Privacy Notice

1. Scope and roles

This notice covers the public website, hosted Termnova application, support, evaluations, and related communications. It does not govern a customer’s independent privacy practices.

For website visitors, prospective users, and account administration, the operator generally decides why and how information is used. For contract files and related data submitted by an organization, the organization is generally the controller or business and Termnova acts as its processor or service provider under the applicable agreement.

2. Information collected

Information you or your organization provide

• Account and identity data, such as name, work email, organization, role, identity-provider identifiers, and membership status.
• Customer content, including contracts, amendments, order forms, questions, corrections, workflow assignments, comments, and uploaded evidence.
• Support, procurement, security-review, and other communications.
• Commercial and transaction details contained in an Order Form; Termnova does not currently provide public self-service checkout.

Information generated through use

• Authentication events, session and workspace identifiers, device and basic request information, IP address, timestamps, and security events.
• Searches, prompts, responses, citations, model and token measurements, processing status, audit history, and reviewer decisions.
• Document text, chunks, embeddings, extracted facts, obligations, versions, translations, and other derived artifacts needed to provide the service.

Termnova does not intentionally collect precise geolocation, advertising profiles, or payment-card numbers through the application.

3. How information is used

Information is used to provide, secure, administer, support, and improve Termnova; authenticate users; isolate organizations; ingest and analyze documents; answer questions; operate verification and obligation workflows; detect abuse; troubleshoot incidents; comply with law; and communicate about the service.

Where applicable, processing relies on performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, or consent when legally required. Customer content is not used to advertise to you. Any use of customer corrections for service evaluation or organization-specific examples remains subject to the customer agreement and configured tenant controls.

4. How information is disclosed

Information may be disclosed:

• Within your organization, according to roles, workspaces, assignments, and administrator settings.
• To hosting, database, storage, identity, communications, language-model, and embedding providers needed to deliver the service. Current categories and providers are listed on the Subprocessors page.
• To professional advisers or authorities when reasonably necessary to comply with law, protect rights and safety, investigate misuse, or establish or defend legal claims.
• In connection with a financing, acquisition, reorganization, or transfer of the service, subject to appropriate confidentiality and notice where required.

Termnova does not sell personal information for money or share it for cross-context behavioral advertising. If that practice changes, this notice and required choice mechanisms will be updated before the change takes effect.

5. Retention and deletion

Information is kept only as long as reasonably needed for the purposes above, the applicable customer agreement, configured retention rules, legal holds, security, dispute resolution, and legal obligations. Session records are short lived; customer documents and derived artifacts follow tenant retention and deletion controls. Backups may persist for a limited recovery period before aging out.

Deleting a source document may require deletion or recomputation of related chunks, embeddings, facts, obligations, and cached results. Legal holds and legitimate security records may delay or limit deletion.

6. Rights and choices

Depending on where you live, you may request access, correction, deletion, portability, restriction, objection, or an appeal; withdraw consent where processing depends on consent; and complain to a privacy regulator. Authorized agents may submit requests where permitted by law. Termnova will verify the requester and may route customer-content requests to the organization that controls the workspace.

See Data Rights Requests for the request process. You may also control essential session cookies by signing out or changing browser settings, although blocking them prevents authenticated use.

7. International transfers

Termnova is operated from the United States and service providers may process information in other countries. Where required, transfer safeguards will be addressed in the applicable customer agreement or data-processing terms. Privacy laws and government-access rules may differ from those in your country.

8. Security

Termnova uses administrative, technical, and organizational measures designed to protect information, including authenticated access, tenant-aware authorization, database isolation controls, audit events, and configurable encrypted object storage. No service can guarantee absolute security. Review the Security Overview for current controls and limitations.

9. Children

Termnova is a business service and is not directed to children under 16. The operator does not knowingly collect personal information from children through the service. Contact the operator if you believe a child has submitted information.

10. Changes and contact

Material changes will be posted here with a new effective date and, when appropriate, communicated to customer administrators. Questions and privacy requests can be sent through the operator contact form. Do not send contract text, credentials, or sensitive personal information in the initial message.