Privacy Policy

Account and Profile Data

When you register and set up your profile, we collect:

• •Registration data: email address, password (stored using bcrypt hashing -- we never store your password in plain text), first name, and last name
• •Profile information: phone number and country code, profile picture, display name, job title, company, bio, hobbies, interests, education, certifications, and social media links
• •Profile pictures are stored in AWS S3. Pictures uploaded directly by you or imported from LinkedIn are stored with public-read access so they can be displayed on your digital business card

LinkedIn and OAuth Data

If you sign in or connect via LinkedIn, we receive and store:

• •OAuth data: LinkedIn provider ID, profile URL, first name, last name, email address, and profile picture URL (scopes: openid, profile, email)
• •LinkedIn QR scanning: when you scan a LinkedIn QR code, we extract publicly available metadata including display name, headline, company, education, location, and profile image
• •LinkedIn profile photos obtained through scanning are copied to our storage for reliability

Connections and Contact Data

When you add connections and record moments, we store:

• •Contact details: display name, first name, last name, primary email, primary phone, company, job title, location, timezone, profile picture, LinkedIn URL
• •AI-generated data: relationship summary, relationship strength score, and key topics -- generated by our AI to help you maintain connections
• •Memories: text notes, photos, voice recordings, sentiment analysis, tags, event names, and location data (latitude, longitude, location name) if you choose to record it
• •Source tracking: how a contact was added (e.g. via a Moment, Circle, QR scan, or other method)

Voice Recordings

When you create voice-based memories, we collect:

• •Audio files: recordings in M4A, AAC, MP3, WAV, or WebM format (up to 10MB), stored privately in AWS S3
• •Transcription outputs: transcription text, summary, suggested follow-ups, and draft emails generated from your recordings

Please see Section 4 below for details on how voice recordings are processed by AI.

Nudge Email Data

When you use the Nudge feature to send follow-up emails, or when someone views your profile and triggers a nudge:

• •Send records: recipient email, recipient name, subject line, email body, tracking ID, and whether the email was clicked (including click count and timestamp)
• •Click tracking: IP address and user agent of the person who clicks a link in a nudge email
• •All nudge emails include List-Unsubscribe headers so recipients can opt out

Visitor Contact Form Data

When someone submits a contact form after viewing your profile, we collect their first name, last name, company, email address, and message.

Location Data

If you enable the "Record Location" setting, we store latitude, longitude, and location name when you scan a connection or record a memory. This is entirely optional and controlled by your settings.

Analytics and Device Data

• •Analytics events: event type, user ID, visitor ID, target profile ID, button ID, page URL, user agent, and associated metadata
• •IP addresses: we hash IP addresses using SHA-256 before storing them. Your plain-text IP address is never stored in our analytics database
• •Push notification tokens: Expo push notification token and timezone, used to deliver notifications to your device. Invalid tokens are automatically cleared

Contract Performance (Article 6(1)(b))

Processing that is necessary to provide you with the Convu.ai service:

• •Creating and managing your account and digital business card
• •Storing and displaying your profile information to people who view your card
• •Managing your connections, memories, and contact records
• •Sending nudge emails on your behalf to your connections
• •Processing voice recordings to generate transcriptions, summaries, and follow-up suggestions
• •Generating AI-powered smart actions and relationship insights
• •Managing Circles and facilitating group networking
• •Delivering push notifications about connections, profile views, and other service events
• •Authenticating your identity via email/password or LinkedIn OAuth

Legitimate Interests (Article 6(1)(f))

Processing where we have a legitimate business interest, balanced against your rights:

• •Collecting analytics data (with hashed IP addresses) to understand how our service is used and to improve it
• •Tracking nudge email engagement (clicks) to provide you with connection insights
• •Maintaining security of the platform, including fraud prevention and detecting misuse
• •Generating vector embeddings of your contacts to power intelligent search and recommendations

Consent (Article 6(1)(a))

Where we rely on your consent, you may withdraw it at any time:

• •Recording your location data when scanning contacts or creating memories (controlled via the "Record Location" setting)
• •Non-essential cookies (see Section 7 below)
• •Receiving push notifications (controlled via your device settings and in-app preferences)

Voice Recording Processing

When you record a voice memory:

• 1.Your audio file is stored privately in AWS S3 (US East region)
• 2.The audio is sent as base64-encoded data to Google Gemini API (model: gemini-3-flash-preview) for transcription
• 3.Along with the audio, we send contextual data to improve accuracy: the contact's name, company, job title, email, phone number, and your name as the recording user
• 4.The AI generates a transcription, summary, suggested follow-ups, and draft emails, which are stored in our database

Other AI Features

We use Google Gemini for several AI-powered features:

• •AI Assistant (Convu): a conversational assistant that can search your contacts, draft messages, and surface relationship insights. Your messages and relevant contact data are sent to Google Gemini to generate responses (model: gemini-3-flash-preview). Conversation history is stored to provide context across sessions.
• •Smart Actions: AI-generated suggestions for maintaining your connections (model: gemini-3-flash-preview)
• •Contact Search: intelligent search across your connections (model: gemini-3-flash-preview)
• •Vector Embeddings: contact data is converted into numerical representations for search and matching (model: gemini-embedding-001, producing 768-dimensional vectors stored in Pinecone)

AI Processing Transparency

• •We use Google Gemini exclusively as our AI provider. We do not use OpenAI, Anthropic, or any other AI provider
• •Full prompt text sent to AI models is logged internally in our InsightsGenerationLog table for debugging and quality assurance
• •AI-generated outputs (relationship summaries, smart actions, email drafts) are suggestions only. You remain in control of what actions you take
• •No automated decisions with legal or similarly significant effects are made about you based solely on AI processing

Essential Cookies (Strictly Necessary)

These cookies are required for the service to function and cannot be disabled:

• •accessToken: authenticates your login session (expires after 1 day). HTTPOnly, Secure flag applied on HTTPS connections, SameSite varies by context (Lax or None for WebView support)
• •refreshToken: allows session renewal without re-entering your password (expires after 30 days). Same security settings as accessToken

Right of Access

You have the right to request a copy of the personal data we hold about you. We will respond within one month of receiving your request.

Right to Rectification

You have the right to request correction of inaccurate personal data, or to have incomplete data completed. You can update most of your information directly through the app or website.

Right to Erasure

You have the right to request deletion of your personal data in certain circumstances, such as when it is no longer necessary for the purpose it was collected, or where you withdraw consent. Please note that we may need to retain certain data to comply with legal obligations.

Right to Restrict Processing

You have the right to request that we restrict the processing of your personal data in certain circumstances, for example while we verify the accuracy of your data following a rectification request.

Right to Data Portability

You have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller where technically feasible.

Right to Object

You have the right to object to processing based on legitimate interests. If you object, we will stop processing your data for that purpose unless we can demonstrate compelling legitimate grounds that override your interests.

Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. Our AI features generate suggestions and insights, but no automated decisions with such effects are made without human involvement.

Right to Withdraw Consent

Where we rely on your consent to process personal data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.