Privacy Policy

Privacy Policy

This Privacy Policy explains how Omatic Minds handles personal data and service data connected to the public website at omatic-minds.com, the app at app.omatic-minds.com, guest Mind chats, member Mind chats, registered accounts, Minds, conversations, memory features, AI provider routing, billing, legal notices, support, security tools, and enabled third-party integrations.

This policy is written for Omatic Minds and its current product direction. It is not copied from another company. The structure is intended to be broad enough for an AI workspace with public pages, registered users, paid plans, social login, third-party AI providers, and Texas-based operations.

1. Scope of this policy

This policy applies when a person visits the Omatic Minds public website, uses a public or guest Mind chat, creates or uses an account, signs in to the app, manages a profile, subscribes to a plan, connects a social login provider, uses AI model features, sends a support request, receives legal notices, or otherwise communicates with Omatic Minds about the service.

This policy does not replace the privacy notices, terms, retention rules, or security practices of third-party providers such as Stripe, Google, Discord, GitHub, Twitter/X, LinkedIn, Twitch, Groq, Gemini, OpenRouter, Hugging Face, Cloudflare Workers AI, Ollama/local model environments, hosting providers, email providers, analytics tools, or other services that may be enabled or connected.

2. Personal data you provide

Omatic Minds may collect information that users provide directly, including name, email address, username or display name, password or password reset information, profile details, avatar or logo uploads, role or account type selections, plan choices, support messages, feedback, legal request messages, survey responses, and other information submitted through forms or account tools.

When users create or manage Minds, conversations, memories, prompts, notes, profile content, business details, streamer or creator details, or other workspace content, Omatic Minds processes that content to provide the service. Users should only submit content they own, control, or have authority to use.

3. Account information and authentication data

Omatic Minds may process account identifiers, login timestamps, session records, account status, plan status, role type, password reset records, connected social login records, account lock or suspension status, admin notes, and security events. Account email addresses may be locked or restricted from casual changes when needed to protect login, billing, legal notice, and social-provider integrity.

4. Guest Mind chats and member Mind chats

Guest Mind chats may process prompts, responses, rate-limit data, browser/session identifiers, selected Mind data, and safety or abuse-prevention signals. Member Mind chats may also process account identifiers, conversation history, saved Mind settings, memory settings, plan limits, selected provider/model settings, and other account-connected workspace data.

Guest chat data and member chat data may be treated differently because member features can be tied to registered accounts, plan limits, memories, provider access, and saved conversation history.

5. AI workspace content, prompts, outputs, Minds, and memories

AI workspace content may include prompts, AI responses, Mind names, Mind instructions, conversation titles, conversation history, saved memories, manually saved notes, uploaded content where enabled, generated drafts, model test prompts, and related metadata. This content is processed to generate AI responses, save workspace state, enforce plan limits, troubleshoot service issues, improve reliability, secure the platform, and support user-requested features.

AI output may be inaccurate, incomplete, offensive, outdated, or unsuitable for certain uses. Users should review AI output before relying on it, publishing it, or using it for important decisions.

6. AI providers and model routing

Omatic Minds may route prompts, model tests, and related request data to enabled AI providers or local model environments. Depending on configuration and plan access, those providers may include local Ollama/Local Llama, Groq, Gemini, OpenRouter, Hugging Face, Cloudflare Workers AI, or other providers added later.

Provider availability may depend on saved credentials, admin settings, model catalog settings, plan level, user role, region, rate limits, provider outages, and provider terms. Third-party AI providers may process submitted content according to their own terms, privacy policies, and retention practices. Users should not submit highly sensitive, regulated, confidential, or third-party information unless they have the right to do so and understand that enabled providers may process the submitted content.

7. Social login and connected accounts

If social login or provider linking is enabled, Omatic Minds may receive and store information from providers such as Google, Discord, GitHub, Twitter/X, LinkedIn, Twitch, or future supported providers. This may include provider user IDs, email addresses, display names, avatars, access tokens or token metadata, token expiry data, link status, unlink events, and provider-specific identifiers needed to sign in or connect accounts.

