Effective Date: May 25, 2025
Last Updated: May 13, 2026
TERRAMIND (hereinafter referred to as "we," "us," "our") has established this Privacy Policy to explain how we collect, use, disclose, and protect your information when you use our software-as-a-service products provided through terramind.com, including the Nucleus desktop application. These services include related software, applications, and websites (collectively referred to as the "Services").
By using our Services, you acknowledge that you have read and agree to all terms of this Privacy Policy. If you do not agree to these terms, please immediately cease using or accessing our applications. We strongly recommend that you read this policy in detail before taking any action.
To optimize your user experience, we need to process your personal information. If you do not wish to have your personal information processed as described in this policy, please stop using our Services. The Services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. Users between 13 and 18 must have parental or guardian consent before using the Services.
We primarily collect and use your information to:
When necessary, we will share your information with trusted third parties and service providers to provide services, meet legal requirements, and achieve other purposes detailed later in this policy.
We collect personal information that you provide to us (including basic information such as first name, last name, email address, password), user content (any personal information collected when you use our Services, including information provided in inputs, file uploads, prompts, attached images, audio, video, code, feedback, or outputs), and communication content (any communications we exchange, including chatbot interface communications, survey responses, or feedback).
We also automatically collect information, including application, browser, and device information (such as device type, operating system, browser information, IP address, approximate location derived from IP, and other device characteristics), service usage data (including activity information, diagnostic and troubleshooting information, crash reports, and performance telemetry), and information from cookies and similar technologies. Personal information does not include de-identified, anonymized, or aggregated information, and when data is de-identified or anonymized, we maintain it in that form and do not attempt to re-identify the information except to test our de-identification processes or as permitted by law.
We do not request or intentionally collect sensitive personal information (such as government identifiers, racial or ethnic origin, religious beliefs, health or genetic data, sexual orientation, or precise geolocation). However, because the Services are general-purpose and accept free-form inputs, you may incidentally provide such information through your prompts or uploaded files. Please do not submit sensitive personal information through the Services unless strictly necessary. To the extent we receive sensitive personal information, we process it only for the purposes for which you provided it and do not use, disclose, or sell it for any other purpose. California residents may request that we limit the use of their sensitive personal information as described in Section 11.
We do not collect, store, or use biometric identifiers or biometric information (such as voiceprints, faceprints, or fingerprints) for identification purposes. Voice, image, and video files you upload are processed only to fulfill your request and are not used to identify you or any other individual.
We use your personal information primarily for the following purposes: delivering services, personalizing experiences, operational management, improving services, creating and developing new features, while ensuring you receive a secure, smooth, efficient, and customized experience. Additionally, we also use your information based on legal compliance needs and loss prevention. Rest assured, your account password is only used to create and maintain your account and to provide you with services.
We use your basic information to create and maintain your account, which is necessary for fulfilling our contract with you.
To provide you with services, we use your basic information, communication content, application information, browser and device information, service usage data, and other information you submit to us, which is also necessary for fulfilling our contract with you.
When providing customer support, we use your basic information, communication content, service usage data (including location information), application information, browser and device information. We rely on legitimate interests to process this information, particularly the interest in ensuring you can optimally use the Services. In the European Economic Area and the United Kingdom, you have the right to object to and request restriction of such processing (i.e., "legitimate interest" processing).
When sending service-related communications, we use your basic information, communication content, application information, browser and device information, service usage data, and other information you submit, which is necessary for fulfilling the contract and also based on the legitimate interest of ensuring you can optimally use the Services.
To facilitate the security, integrity, and protection of the Services, we process your basic information, communication content, application information, browser and device information, service usage data, and other information you submit, based on the legitimate interest of maintaining effective operation and delivery of the Services.
To comply with legal and regulatory obligations, we use your basic information, communication content, application information, browser and device information, service usage data, and other information you submit, based on the legitimate interest of complying with laws in the jurisdictions where we operate, responding to requests, and fulfilling corporate responsibilities.
To customize your service experience and improve our Services, we process your basic information, communication content, application information, browser and device information, and service usage data, based on the legitimate interest of understanding how users interact with the Services to customize and improve products, and to ensure reports are accurate and reliable.
For added clarity, the platform does not use Google Workspace or Photos user data to train or improve AI/ML models.
To promote the safety and integrity of the Services, network, users, employees, and the public, we use your basic information, communication content, application information, browser and device information, and service usage data, based on the legitimate interest of preventing fraud, unauthorized use, violations, protecting the safety of all parties, resolving disputes, verifying accounts, combating harmful behavior, and preventing harm.
