Privacy Notice

When you create an account or your team adds you to one, we collect your name, email address, and role within your tenant. When your team uses Limena to manage outreach, the contact records, communications, and notes you add are personal data about third parties. Limena stores this on your behalf as a data processor. If you connect a Microsoft 365 mailbox, we store an encrypted OAuth refresh token so we can send and receive mail through your account; we do not store your mailbox password. If you connect an AI app such as Claude or ChatGPT, we store which app it is, the permissions you allowed and when it was last used; its access tokens are stored only as hashes.

If you ask us for a demo, we collect the name, email address, firm and team size you enter on the form, together with anything you choose to tell us in the message box. We use it to reply to you and to prepare for that conversation, on the basis of our legitimate interest in answering an enquiry about our own product. Your enquiry is also stored as a record in the Limena workspace our own team uses, so those details become a contact in our CRM. If you would rather we did not keep it, email hello@limena.io and we will delete it.

If we contact you about Limena without you having asked us to, we found your name and work email address in public business sources, such as your firm’s website or a professional directory, or through an email-finding service. We use them to tell you about Limena, on the basis of our legitimate interest in offering our product to businesses it may help, and they are held in the Limena workspace our own team uses. Every such email says it is from us and lets you opt out. If you ask us to stop, we stop, and we keep your email address on a do-not-contact list so that we never contact you again.

We also record how the product is used, so we can tell which parts work and which need fixing. A usage record holds your workspace and user identifiers, the name of what happened (a feature opened, a screen that came up empty, a search that found nothing, a step nobody finished), a few short labels such as which screen it was, and the time. It never holds names, email addresses, deal or company names, message subjects or bodies, note text, or the words typed into a search box. Account owners can switch this off for the whole workspace in Settings, under Data, then Privacy.

We use the data to provide the CRM service you signed up for (showing your records, sending outreach you authorise, generating drafts via AI when you opt into the managed AI tier), to send transactional emails (invitations, password resets, demo-request notifications), and to investigate operational issues. We do not sell personal data, share it with advertisers, or use it to train AI models on behalf of third parties.

We rely on the following lawful bases under the UK GDPR: performance of our contract with you to provide the service; our legitimate interests in operating, securing, and improving it and in sending you service messages; and your consent where we specifically ask for it.

Primary data lives in EU/UK regions: Supabase Postgres in London, Cloudflare R2 (Western Europe), Upstash Redis in eu-west-2, Fly.io machines in London. System email transits Resend (Ireland). The full sub-processor list lives at /security/sub-processors.

When a workspace turns on the email finder and a member looks up a contact, that contact’s name and their company domain are sent to Hunter.io (a US company, hosted in the EU), and any address it returns is sent back to Hunter for a deliverability check. The feature is off by default.

When a workspace connects its own Aircall account, we receive each call’s details from Aircall in the European Union: the numbers on the call, its direction, timing and duration. We also download the recording so it can be transcribed and summarised, and the recording is deleted once the transcript is stored. We do not place or carry calls ourselves. The phone account, its numbers and its own call records belong to the workspace under their agreement with Aircall. Connecting is off by default, and requires the workspace to confirm that its numbers announce that calls are recorded.

When someone in a workspace connects an AI app to Limena, such as Claude, ChatGPT or another app that speaks the Model Context Protocol, that app receives whatever the Limena tools it calls return: contact, company and deal records, notes, tasks, meetings, call summaries and the rest of the workspace that person can see. It can also make changes. It acts as that person, within the permissions they allowed when they signed in and what their role in the workspace permits. Call transcripts, bulk changes and sending email stay off unless they switch them on, and every change the app makes is recorded in the workspace’s audit log.

Nothing is shared until someone connects. The app’s provider handles what it receives under that person’s or their organisation’s own terms with it; we do not engage it for this, so for this purpose it is not one of our sub-processors. The person can disconnect the app at any time in Settings, under Connected apps, and a workspace owner or admin can disconnect anyone’s.

Some processing happens outside the UK and EEA: our AI inference and embedding providers, our speech-to-text and meeting-capture providers, our object storage and hosting providers, our payment provider, our web-search fallback, and our email-finding provider. Each one’s location is listed on our sub-processors page. Where personal data is transferred to a country without a UK or EU adequacy decision, we rely on the UK International Data Transfer Addendum to the Standard Contractual Clauses (or the standalone IDTA) as the safeguard, as set out in our Data Processing Addendum.

Account data is retained for the lifetime of your account and for 90 days after deletion for backup and dispute-resolution purposes. Encrypted OAuth tokens are revoked and deleted immediately on disconnect. Disconnecting an AI app revokes its access at once.

Details of people we have contacted about Limena are kept while Limena may still be relevant to them. If you ask us to stop, we keep only your email address, on our do-not-contact list, so that we can keep honouring that.

Usage records are kept for 24 months and then deleted by a nightly job. Switching usage recording off stops new records immediately; those already written age out on that same 24-month window.

If you have a UK or EU presence, you have the right to access, correct, delete, or export your personal data, and to object to or restrict our processing of it. Contact hello@limena.io and we will respond within 30 days.

Where we rely on legitimate interests, you can object. If you object to us contacting you about Limena, we always stop. For the usage records described in section 01 you do not need to write to us: an account owner can switch the recording off for the whole workspace in Settings, under Data, then Privacy, and it takes effect immediately.

You also have the right to lodge a complaint with a data-protection regulator. In the UK this is the Information Commissioner’s Office (ico.org.uk); in the EU it is your local supervisory authority. We would appreciate the chance to resolve your concern first.

If we materially change how we handle data, we will email account owners at least 30 days before the change takes effect, except where it is a like-for-like replacement of an existing provider.

Limena Labs Ltd, hello@limena.io. For data-protection-specific questions, mark the subject “Data protection”.