Privacy policy

Nemphi is a complete business solution, operated with agent-based AI automation. This policy describes what information we collect, how we use it, and the choices you have when you use our website (www.nemphi.com), the web application (app.nemphi.com), the mobile and desktop applications, the API (api.nemphi.com), the MCP endpoint, the site editor (studio.nemphi.app), websites hosted on nemphi.app, and related services (the Service).

The Service is built for businesses and the people who run them; it is not designed for anyone under 18. By creating an account or using the Service, you agree to the practices described here. If you do not agree, do not use the Service.

The data controller is Nemphi Group S.A.S. (Nemphi).

Privacy questions: [email protected].

We collect the information needed to operate your workspace and our site:

• Account and profile: name, email address, avatar, language, time zone, and security credentials (password, two-factor codes, passkeys). If you sign in with Google, Microsoft, or your organization's identity provider (SAML or OIDC single sign-on, SCIM provisioning), we receive the identifier, name, and email that provider shares.
• Workspace data: company information, parties, documents, journal entries, invoices, payments, payroll, inventory, projects, calendars, website content, and other records you or your agents upload or generate on the platform.
• Connected communications: email (Gmail or Microsoft 365), calendars (Google or Outlook), WhatsApp, Instagram and Facebook direct messages, and any Instagram, Facebook, LinkedIn, or TikTok accounts you connect, as described in sections 6 and 7.
• Calls: when you create a call, we keep who created it, who joined, and when. A guest who joins through a link without an account gives us only their name. New Nemphi meetings and internal conversation calls are recorded automatically. We store their recordings in the workspace, along with chat, transcripts, summaries and follow-up items. Participants see a recording notice before joining. Recordings count toward workspace storage.
• Voice dictation: if you dictate a chat message, the audio is sent to a transcription provider (xAI) through our AI gateway and we receive the text. We do not store the audio.
• Service usage: action ledger entries, tool invocations, agent runs and traces, approvals, AI model consumption, and technical logs (IP address, browser type, timestamps) for security, diagnostics, usage metering, and compliance.
• Product analytics: usage events, page views, performance, and errors from the web and mobile applications, through PostHog, associated with your account (name and email). We also capture session recordings of those applications' interface to diagnose errors.
• Visitors to our website: on www.nemphi.com we measure page views, the referring page, browser and device type, performance, and errors, through PostHog (section 10). We do not record sessions on the site.
• Contact requests: if you write to us or leave your details in a contact or access form, we keep your name, email, company, message, and language, along with the IP address and browser you sent it from, to limit abuse.
• Visitors to your websites and public pages: for the sites you publish on nemphi.app or your own domain, we record the page visited, the referring page, the browser, the country, campaign parameters, and an identifier that changes every day; we do not store the plain IP address. What a visitor submits in your forms or when booking an appointment (name, email, phone, and message) is saved as a contact in your workspace.
• Support: the content of tickets and conversations you open with our team.

We use information to:

• Provide, maintain, and improve the Service.
• Run AI agents and tools on your behalf, respecting your workspace autonomy and approval policies.
• Process documents, generate accounting drafts, invoice, reconcile payments, sync email and calendars, reply to messages, and deliver other product capabilities.
• Send transactional email (verification, invitations, approval alerts, support replies) from the nemphi.email domain, and receive the documents you send to your intake address on that domain.
• Reply to people who contact us and understand how our website is used.
• Meter Service usage and model cost per workspace.
• Detect abuse, fraud, and security incidents.
• Meet legal obligations.

We do not use your workspace data to train general-purpose AI models for other customers. Language-model processing is limited to operating the Service for your organization. Model requests pass through our own AI gateway, which does not keep their content; we record usage metadata (model, token counts, and cost) to meter consumption.

Nemphi uses AI models to classify documents and emails, propose journal entries, draft responses, analyze conversations from your channels (for example, to estimate sentiment or purchase intent and propose CRM opportunities), and chain tools. Actions with financial or external effect are governed by your workspace policies and, by default, require human approval before they execute.

To complete company information in your CRM, we query a web search provider (Exa) with the company's domain and keep the public details it returns.

Every invocation is recorded in the append-only action ledger with actor, input, and output. You can review that activity inside the application.

If you connect Gmail or Microsoft 365, Nemphi accesses your mailbox only with the permissions you authorize. Depending on your workspace configuration, we may:

• Read messages to show them in the integrated mail inbox and extract attachments or metadata relevant to your operation.
• Store messages so the inbox and AI features work without re-downloading every message on each visit. Message bodies and access tokens are stored encrypted at rest (AES-256-GCM); headers (sender, recipients, subject, and a snippet) are stored to show and search the inbox.
• Tag or classify messages with AI for your own mailbox.
• Mark messages as read at your provider only if you enable that option (available today for Gmail). Otherwise we do not modify your mailbox.

Calendars connect with a separate consent. Sync is two-way: events you create or change in Nemphi are written to your calendar after the approval you configure, and your provider may notify attendees.