For research and innovation purposes, we use your basic information, communication content, and service usage data, based on the legitimate interest of improving and iterating the Services through user feedback.
Terramind does not engage in decision-making based solely on automated processing or profiling (including profiling described in Article 22 of the GDPR) that produces legal or similarly significant effects on you. Our AI-generated outputs are provided as informational tools for you to evaluate; decisions about how to act on those outputs remain with you. If we ever introduce a feature that involves solely automated decision-making with legal or similarly significant effects, we will provide you with appropriate notice and rights as required by applicable law.
We know how you feel about your prompts and data. This section explains, in plain terms, what happens to your inputs and outputs.
Terramind does not train its own generalized foundation AI or machine-learning models, and we do not use your prompts, file uploads, generated outputs, or chat content (collectively, "User Content") to train any general-purpose AI model owned or controlled by Terramind. We may use aggregated, de-identified, or anonymized signals derived from User Content to operate, secure, debug, and improve product features (for example, to measure latency, error rates, or feature usage), in a manner that does not identify you.
To deliver the Services, we transmit User Content to third-party AI model providers, including but not limited to Anthropic, OpenAI, Google, xAI, Mistral, DeepSeek, Perplexity, Vercel AI Gateway, and other providers we may use from time to time (collectively, "AI Providers"). The specific AI Provider we use depends on the model you select or the feature you invoke. Where commercially available, we use the AI Provider's API tier or configuration that disables training on customer data and minimizes retention. Notwithstanding this, each AI Provider's own terms and privacy policies apply to the data they receive, and we encourage you to review them.
In addition to AI Providers, we use trusted infrastructure and operational service providers to deliver the Services. The categories below describe the providers we currently use; this list may change over time and is provided for transparency:
We require these service providers to handle personal information in accordance with our instructions and applicable law, including appropriate confidentiality and security obligations.
Even where you have disabled optional data-sharing settings, we and our AI Providers may review and retain User Content for the limited purposes of (i) investigating suspected abuse, safety, or security incidents, (ii) complying with legal obligations or governmental requests, (iii) resolving disputes, and (iv) enforcing our Terms. Where you submit explicit feedback (for example, by flagging a response or filling out a feedback form), we may retain and use that feedback to improve product quality and safety.
You can manage your data-sharing preferences from your account settings, including options that affect optional telemetry, feedback, and other privacy choices. You may also delete individual conversations or your account as described in Section 11.
We do not sell your personal information for money, and we do not share your personal information with third parties for cross-context behavioral advertising or other targeted-advertising purposes. We have not sold or shared the personal information of individuals under 16 years of age for any purpose.
To provide the Services, we may share necessary information with the following categories of third parties:
Please note: Our Services may include links to third-party websites (such as social media), whose privacy policies are independent of ours. Please be aware that when you leave Terramind Services for other websites or use other services, even if accessed through links provided by Terramind, we cannot and have no obligation to protect the personal information you provide on these third-party platforms.
We have implemented a series of reasonable technical, administrative, and organizational measures aimed at comprehensively protecting the security of your personal information. These protective measures cover both online and offline environments, with the purpose of preventing the loss, misuse, unauthorized access, disclosure, alteration, or destruction of your personal information. Measures include encryption in transit, access controls, least-privilege provisioning, audit logging, and periodic security reviews.
Notwithstanding our efforts, no method of transmission or storage is completely secure. In the event of a personal data breach likely to result in a risk to your rights and freedoms, we will notify you and the relevant supervisory authorities without undue delay and in accordance with applicable law (including, where required, within 72 hours of becoming aware of the breach under the GDPR).
We retain your personal information only for as long as necessary to provide the Services, fulfill legal obligations, resolve disputes, or protect relevant rights. The following retention periods apply by default:
When information is no longer needed or you request deletion, we will promptly process it subject to the exceptions above. We are committed to respecting your control over your personal data while meeting our business and legal obligations.
Our Services are designed for adults and are not intended for children. We do not knowingly solicit or collect personal information from children under the age of 13. According to our Terms of Service, users between 13 and 18 may only use the Services with parental or guardian consent. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us immediately at legal@terramind.com, and we will promptly delete the relevant data.
To support global business operations, we and our partners may transfer, store, and process your personal information worldwide (including in the European Union, United Kingdom, and United States). For residents of the European Union, Switzerland, or the United Kingdom, we rely on lawful data transfer mechanisms, such as the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, and applicable adequacy decisions, to ensure your personal data receives appropriate protection during cross-border transfers. You may request a copy of the safeguards in place by emailing legal@terramind.com.
