Privacy Policy

Effective Date: October 15, 2025

1. Introduction

Hermann AI ("we," "our," or "us") operates the Hermann mobile application and website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-powered CRM assistant service.

Company Information:
Hermann AI
122 Scarboro Crescent
Toronto, ON M1M 2J2
Canada
Email: admin@hermannai.com

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, phone number, and authentication credentials
  • Voice Data: Audio recordings of your voice commands and interactions with Hermann
  • CRM Data: Information you input or authorize us to access from your connected CRM systems (Google Sheets, Salesforce, etc.)
  • Payment Information: Billing details processed through our payment provider (Stripe)
  • Communication Data: Messages you send to our support team

2.2 Automatically Collected Information

  • Device Information: Device type, operating system, unique device identifiers
  • Usage Data: Features used, interaction times, error logs, and performance data
  • Location Data: Approximate location based on IP address (we do not collect precise geolocation)

3. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve our voice-powered CRM assistant services
  • Process your natural language requests and execute CRM operations
  • Authenticate your identity and manage your account
  • Process payments and manage subscriptions
  • Send service-related notifications and updates
  • Provide customer support and respond to your inquiries
  • Detect, prevent, and address technical issues and security threats
  • Analyze usage patterns to enhance user experience
  • Comply with legal obligations

4. AI and Voice Data Processing

Important Notice About AI Training: We respect your privacy and DO NOT use your voice recordings, CRM data, or conversation history to train our AI models unless you explicitly opt-in and provide consent. Your data is processed solely to provide you with our services.

We use third-party AI services (including OpenRouter and various language models) to process your voice commands and natural language requests. These services process your data under strict contractual agreements that prohibit them from using your data for training purposes.

Voice recordings are temporarily stored to process your requests and may be retained for quality assurance and debugging purposes, but are automatically deleted after 90 days unless required for legal compliance.

5. Data Sharing and Disclosure

5.1 Third-Party Service Providers

We share your information with trusted service providers who assist us in operating our platform:

  • AI Processing: OpenRouter and language model providers for natural language processing
  • CRM Integration: Google Sheets, Salesforce, and other connected platforms
  • Payment Processing: Stripe for payment and subscription management
  • Cloud Infrastructure: Cloud hosting providers for data storage and processing
  • Email Services: Resend for transactional emails
  • Analytics: Service analytics and monitoring tools

5.2 Legal Requirements

We may disclose your information if required by law, legal process, or government request, or to protect the rights, property, or safety of Hermann AI, our users, or others.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Security

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

  • Encryption in transit (TLS/SSL) and at rest
  • Secure authentication using JWT tokens
  • Regular security audits and vulnerability assessments
  • Access controls and authentication requirements for our systems
  • Secure OAuth 2.0 integration with third-party CRM platforms

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:

  • Account Data: Retained until you delete your account
  • Voice Recordings: Automatically deleted after 90 days
  • Transaction Records: Retained for 7 years for tax and legal compliance
  • Usage Logs: Retained for up to 1 year for analytics and debugging

8. Your Rights and Choices

Depending on your location, you may have the following rights:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Portability: Request transfer of your data to another service provider
  • Objection: Object to processing of your information for certain purposes
  • Withdraw Consent: Withdraw previously given consent at any time
  • Opt-Out: Unsubscribe from marketing communications

To exercise these rights, contact us at admin@hermannai.com. We will respond within 30 days.

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, shared, or sold
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell your information)
  • Right to non-discrimination for exercising your CCPA rights

12. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including the rights listed in Section 8 above. Our lawful basis for processing your information includes:

  • Contract: Processing necessary to provide our services
  • Consent: Where you have given explicit consent
  • Legitimate Interests: For business operations and service improvement
  • Legal Obligation: To comply with applicable laws

13. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

  • Essential Cookies: Required for authentication and basic functionality
  • Analytics Cookies: Help us understand how users interact with our service
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but disabling certain cookies may limit functionality.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically.

15. Contact Us

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

Hermann AI
122 Scarboro Crescent
Toronto, ON M1M 2J2
Canada

Email: admin@hermannai.com

For support inquiries, visit our Support Page.