Privacy policy

1. Who is responsible

The controller is readmio s.r.o., V Údolí 175, 251 01 Březí, Czech Republic. Contact [email protected] for questions or privacy requests, or write to this address.

2. What is an alias?

An alias is a substitute label we use instead of real details when communicating with AI. For example, our server will automatically replace [email protected] with email_a7f3…@example.invalid before sending text (the example is shortened). This is not a working mailbox, and we do not send email to that address.

If AI uses this alias in its reply, our server converts it back to [email protected]. Similarly, we automatically replace the name “John Smith” with “James Brown”. We do not send the mapping between real details and aliases to the AI provider. Aliases reduce the disclosure of direct identifiers but do not guarantee complete anonymity.

3. Accounts, content and AI

We process your sign-in identifier, name, email, profile, space memberships and settings; messages, attachments, photos, drawings, notes, lists, tasks, reminders, memories and diary entries you create; and usage or credit records needed to run the service. Relevant content may be sent to AI providers to answer requests, transcribe audio, describe images and perform enabled features. Do not upload information you are not entitled to share.

Before sending related context to an AI provider, we automatically replace recognized email addresses and known user profile names with aliases. For ordinary communication, each user has separate aliases in each space. The information needed to link aliases to real details stays on our server; we do not send that mapping to the AI provider. We restore recognized aliases in replies before storing, displaying or using the reply in the relevant feature. This does not change your profile details or original messages in Chatmio.

This replacement does not apply to uploaded files themselves, their filenames, images or audio recordings. If the feature you use sends them to an AI provider, they may contain real personal data. Text extracted from attachments and later used as conversation context may undergo alias replacement. Automatic replacement may miss personal details, nicknames, inflected names or other forms. It reduces the direct identifiers sent to AI but does not guarantee anonymity: the content itself may also reveal someone's identity.

4. Optional device features

Microphone recordings are sent for transcription; the saved message is text, not an audio recording. Camera and photo access lets you choose content to share. Calendar access is used for requested calendar features. Location can include precise coordinates, location sharing within a space and background updates when enabled on mobile. Weather also uses location when permitted. Device settings let you revoke permissions; stop location sharing in the relevant space too. Turning off a permission does not erase content already shared.

5. Email account

Connecting your email account is optional. Read-only access retrieves recent incoming messages to create private summaries; email content is sent to the AI provider for this purpose. We retain summaries and encrypted connection credentials, rather than a separate email archive. We do not use user data to train or improve general AI models or for advertising. Disconnecting deletes local access credentials and requests revocation at Google. Separately, mail forwarded or sent to a Chatmio address can be stored and processed with its attachments. Outgoing email drafts and replies use separate features and approval flows. Google API use follows the Google API Services User Data Policy, including Limited Use.

When processing received email, we replace recognized addresses and known user profile names in the submitted text with aliases. To assign summaries to the right space, we use one temporary mapping across the candidate spaces for each processing run. We may indicate that different address aliases belong to the same account without revealing the real addresses. The server restores recognized details and stores the summary in the appropriate private chat. Later communication uses that space's aliases.

6. Integrations and sharing

Chats, files and records are visible to their authorised participants or audience. An assistant added to a chat processes context needed for its responses; automatic participation can process new messages. Connected browser sessions may retain encrypted cookies and website login state and may be shared with spaces you select. Requests to websites, search, GIF, weather or other connected services disclose the information needed for that request. Review recipients, permissions and proposed external actions carefully. Recipients can keep copies of content you share.

7. Technical data, cookies and payments

IP addresses, approximate IP-based country, device and app details, security logs, error reports, push tokens and delivery records help operate and protect Chatmio. The website uses IP country to choose an initial language and remembers your selected language. Essential session, sign-in and security cookies support account access. We do not currently use advertising cookies or behavioural marketing analytics. Operational diagnostics and error monitoring are different from marketing analytics. Apple and Google handle in-app payments; we receive transaction identifiers, products, status and credit records, not your full card details.

8. Purposes and legal grounds

We process data necessary to provide your account, chat, purchases and requested features to perform our contract with you. Security, troubleshooting and proportionate service improvement rely on legitimate interests where allowed, balanced against your rights. Optional processing that requires consent relies on that consent, which you may withdraw without affecting earlier lawful processing. Legal recordkeeping and valid legal requests rely on legal obligations. Sensitive information receives the additional protections and legal grounds required by applicable law. We do not use your content for targeted advertising.

9. Providers and international processing

Depending on the features you use, providers include hosting and network services, OpenAI for AI processing, Apple and Google for sign-in, purchases and notifications, Cloudflare for network and email services, Honeybadger for diagnostics, GitHub for reported issues, and Kernel for cloud browsing. Data necessary for these services may be processed outside your country. Where required, transfers must use a valid adequacy decision, approved contractual safeguards or another lawful mechanism. You can request information about relevant recipients and transfer safeguards. We may disclose data where legally required or to protect rights and security.

We may also send the AI provider an indirect technical identifier to protect the service and prevent abuse. It does not itself contain your name or email address, but it may allow requests from the same user to be linked across spaces.

10. Security and retention

We use safeguards such as HTTPS, access controls and encryption of selected credentials, and aim to minimise data use. No system can guarantee absolute security. We keep account and feature data while needed for the service, then delete or anonymise it when no longer necessary, subject to legal obligations, security needs and disputes. Backups and provider records may persist until their applicable retention cycles expire. Contact us for retention details; we do not promise immediate removal from all backups.

We keep stable name aliases and the technical keys needed to create aliases with the relevant account or space membership. Temporary mappings used for email processing are created for the particular processing run. The retention and deletion rules in this policy also apply to these data.

11. Delete your account or data

In the app or web app, open Settings, Account, Delete account and follow the confirmation. If you own a space with other members, first transfer ownership or remove the other members. Deletion removes your account, connections and spaces where you are the only member; content in shared spaces can remain for their members. A sign-up eligibility record containing your email currently remains so you can rejoin while registration is restricted. To request its deletion, removal of shared personal content or other data, email [email protected]. We may verify your identity and must retain some records where law requires it. Uninstalling the app does not delete your account.

12. Your rights around the world

Where applicable, you may request confirmation, access, correction, deletion, restriction, a portable copy, information about recipients, withdrawal of consent and objection to processing. Under EU/EEA GDPR and UK GDPR you may complain to your local authority, the Czech ÚOOÚ or the UK ICO. Swiss law provides related rights. Brazil’s LGPD includes information about sharing and review of qualifying automated decisions; complaints may go to ANPD. US state laws, including California CCPA/CPRA where applicable, may provide access, deletion, correction, authorised-agent requests, appeal and opt-out rights for sale, sharing, targeted advertising and certain profiling. We do not sell data or share it for cross-context behavioural advertising and do not discriminate for exercising rights.

13. Requests, children and changes

Send requests or appeals to [email protected]. We respond within applicable legal deadlines, normally within one month for GDPR, 45 days for qualifying US requests, and 15 days for a full LGPD access statement; lawful extensions and exceptions may apply. Canada, Australia, New Zealand and other countries may provide additional mandatory rights and regulator complaints. Chatmio is not intended for independent use by children under 13 or a higher local minimum age; parental involvement and consent may be required. Tell us if a child’s data needs removal. We do not make decisions with legal or similarly significant effects about you solely by automated means. We will update this date and notify you of material changes as required.