We use cookies, local storage, and similar technologies on our websites and applications to operate the Services and improve your experience. The categories of cookies we use are:
Where required by law, we will request your consent before placing non-essential cookies. You can also control cookies through your browser settings and through our in-product cookie controls. Note that opting out of certain cookies may affect the functionality of the Services.
We may process personal information into de-identified, aggregated, or anonymized form. Once data has been de-identified, we will maintain and use it only in that form and will not attempt to re-identify it, except as permitted by law (for example, to test the effectiveness of our de-identification processes or to comply with a legal obligation). We do not provide de-identified information to recipients in a manner that would permit them to re-identify it.
Depending on the laws in your region, you may have the following rights related to your personal information. Even if local laws do not explicitly provide for these rights, we may at our discretion offer you these choices.
You can submit requests by sending an email to legal@terramind.com. We will not discriminate against you for exercising your legal rights. To protect your privacy and security, we may verify your identity before processing your request, including asking for additional information. If we cannot verify your identity, we may refuse your request.
Under certain U.S. privacy laws, you can designate an authorized agent to make requests on your behalf. We will require the agent to provide proof of your authorization and may need you to directly confirm your identity.
Please note that the above rights are not absolute and may only apply in specific situations or may be reasonably refused.
This section supplements the rest of this Privacy Policy and applies only to California residents. In the 12 months preceding the "Last Updated" date above, we have collected the following categories of personal information (as defined by the California Consumer Privacy Act):
Sources: we collect personal information directly from you, automatically as you interact with the Services, and from our service providers (such as our authentication and payment partners).
Business or commercial purposes: as described in Section 2.
Categories of recipients: the service providers described in Section 3.3, plus the recipients described in Section 4.
Sale and sharing: we have not sold personal information for money and have not shared personal information for cross-context behavioral advertising in the past 12 months. We have not knowingly sold or shared personal information of consumers under 16 years of age.
Retention: see Section 6.
Shine the Light:California residents may request a list of categories of personal information disclosed to third parties for those third parties' direct marketing purposes during the prior calendar year. We do not disclose personal information to third parties for their direct marketing purposes.
Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other U.S. states with comprehensive privacy laws have similar rights to access, correct, delete, and obtain a copy of their personal information, as well as the right to opt out of targeted advertising, sale of personal information, and certain profiling. To exercise these rights, contact legal@terramind.com. If we deny your request, you have a right to appeal our decision.
For users in the EEA, UK, or Switzerland, Terramind is the data controller of your personal information. Our legal bases for processing are described in Section 2 and include performance of a contract, legitimate interests, consent, and legal obligation.
You have the right to lodge a complaint with your local data protection authority. A list of EU supervisory authorities is available at https://edpb.europa.eu/about-edpb/about-edpb/members_en. UK residents may complain to the Information Commissioner's Office (ICO) at https://ico.org.uk.
You may contact our privacy team at legal@terramind.com for privacy-related questions, including requests to exercise your rights or to identify our EU/UK representative where one has been designated.
If you are located in Brazil, the Brazilian General Data Protection Law (Lei Geral de Proteção de Dados, "LGPD") applies to our processing of your personal information. In addition to the rights described above, you have the rights to: confirmation of processing; access; correction of incomplete, inaccurate, or outdated data; anonymization, blocking, or deletion of unnecessary or excessive data or data processed in non-compliance with the LGPD; portability; information about public and private entities with which we have shared data; information about the possibility of not providing consent and consequences of refusal; revocation of consent; and review of decisions made solely based on automated processing. You may exercise these rights by contacting legal@terramind.com.
Australian residents may complain to the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au if they believe we have breached the Australian Privacy Principles.
If you use any portion of our Services that connects to Google APIs, including Gmail, you acknowledge and agree to the following conditions in accordance with the Google API Services User Data Policy and the Google APIs Terms of Service:
Human access to Gmail API data is strictly prohibited, except:
This policy section ensures complete alignment with Google's Limited Use requirements for applications accessing restricted or sensitive scopes such as Gmail API, and reaffirms our commitment to protecting the privacy and integrity of all user data.
If you have any questions or concerns about this Privacy Policy, or if you have a complaint, please contact us at legal@terramind.com.
To continuously optimize our service quality, we may periodically update this Privacy Policy. All policy changes will be posted on this page, and material changes will be communicated to you with reasonable notice as required by law. You can always check the "Last Updated" date at the top of the page to see when the policy was last revised. We encourage you to review this policy regularly to stay informed about how we protect your personal information.