Privacy Policy

1. Introduction

Applied Musearch ApS (CVR nr. 45763773), a company registered in Denmark with its registered address at Klitrosevej 11, 8200 Aarhus N, Denmark, operating under the brand name Joana ("Company," "we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Joana AI service ("Service"), our website, and any related applications. By using the Service, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

• Account information: name, email address, and payment details when you sign up or subscribe.
• Email account access: when you connect your Gmail or Outlook account, we access your email messages, contacts, and metadata as necessary to provide the Service.
• Voice input: audio recordings or transcriptions when you use voice features to compose emails.
• Communications: any messages you send to us (e.g., support requests).

2.2 Information Collected Automatically

• Usage data: pages visited, features used, time spent, clicks, and other interaction data.
• Device information: browser type, operating system, device identifiers, and IP address.
• Cookies & tracking technologies: we use cookies, pixels, and similar technologies to analyze usage and deliver advertising. See Section 7 for details.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service, including generating AI-powered email drafts and replies.
• Process your subscription, payments, and manage your account.
• Communicate with you about your account, updates, and promotional offers.
• Monitor and analyze usage patterns to improve user experience.
• Detect, prevent, and address fraud, abuse, or technical issues.
• Comply with legal obligations and enforce our Terms & Conditions.

4. Email Data Processing

To provide the Service, we access and process data from your connected email account. We want to be transparent about how this works:

• Email content is processed in real time to generate summaries, suggested replies, and other AI features.
• We do not store the full content of your emails on our servers beyond the temporary processing window required to deliver the Service.
• We do not sell, rent, or share your email content with third parties for advertising or marketing purposes.
• We do not use your email content to train general-purpose AI models.
• You can disconnect your email account and revoke access at any time through your account settings or by revoking permissions directly in your email provider.

5. Data Sharing & Disclosure

We do not sell your personal information. We may share your information in the following limited circumstances:

• Service providers: trusted third-party vendors who assist in operating the Service (e.g., payment processors, email delivery services, cloud hosting). These providers are contractually obligated to protect your data and use it only for the purposes we specify.
• Legal requirements: when required by law, regulation, legal process, or governmental request.
• Protection of rights: to enforce our Terms, protect our rights, privacy, safety, or property, or that of our users or the public.
• Business transfers: in connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encrypted connections (TLS/SSL) for all data in transit.
• Encryption at rest for stored data.
• Access controls limiting who within our organization can access your data.
• Regular security audits and monitoring.

While we take reasonable precautions, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

7. Cookies, Pixels & Advertising

We use cookies, tracking pixels, and similar technologies for the following purposes:

• Essential cookies: required for the Service to function properly (e.g., authentication, session management).
• Analytics: to understand how visitors interact with our website and improve the user experience.
• Advertising: we use the Meta (Facebook) Pixel and Meta Conversions API to measure the effectiveness of our advertising campaigns. This may involve sending hashed (anonymized) identifiers such as your email address to Meta for conversion tracking and ad optimization.

You can manage cookie preferences through your browser settings. Disabling cookies may affect the functionality of the Service.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. We may also retain certain information as required by law, to resolve disputes, or to enforce our agreements. When your data is no longer needed, we will delete or anonymize it in accordance with our data retention practices.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: request a copy of the personal data we hold about you.
• Correction: request that we correct inaccurate or incomplete data.
• Deletion: request that we delete your personal data, subject to legal retention requirements.
• Portability: request a copy of your data in a structured, machine-readable format.
• Opt-out: opt out of marketing communications at any time by clicking the unsubscribe link in our emails.

To exercise any of these rights, contact us at hello@joanaai.com. We will respond within 30 days.

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will take steps to delete it promptly.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable law.

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to read their privacy policies before providing any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a revised "Last updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Applied Musearch ApS
CVR nr. 45763773
Klitrosevej 11, 8200 Aarhus N, Denmark
Email: hello@joanaai.com