Omatic Minds stores provider secrets and credentials separately from public pages and should not display full secrets in the interface. Users are responsible for managing access to their third-party provider accounts.

8. Billing, subscriptions, and payment data

Omatic Minds may process plan selections, checkout sessions, subscription status, renewal interval, cancellation state, payment review state, customer IDs, subscription IDs, invoice-related identifiers, billing portal links, Stripe test/live mode identifiers, and payment-provider event records. Omatic Minds should not store full payment card numbers. Full payment details are handled by Stripe or another payment processor according to that provider's terms and privacy notice.

Billing records may be kept for accounting, dispute resolution, subscription management, tax, fraud prevention, and legal compliance purposes.

9. Log data, usage data, and device information

When users access the public website or app, Omatic Minds may process log data and usage data such as IP-derived security information, browser type, device type, operating system, user agent, requested page, date and time of access, feature actions, route usage, error logs, authentication events, plan-limit events, provider-test events, and security or anti-abuse signals.

This information is used to operate the service, secure accounts, detect abuse, troubleshoot errors, maintain uptime, understand feature usage, and support lawful business purposes.

10. Location-related information

Omatic Minds may infer a general location from IP address or similar technical information for security, fraud prevention, account protection, debugging, analytics, or compliance purposes. Omatic Minds does not need precise GPS location for normal app use unless a future feature specifically asks the user to provide it.

11. Cookies, sessions, and similar technologies

Omatic Minds may use cookies, sessions, CSRF tokens, local browser storage, remember-me settings, preference storage, and similar technologies to keep users signed in, secure forms, remember interface state, operate the public website, support app navigation, prevent abuse, and maintain account security. Third-party services may use their own cookies or similar technologies when embedded, connected, or used through the service.

12. Information from other sources

Omatic Minds may receive information from connected providers, payment processors, security systems, hosting logs, email delivery systems, analytics tools, support messages, public profile sources provided by users, or other service providers used to operate the platform. Omatic Minds may also receive information when users contact the service through email, social pages, or other communication channels.

13. How Omatic Minds uses information

Omatic Minds may use information to provide and maintain the website and app, authenticate users, operate guest and member Mind chats, save Minds and conversations, manage memories, route AI model requests, enforce plan limits, process billing, deliver legal and service notices, respond to support requests, improve reliability, troubleshoot errors, prevent fraud or misuse, secure accounts, audit admin actions, comply with law, and protect the rights, privacy, safety, and property of users and Omatic Minds.

Omatic Minds may aggregate or de-identify information so that it no longer identifies a user and may use that information for analytics, product improvement, service reliability, security, and business planning. Omatic Minds should maintain de-identified information in de-identified form unless the law requires otherwise.

14. Disclosure of information

Omatic Minds may disclose information to vendors and service providers that help operate hosting, database storage, email delivery, payment processing, subscription management, AI provider routing, analytics, security, fraud prevention, customer support, logging, and other service functions. These providers may process information only for the services they provide to Omatic Minds or according to their own terms when the user directly connects to those providers.

Omatic Minds may disclose information when required by law, subpoena, court order, regulator request, or lawful government request; when needed to protect rights, safety, security, users, the public, or the platform; when needed to enforce the Terms; when investigating misuse; when responding to a dispute; or as part of a merger, sale, financing, reorganization, bankruptcy, or transfer of the service.

Some features may allow users to share information with other users, public pages, connected providers, or third-party services. Information shared by the user may be governed by the recipient's own terms and privacy policies.

15. Service providers and third-party categories

Depending on which features are enabled, Omatic Minds may use service providers or third parties in categories such as hosting and infrastructure, payment processing, subscription management, email delivery, analytics, security, abuse prevention, AI model providers, local model tools, social login providers, support tools, legal notice delivery, and administrative logging.

16. State privacy disclosure table

17. Targeted advertising, sale, and sensitive data

Omatic Minds does not currently sell personal data for money. Omatic Minds does not currently run its own targeted advertising system inside the app. If targeted advertising, sale of personal data, or profiling for legally significant decisions is added later, the Privacy Policy, user controls, and opt-out tools should be updated before that feature is used.