You can disconnect an account at any time; when you do, we delete the stored messages and tokens for that connection. Interactions already recorded on the CRM timeline remain, as does anything we must retain for legal obligations or aggregated audit records.

If you connect a WhatsApp number, we store inbound and outbound messages with your contacts, including attachments, to show you the conversations and let your agents reply. Messages are sent through Meta's WhatsApp API.

If you connect an Instagram, Facebook, LinkedIn, or TikTok account, we import its post history (text, links, media, and engagement metrics) and keep it current to plan and measure your marketing; for Instagram and Facebook we also store direct messages so you can answer them from Nemphi. If you connect Meta Ads or Google Ads accounts, we read campaign settings and reports.

If you send email campaigns from Nemphi, we send them through Amazon SES and measure deliveries, opens, and clicks.

You are responsible for having consent from the people you message through these channels and for following each platform's policies.

The websites you create are published on a nemphi.app subdomain and, if you configure one, on your own domain, and are delivered through Cloudflare's network. Content you publish is public by definition. When a site has a members area, we set a session cookie in the member's browser. If you add a third-party analytics tag to your site (for example, Google Analytics), that tool handles your visitors' data under its own terms.

If you buy a domain from the platform, the registration is made through our account at the registrar (Cloudflare Registrar) on your behalf and for your use, at the price you approved before the purchase.

Calls run through our own media server on Railway, which also records them and transcribes them live through our AI gateway; WhatsApp calls also use Cloudflare's TURN service. When a call ends, we keep its recording in our file storage, where it counts toward workspace storage.

We do not sell your information. We share data only when necessary to operate the Service, with these subprocessors:

• Railway (United States, Northern Virginia): hosting for the platform and the website, primary database, file storage, and technical logs.
• Cloudflare (United States and global network): delivery of hosted websites, custom domains, domain registration, WhatsApp calls, and classification of emails and conversations.
• Amazon Web Services (United States): sending and receiving transactional email and, if you use them, email campaigns.
• PostHog (United States): website and product analytics, performance, error tracking, and application session recordings.
• OpenAI, Anthropic, and xAI: language models, embeddings, and voice transcription, through our AI gateway.
• Exa: web search to complete company information.
• Google, Microsoft, Meta, LinkedIn, and TikTok: sign-in, email, calendar, WhatsApp, social accounts, and advertising, depending on the integrations you connect.
• E-invoicing providers (Factus, Siigo, or Alegra) and payment gateways (Wompi or Mercado Pago), when you connect them.
• Authorities, when required by law or to protect rights, safety, and integrity of the Service.

We will notify you when this list changes materially. You can request the current version at [email protected].

In the application we use first-party cookies that the Service needs: session, selected workspace, pending invitation, two-factor verification, language, theme, time zone, and sidebar state. Some interface preferences (for example, call settings or a table's columns) are kept in your browser's local storage.

In the application and on www.nemphi.com, PostHog keeps its own identifier in your browser (a cookie and local storage) to measure usage, performance, and errors. It is served from our own domain and is not used for advertising. You can clear or block it in your browser without losing access to the site.

We do not use advertising cookies or third-party tracking cookies. The screen for connecting WhatsApp loads the Facebook SDK, which is subject to Meta's privacy policy. To show company logos in your CRM, your browser may load their icons from Google's favicon service using each company's domain.

We retain information while your account is active and for the additional time needed to meet legal obligations, resolve disputes, and maintain audit records.

An owner can delete the workspace from settings. The workspace is locked for a 30-day grace period during which the deletion can be cancelled; after that, we delete its data. Some copies may remain in backups and technical logs for a limited time until they are overwritten. A deleted website has a 7-day grace period. Some accounting records may be kept in aggregated or anonymized form where the law requires it. To delete your personal account, contact us.

We apply encryption in transit, encryption at rest for mail content and integration credentials, two-factor authentication and passkeys, role-based access controls, per-workspace isolation on every query, and append-only logging on critical paths. A copy of your workspace records is kept in an analytics lake that can only be queried with your workspace filter applied. No system is perfectly secure; report incidents to [email protected].

Depending on your jurisdiction, you may have the right to access, correct, delete, object to, or restrict certain processing, and to request portability. To exercise these rights, email [email protected]. We will respond within a reasonable time and may ask you to verify your identity.

In Colombia, these rights are governed by Law 1581 of 2012, and you may file a complaint with the Superintendence of Industry and Commerce (SIC). If you are in the European Union or the United Kingdom, you may also lodge a complaint with your data protection authority.

We operate on infrastructure in the United States (primarily Northern Virginia), on Railway and Amazon Web Services; hosted websites and WhatsApp calls also use Cloudflare's global network. When we transfer data outside your country, we apply appropriate contractual and technical safeguards.

We may update this policy. We will post the current version at www.nemphi.com/legal/privacy with the last-updated date. If changes are material, we will notify you by email or inside the product.