Privacy Policy

Who we are

NeoMind is operated by Neomeric Pty Ltd, an Australian company. We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth). This policy explains how we handle personal information about three groups of people:

• Customers — the businesses and account owners who sign up for NeoMind.
• End-users — visitors to your website (Simon), staff in your business (Hugo), and callers to your phone number (Maeve).
• Site visitors — people who simply browse our marketing site at neomindhub.com (or the NeoMind showcase on neomeric.com).

What we collect

Maeve voice and call data

NeoMind does not record or store audio of Maeve’s calls. Maeve captures only the structured details needed to act on a call — for example a caller’s name and the reason for their call — so the business can follow up. Those details are text, kept and governed by the retention rules below.

Call-recording, monitoring-consent and AI-disclosure obligations vary by country and, in Australia, by state. As the NeoMind customer, you are responsible for determining what applies to your business and your callers and for obtaining any consents and giving any notices those laws require — see the Your compliance responsibilities section of the Terms of Service.

Calls and help sessions with Aria

Aria is NeoMind’s AI assistant. Aria can help you in the app (by voice or chat) and, only if you have agreed, by phone from our Australian number +61 3 9003 0249. We use these sessions to help you set up, help with your account, and ask about your experience of NeoMind.

• Aria always says it is an AI assistant and that the call is transcribed.
• We keep a written transcript and the outcome of the session — not an audio recording. Transcripts follow the retention rules below.
• Phone calls are made only to Australian numbers, at reasonable hours on weekdays and Saturdays, never on Sundays or national public holidays.
• Giving us your phone number is optional. You can withdraw your agreement to calls at any time in Settings → Profile, by asking Aria to stop calling, or by emailing privacy@neomeric.com. It takes effect immediately.

Where data lives

All NeoMind data is hosted on Microsoft Azure in the australiaeast region (Sydney). That covers the brain database, the dashboard, the voice relay, and Azure Blob Storage for any persisted media. Content is encrypted at rest in Azure Blob Storage using Microsoft-managed keys, and encrypted in transit via TLS 1.2+.

We don’t copy your NeoMind database to other regions, and backups are taken inside the same Azure region. Some of the processors listed below (for example phone carriers and product analytics) operate outside Australia; each receives only what it needs to do its job. If we ever need to expand to a second region for redundancy, we’ll update this section first and email customers.

Cookies and analytics

We keep cookies minimal:

• Dashboard authentication cookie — this is essential. Without it, you can’t stay signed in. It is first-party, HttpOnly, SameSite=Lax, and short-lived. There is no opt-out for the auth cookie because there is no dashboard without it.
• Marketing site analytics — our marketing pages (neomindhub.com and the NeoMind showcase on neomeric.com) use Google Tag Manager and Google Analytics 4 with IP anonymisation enabled. These run on marketing pages only, never on the dashboard or chat surfaces.
• No third-party trackers on agent surfaces. Simon’s chat widget, Hugo’s staff dashboard, and Maeve’s voice calls do not run advertising trackers, retargeting pixels, or social-media SDKs.

Third-party processors

We use a small set of trusted processors to deliver NeoMind. We share only what each processor needs to do its job, under contract.

• Microsoft Azure (australiaeast where available) — hosting, database, blob storage, and AI models for language, images and voice (Azure OpenAI, Azure Speech).
• Telnyx and Twilio — phone numbers and phone calls.
• Rime — text-to-speech for some voice calls.
• Azure Communication Services Email — transactional and digest email delivery.
• Stripe — payments. Stripe stores card details; we don’t.
• PostHog (EU) and Microsoft Clarity — product analytics and session recording in the dashboard, with conversation content masked.
• Cloudflare Turnstile — bot protection on sign-up.
• Meta and Google — only when you connect those accounts to NeoMind.
• DataForSEO and SE Ranking — search keyword data; no personal information is sent.
• BytePlus ModelArk — image generation from text prompts.
• Google Analytics 4 — marketing-site analytics only, IP anonymised.

Connecting ChatGPT or Claude

NeoMind customers can connect their own ChatGPT (OpenAI) or Claude (Anthropic) account to NeoMind using the NeoMind connector at app.neomindhub.com/mcp. How to set it up is explained on our connector help page. Here is how it handles personal information:

• Only after you sign in and approve. The connector can’t access anything until a member of your business signs in with their NeoMind login and approves the connection on our consent screen. It only ever reaches that one business’s data, and only what that login can see.
• What it returns to the AI app. When you ask a question, the connector returns the information needed to answer it: your AI team’s activity, enquiries and conversations (which can include end-users’ names, contact details and messages), leads, and items waiting for your approval. It can also act on your instruction — approving or rejecting work, messaging an AI teammate, or marking a lead do-not-contact — under the same rules as the dashboard. It can’t change settings, billing or connected accounts.
• Processed by your AI provider. Once returned, that information is processed by OpenAI or Anthropic under your own account with them and their terms and privacy policy, not ours. Choosing to connect is your decision as the NeoMind customer.
• What we store. We keep only what’s needed to run the connection: access tokens stored as one-way hashes (never in readable form), and a connection record with the app’s name and the dates it was connected and last used. We keep these until the connection is revoked.
• Audit log. Actions taken through the connector are recorded in our audit log as done via ChatGPT or Claude.
• No sale, no training. We don’t sell data accessed through the connector, and we don’t use it to train AI models.
• Disconnecting. Revoke the connection at any time in NeoMind under Settings → Connected apps; it stops working straight away. Access also ends automatically if the person who connected it leaves your NeoMind team or your account is paused or closed.