Users should not submit sensitive personal data unless a feature specifically requires it and the user has the right to provide it. Sensitive data may include government identifiers, precise geolocation, biometric data, health data, children's data, financial account credentials, highly confidential business data, or other information that requires special protection.

18. Data retention

Omatic Minds keeps personal data only as long as reasonably needed for the purposes described in this policy, including providing the service, maintaining accounts, saving Minds and conversations, supporting memories, enforcing plan limits, processing billing, keeping security records, maintaining backups, resolving disputes, complying with legal obligations, and supporting legitimate business operations.

Some information may be retained longer when necessary for security, fraud prevention, abuse prevention, financial recordkeeping, legal compliance, dispute resolution, audit records, backup systems, or when the information has been de-identified. Deletion from the active app may not immediately remove all copies from backups, logs, or legally required records.

19. Data controls and account choices

Depending on available tools, users may be able to update profile information, upload or remove avatars, link or unlink social login providers, manage Minds, delete or stop using conversations, adjust memory-related features, manage plan settings, cancel paid access through available billing tools, unsubscribe from certain communications, or contact support about privacy requests.

Some settings may be restricted when needed to protect account integrity, billing records, security records, legal notice records, or connected-provider integrity.

20. Texas privacy rights

Omatic Minds is based in Texas. Where the Texas Data Privacy and Security Act or another applicable privacy law applies, Texas consumers may have rights to confirm whether personal data is being processed, access personal data, correct inaccuracies, delete personal data, obtain a portable copy, opt out of certain targeted advertising, opt out of sale of personal data, opt out of profiling in furtherance of decisions that produce legal or similarly significant effects, and appeal certain decisions.

Omatic Minds may need to verify a request before acting on it. A privacy request may be denied when identity cannot be verified, when the request is excessive or unfounded under applicable law, when an exception applies, or when the requested action would interfere with legal, security, billing, fraud-prevention, or other allowed purposes. If a request is denied, Omatic Minds should explain the decision and provide appeal instructions when required by law.

Privacy requests and appeals may be submitted through the contact method listed on the website or app. Because Omatic Minds operates online, an email-based request path may be used unless a different legally required method applies.

21. Verification, authorized agents, and appeals

To protect accounts and personal data, Omatic Minds may ask for information needed to verify the requester's identity or authority before providing access, correction, deletion, portability, opt-out, or appeal actions. Authorized agents may be required to provide signed permission or other proof of authority, and the user may also be required to verify identity directly.

22. Children and minors

Omatic Minds is not directed to children under 13 and does not knowingly collect personal data from children under 13. Users under 18 should use Omatic Minds only with permission from a parent or legal guardian. If Omatic Minds learns that a child under 13 provided personal data, Omatic Minds should take appropriate steps to delete or disable that data unless retention is required by law or security obligations.

23. Security

Omatic Minds uses reasonable technical, administrative, and organizational safeguards designed to protect personal data. No website, app, email system, hosting provider, AI provider, payment processor, or internet transmission can be guaranteed fully secure or error-free. Users should protect account credentials, review the sensitivity of prompts and uploads, and avoid submitting information that should not be processed by AI providers.

24. International and out-of-state processing

Omatic Minds, its hosting providers, AI providers, payment processors, email providers, social login providers, security providers, and other vendors may process information in Texas, elsewhere in the United States, or in other jurisdictions where those providers operate. Users understand that data protection laws and provider practices may vary by location.

25. Changes to this Privacy Policy

Omatic Minds may update this Privacy Policy from time to time because of product changes, AI provider changes, billing changes, legal requirements, security practices, new features, or operational needs. When updated, Omatic Minds may publish the new version, effective date, and previous versions on the public Privacy Policy page and Privacy Policy archive. Material changes may also be communicated by email, in-product notice, or another reasonable method when appropriate.

26. Contact

Questions, privacy requests, appeals, and concerns may be sent through the contact method listed on the Omatic Minds website or through account/support tools made available inside the app.