Privacy Policy

1. Who we are

CivilMind AI is provided by beejAUM Technology Group, Inc., located in New Jersey, United States. This Privacy Policy explains how we handle information when you use CivilMind AI. Questions and privacy requests may be sent to privacy@civilmind.ai.

2. Information we process

We process account and authentication information needed to create and secure your access, such as your user identifier, email address and verification status, session information, and account security state.

When you request an analysis, we process the engineering, technical, or business document you submit and the text extracted from it. We also process the resulting findings, risks, recommendations, priority assessment, confidence assessment, evidence relationships, and report presentation needed to return the generated analysis to you.

We process limited operational and security metadata, including generated run and document identifiers, analysis stage and outcome, timestamps and duration, bounded page, character, action, and result counts, retry state, error categories, entitlement and usage status, and technical diagnostics. We do not intend this metadata to contain document text or generated report content.

3. Default Non-Retention

CivilMind uses a Default Non-Retention model for submitted documents and completed analyses. CivilMind does not maintain a customer-accessible history of completed analyses, and the application does not intentionally persist submitted document content or completed analysis content after the active request and browser session. You are responsible for printing, downloading, or otherwise saving results that you need to retain.

Limited content-free operational metadata may be retained to control access and usage, maintain security, diagnose reliability, and document whether an analysis succeeded or failed. Current operational records include renewable active-run information, short-lived daily usage counts, and bounded terminal status records. Account status and entitlement records remain while needed to administer access.

Temporary processing may still occur in application memory, browser state, network transit, hosting systems, security systems, and third-party service infrastructure. Service providers may handle or retain information under their applicable terms, security practices, and legal obligations.

4. AI processing

CivilMind sends submitted document text and analysis instructions to OpenAI to generate the requested engineering review. Current requests use the OpenAI Responses API with the request option store: false. CivilMind does not currently opt in to voluntary sharing of OpenAI API inputs or outputs for model improvement.

These settings do not mean that all provider-side processing or retention is eliminated. CivilMind has not obtained or represented that a special provider retention exemption applies. OpenAI may process information according to its applicable API terms, policies, security practices, and legal obligations.

5. Other service providers

CivilMind uses Clerk for authentication and account security, Upstash for limited operational and account-control storage, and Vercel for application hosting and runtime processing. These providers process information as needed to deliver their services and may retain information under their own applicable terms, policies, and legal obligations.

6. Appropriate documents and use

CivilMind is intended for ordinary confidential engineering, technical, construction, and business documents that you are authorized to submit. You retain your rights in submitted documents and are responsible for having all ownership, permission, confidentiality, and other authority required to upload and process them.

Unless CivilMind expressly authorizes it in writing for a particular use, do not submit specialized sensitive or regulated information, including protected health information, payment-card data, government identification numbers, financial account credentials, export-controlled information, classified information, criminal-justice records, or similarly regulated personal data. Remove unnecessary personal information and secrets before submission.

7. How we use information

We use information to authenticate users, determine account eligibility, process requested analyses, display results, enforce usage and sequencing controls, secure and operate the service, troubleshoot failures, prevent misuse, comply with law, and communicate about service or privacy matters.

8. Security

We use administrative, technical, and operational safeguards designed to protect information, including authenticated access, verified-email and account-state checks, server-side entitlement controls, encrypted network connections, restrictive browser security headers, bounded operational records, and environment separation. No system, transmission, or storage method is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur.

9. Account deletion

CivilMind provides an authenticated mechanism for requesting deletion of your account. When an authenticated deletion request is accepted, applicable CivilMind-controlled account information is intended to be deleted within 48 hours under normal circumstances.

We may retain limited information when reasonably necessary for security, fraud prevention, abuse investigation, legal claims, regulatory or court obligations, billing, accounting, tax, audit, dispute resolution, or enforcement of agreements. Service providers may also retain information under their applicable terms and legal obligations. Deletion cannot remove copies you or others printed, downloaded, exported, or otherwise saved outside CivilMind.

10. Professional users and age

CivilMind is a professional and business service intended only for users who are at least 18 years old. It is not directed to children.

11. Privacy requests

To ask about this policy or request access, correction, or deletion relating to applicable CivilMind-controlled account information, email privacy@civilmind.ai. We may need to verify your identity and authority before acting on a request.

12. Policy changes

We may update this Privacy Policy as CivilMind, our service providers, or applicable requirements change. We will publish the revised policy with an updated effective date and provide additional notice when appropriate.