Questions about the connector and your data can go to privacy@neomeric.com.

Connected accounts (Facebook, Instagram, Google, WordPress)

When you connect an outside account, we collect only what the features you switch on need:

• Facebook and Instagram (Meta): your Page’s name and ID, the linked Instagram account’s ID, an access token (encrypted), the permissions you granted, and the app-scoped ID of the Facebook login that connected it (so we can act on a deletion request). We also hold the posts we publish for you; the comments, mentions and messages people send to your Page or Instagram account, including the name Meta shows for them; and, if you allow it, figures showing how your posts perform.
• Google: the email address of the Google account you connect, a refresh token (encrypted), and the Analytics property, Search Console site, Tag Manager container, Business Profile location or calendar you choose. We also hold the reporting data we read (such as website traffic, search queries and positions), the configuration changes we make with your approval, your Business Profile reviews, the calendar events and free/busy times we read or create for bookings, and the Google Drive files you choose to share with NeoMind.
• WordPress: your site address, an application credential (encrypted), and the posts and pages we create or update for you.

We use this data only to provide those features: drafting and publishing for you, answering your customers, and reporting to you. We do not sell it, use it for advertising, or use it to train generalised AI models. It is processed for us, under contract, by the providers listed under Third-party processors, including our hosting provider (Microsoft Azure, Australia region) and our AI model providers.

Deletion. Disconnecting an account under Settings → Integrations immediately deletes the credential we stored for it (an access token, refresh token or application password) and, for Facebook and Instagram, the copy of direct messages stored with that connection. For WordPress, also delete the application password in your WordPress profile. If you remove NeoMind from your Facebook account, Meta tells us and we delete or anonymise what we received through it, as listed on how to delete your Facebook and Instagram data; you can track progress with the confirmation code Facebook gives you. You can also ask us to delete a connection’s data at any time by emailing privacy@neomeric.com. Technical copies of the notifications platforms send us are trimmed within 30 to 90 days.

Google user data

NeoMind's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, for data we receive from Google:

• We use it only to provide or improve features you can see and use in NeoMind.
• We do not transfer it to anyone else, except as needed to provide those features, to comply with the law, to protect against fraud or abuse, or as part of a merger or sale of our business with your consent.
• We do not use it for advertising, and we do not sell it.
• No person at NeoMind reads it unless you ask us to (for example in a support request), it is needed for security or to comply with the law, or it has been aggregated and anonymised for internal operations.
• We do not use it to train generalised AI or machine-learning models.
• We do not use it to assess creditworthiness or for lending.

Retention

How long we keep transcripts depends on your plan: Solo 30 days, Duo 90 days, Squad 180 days. After the window, transcripts and escalation snapshots are hard-deleted. Aggregate metadata (counts, timestamps, costs) is kept indefinitely so reporting trends keep working over time. The full schedule lives in the Terms of Service.

Account data is kept while your account is active. If you cancel, your aggregate metadata is anonymised within 30 days. You can request full deletion at any time (see your rights, below).

Your rights

Under the Australian Privacy Act, you (and your end-users) have rights over personal information we hold. We honour these on request, free of charge, within a reasonable timeframe (typically 30 days).

Requests can come from a customer about their own data, or from an end-user about data your agents have captured about them. Send the request to privacy@neomeric.com and include enough information for us to find the relevant record.

Data breaches

If a notifiable data breach occurs — one likely to result in serious harm under the Privacy Act’s Notifiable Data Breaches scheme — we will notify the Office of the Australian Information Commissioner (OAIC) and any affected individuals as soon as practicable, with a description of the breach, the kinds of information involved, and recommended steps to protect themselves.

Changes to this policy

We may update this policy from time to time. Material changes (anything that affects how your personal information is collected, used or shared) trigger an email to active customers at least 30 days before they take effect, mirroring the notice we give for terms of service changes. Minor edits (typos, clarifications) may be made without notice. The version you’re reading is dated at the bottom.

How to contact us

For privacy questions or requests under this policy, email privacy@neomeric.com. For anything else, the contact form reaches the right team.

If we haven’t resolved a complaint to your satisfaction, you can lodge it with the Office of the Australian Information Commissioner at www.oaic.gov.au.

This Privacy Policy forms part of your agreement with Neomeric Pty Ltd alongside the Terms of Service. Last updated 23 October 2026.