This Privacy Policy describes how Mainmo Pte. Ltd. (“we,” “us,” “our”) collects, uses, and protects your personal information when you use Headroom (“Headroom,” “the Service”).

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, and password

• Profile Information: Timezone, preferences, profile photo

• Content: Tasks, notes, voice recordings, and other data you input into the Service

• Payment Information: Billing details processed by third-party providers (we do not store full card numbers)

• Communications: Messages sent to support or feedback channels
  
  

Information Collected Automatically

• Usage Data: Features used, interactions, session duration, and performance metrics

• Device Information: Device type, operating system, browser type, and identifiers

• Log Data: IP address, timestamps, and referring URLs

• Cookies: Essential cookies used to maintain sessions and preferences (no third-party advertising cookies)
  
  

Information from Integrations

If you connect third-party services (e.g., Google Calendar, Gmail, Slack), we access only the data necessary to provide functionality.

This may include:

• Calendar events

• Email metadata (e.g., sender, subject, date)

• Messaging data
  
  

We do not access full email content unless explicitly enabled by you.
You can revoke access at any time.

2. How We Use Your Information

We use your information to:

• Provide, operate, and improve the Service

• Personalize your experience (e.g., AI nudges, task prioritization, scheduling)

• Process voice input and convert it into structured tasks

• Generate AI-powered suggestions and insights

• Send service-related notifications (e.g., reminders, updates)

• Respond to support requests

• Analyze aggregate usage trends (in anonymized form)

• Detect, prevent, and address fraud, abuse, or security issues
  
  

3. AI and Data Processing

Headroom uses artificial intelligence to analyze your inputs, tasks, and integrations in order to provide suggestions, summaries, and automation.

• Your content may be processed by AI models to generate outputs

• Voice recordings are transcribed and are not stored after transcription unless you choose to save them

• We do not use your personal content to train general-purpose AI models

• We may send data to third-party AI providers (e.g., OpenAI, Anthropic) solely to operate the Service
  
  

These providers are contractually restricted from using your data for their own training or purposes.

4. Data Sharing

We do not sell your personal data.

We may share information only in the following cases:

• Service Providers: Trusted vendors (e.g., hosting, analytics, payments, AI providers) under confidentiality obligations

• Legal Requirements: When required by law or legal process

• Business Transfers: In connection with a merger, acquisition, or sale of assets

• With Your Consent: When you explicitly authorize sharing
  
  

5. Data Storage and Security

We use industry-standard safeguards to protect your data, including:

• Encryption in transit (TLS 1.3)

• Encryption at rest (AES-256)

• Access controls and monitoring
  
  

However, no system is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your data:

• As long as your account is active

• As necessary to provide the Service
  
  

If you delete your account:

• Your personal data will be deleted or anonymized within 30 days, unless required by law
  
  

We may retain anonymized and aggregated data indefinitely for analytics.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access your data

• Correct inaccurate data

• Request deletion

• Request data portability

• Object to certain processing

• Withdraw consent
  
  

To exercise these rights, contact: hello@headroom.space

We will respond within 30 days.

8. International Data Transfers

Your data may be processed in countries outside your own.

We use appropriate safeguards, including:

• Standard contractual clauses

• Data processing agreements
  
  

9. Children’s Privacy

Headroom is not intended for users under 18.

We do not knowingly collect data from children. If we become aware of such data, we will delete it.

10. Third-Party Links

The Service may contain links to third-party services.

We are not responsible for their privacy practices. You should review their policies separately.

11. Changes to This Policy

We may update this Privacy Policy from time to time.

We will notify you of material changes. Continued use of the Service constitutes acceptance of the updated policy.

12. Contact

Mainmo Pte. Ltd.

Email: hello@headroom.space

Website: headroom.space