Privacy Policy

Firmtalk Data Insights (“Firmtalk,” “Firmtalk,” “we,” “our,” or “us”) builds Firmtalk, an operating system in which AI agents run the operational work of professional firms under authority each firm grants, measures and can withdraw. This Privacy Policy applies to firmtalk.ai and to any product, service or communication that links to it.

For questions about this policy or any of our data practices, contact us at hello@firmtalk.ai.

We collect information in three ways:

Information you provide. When you contact us, request a demonstration or create an account, you may share your name, work email address, phone number, firm or company name, role, and any message you send us.

Information collected automatically. To run and secure the website, our servers record your IP address, browser and device type, the pages requested and when. If, and only if, you accept analytics cookies, we also use PostHog to understand how the site is used: pages viewed, where you came from, approximate location (country), clicks and scrolling, and a recording of your visit in which anything you type into a form is masked. See “Cookies and analytics” below.

Information from integrations. If your firm connects Firmtalk to Microsoft 365, Google Workspace or other services, we process the data needed to deliver the integration you have asked for, in line with your firm’s configuration.

We use information to:

• Operate, secure, and improve our website and services.
• Respond to contact requests, demo enquiries, and support questions.
• Send you service updates, product announcements, and other communications you’ve opted into.
• Analyse aggregate usage to understand how our product is used and where it can be improved.
• Meet legal, regulatory, and contractual obligations.

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

We do not use Customer Data to train artificial-intelligence or machine-learning models for our benefit or for the benefit of any third party. Where the product uses third-party AI providers to deliver a feature you have asked for, we contract for terms that prohibit those providers from using your data to train their models.

We do not sell, license or otherwise make Customer Data available to AI companies for training, evaluation or benchmarking.

The list of AI and other subprocessors we use to deliver the platform is published at firmtalk.ai/subprocessors.

Customer data is stored on enterprise-grade cloud infrastructure with encryption in transit and at rest. Where your firm elects tenancy-resident storage (for example, within your own Microsoft 365 tenancy), the data remains under your control and subject to your tenancy’s security posture.

We operate on a principle of least privilege: access to production systems is restricted, audited, and reviewed regularly.

We share information only with service providers that help us operate the business, such as cloud hosting, email delivery and, where you have consented, analytics. They are bound by confidentiality and data-protection obligations and may use your information only to provide services to us. We do not sell personal information, and we do not share it for advertising.

We may disclose information if required by law, to protect our rights, or in connection with a corporate transaction such as a merger, acquisition or sale of assets. If ownership of the business changes, we will notify affected customers.

We use a small set of third-party service providers to host the website, send transactional email, prevent abuse, and operate the platform. Each subprocessor is bound by confidentiality, security and data-protection obligations. The current list is published at firmtalk.ai/subprocessors. We will provide reasonable advance notice of material changes to that list.

Depending on where you live, you may have rights under the Digital Personal Data Protection Act, 2023 (India), the GDPR, the UK GDPR, or comparable laws. These rights can include:

• Access a copy of the personal information we hold about you.
• Correct information that is inaccurate or out of date.
• Erase information we hold about you, subject to legal retention obligations.
• Port a copy of your information in a machine-readable format.
• Withdraw consent at any time where we rely on consent to process your information. Withdrawal does not affect processing carried out before withdrawal.
• Object to or restrict certain uses, including direct marketing.
• Complain to the Data Protection Board (India) or the equivalent supervisory authority in your country.

To exercise any of these rights, email hello@firmtalk.ai. We will respond within the timelines required by applicable law and confirm what action we have taken.

For grievances or queries relating to the processing of your personal data under the Digital Personal Data Protection Act, 2023, you may contact our designated Grievance Officer:

Grievance Officer, Firmtalk
Email: grievance@firmtalk.ai
Postal: Firmtalk Data Insights, Mumbai, Maharashtra, India

We acknowledge grievances within 72 hours of receipt and aim to resolve them within the period prescribed by applicable law. If you are not satisfied with our response, you may escalate to the Data Protection Board of India.

In the event of a personal-data breach that is likely to result in a risk to your rights, we will notify affected individuals and the relevant supervisory authority without undue delay, in line with the timelines required by the Digital Personal Data Protection Act, 2023 and other applicable laws. Notice will describe the nature of the breach, the categories of data involved, the likely consequences, and the measures we have taken or propose to take in response.

We keep this simple, and we ask before anything that is not needed to run the site. There are no advertising cookies on firmtalk.ai, no cross-site tracking, and nothing is sold.

• Your cookie choice (strictly necessary). When you choose “Accept all” or “Essential only,” we store that choice in your browser’s local storage so we do not ask again on every page. It holds only your choice and when you made it, and stays until you change it or clear your browser’s site data.
• Analytics, only if you accept. PostHog, our analytics provider, is not loaded at all until you accept analytics cookies. Once you do, it sets a first-party cookie and uses your browser’s storage to recognise your visits and sessions on this site, for up to one year. It records the pages you view, clicks, scrolling and a recording of your visit; anything you type into a form field is masked and never recorded. If you then submit one of our forms, your name, email address and organisation are linked to that visit so we can see which pages were useful. PostHog processes this data in the United States.
• Everything else is ours. The site’s fonts, images, videos and the Second Brain illustration are served from firmtalk.ai itself, so viewing them sends nothing to a third party.

Changing your mind. Choose “Cookie settings” at the foot of any page to see the choice again. Withdrawing consent stops analytics immediately; it does not affect what was collected before. You can also clear this site’s data in your browser at any time.

We retain personal information only for as long as it is needed to deliver our services, comply with legal obligations, resolve disputes, and enforce our agreements. Indicative retention periods:

• Contact-form submissions: 24 months in our mailbox and enquiry records, then archived or deleted.
• Demo and sales enquiries: the longer of 36 months or the life of the related opportunity.
• Account & Customer Data: retained for the duration of your contract and deleted or returned within 90 days of termination, unless a longer period is required by law.
• Backups: rotated on a 35-day cycle.
• Server and security logs: 12 months.
• Analytics data (only if you accepted analytics cookies): no longer than 12 months. See “Cookies and analytics.”

When information is no longer needed, we delete or anonymise it. Aggregate, anonymised data may be retained indefinitely for product analytics and benchmarking.

Our website and the enquiries you send through it are hosted in India (Mumbai). Some of our providers process information elsewhere: email is delivered through Google’s global infrastructure, and analytics, if you accept it, is processed by PostHog in the United States. Where we transfer personal data internationally, we rely on appropriate safeguards, including Standard Contractual Clauses, to protect it.

Firmtalk is a business-to-business service not directed at children. We do not knowingly collect personal information from anyone under 16.

We may update this policy to reflect changes to our practices, our services, or applicable law. When we do, we’ll revise the “last updated” date at the top of this page and, for material changes, notify affected users directly.