction).
We do not knowingly collect personal information from children. If you believe that a child has provided us with personal data, please contact us and we will take steps to delete that information.
11. Third-Party Websites and Services
The Service may contain links to third-party websites or services that are not operated by us.
We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of the page.
If changes are material, we may provide additional notice (e.g., via email or in-app notifications).
Your continued use of the Service after changes become effective means you accept the updated Privacy Policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, you can contact us at:
- Email: hello@insightsroom.ai
- Website: https://www.insightsroom.ai
If your local laws grant you the right to lodge a complaint with a data protection authority, you may do so with the relevant authority in your jurisdiction.