Privacy Policy

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1. What We Collect

Information You Provide

• Account information: Your name, email address, and professional profile (e.g., tax professional, accountant)
• Organization details: Firm name and your role within it, if applicable
• Settings and preferences: Your hourly rate (used for time-saved calculations), triage preferences, and feature toggles
• Feedback and corrections: When you correct a classification or edit a draft, we store the correction to improve your experience

Information We Access Through Google

When you connect your Google account via OAuth, we access:

• Gmail: Email headers (sender, recipient, date), labels, message metadata, and content needed to provide Nomo AI features. Stored Gmail-derived data is encrypted at rest and in transit and firm-scoped. Disconnecting stops access and sync but does not delete stored data. Personal account data is deleted within 30 days after you request deletion or close your account; firm-owned client data is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it. Encrypted backups are purged on their regular backup cycle.
• Client documents: If your firm turns on client-document storage and you choose to save a document, Nomo AI stores that document's extracted text encrypted, with your firm's consent. Personal account data is deleted within 30 days after you request deletion or close your account; firm-owned client data is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it. Encrypted backups are purged on their regular backup cycle.
• Google Contacts: Names and email addresses of your contacts, used to identify known clients and senders.
• Google Calendar: Event times, attendee information, and your timezone setting. Used to detect meeting-related emails and ensure accurate date/time handling. When you explicitly ask Nomo AI to hold time, it creates events on calendars you own; every event Nomo AI creates is tagged "[Scheduled by Nomo AI]" and Nomo AI will never modify or delete an event it did not create.
• Profile: Your Google email address and display name for account creation.

The specific OAuth scopes Nomo AI requests are: gmail.modify, gmail.labels, contacts.readonly, calendar.readonly, calendar.events.owned, userinfo.email, and userinfo.profile. These are shown on the Google consent screen when you connect your account.

Information We Access Through Microsoft

If you sign in with Microsoft on research.getnomo.ai or app.getnomo.ai, we receive your name and email address. If you connect a Microsoft 365 mailbox on app.getnomo.ai, we also access:

• Outlook and Exchange mail: Email headers (sender, recipient, date), message metadata, and content needed to provide Nomo AI features. By default, this mail is processed in memory and is not stored. Nomo AI stores it only if you turn on a client-record or CRM storage feature (stored content). Stored content is encrypted at rest and in transit and firm-scoped. Disconnecting stops access and sync but does not delete stored data. Personal account data is deleted within 30 days after you request deletion or close your account; firm-owned client data is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it. Encrypted backups are purged on their regular backup cycle.
• Mailbox settings: Read access to mailbox settings, such as time zone.
• Contacts: Names and email addresses of your contacts, used to identify known clients and senders.
• Calendar: Event times and attendee information, read only. Used to detect meeting-related emails and ensure accurate date and time handling.
• Profile: Your name and email address for sign-in and account creation.

The specific Microsoft Graph scopes Nomo AI requests are: openid, profile, email, offline_access, User.Read, Mail.ReadWrite, Mail.Send, MailboxSettings.Read, Contacts.Read, and Calendars.Read. These are shown on the Microsoft consent screen when you connect your account.

Nomo AI uses Microsoft mailbox access to triage your mail, write drafts, and send approved client-portal template messages from your mailbox. Nomo AI writes drafts; you decide what to send.

Information We Generate

• Triage classifications: Urgency, relevance, and intent labels assigned to each email
• Action summaries: A short plain-English sentence describing what each email needs or is about, generated from the email and stored alongside its triage result for panel display and learning
• Engagement records: If your firm uses Nomo AI's engagement-letter workflow, we keep the approved letter, signer and submission status, the signed letter, and the signature certificate and audit evidence as records of the engagement.
• Usage metrics: Emails processed, drafts generated, credits consumed, time-saved estimates
• LLM call logs: Which AI model was used, token counts, response times, and cost — but never the content of the request or response

2. What We Do Not Collect or Store by Default

• Gmail-derived data outside your firm: We do not use Gmail-derived text outside your office location or to train general AI models.
• Email passwords: We use Google OAuth to connect Gmail. Your Gmail password is never transmitted to or stored by Nomo AI.
• Sensitive identifiers sent to AI providers: Social Security Numbers, Employer Identification Numbers, ITINs, dates of birth, and bank account numbers in text are automatically redacted before external AI processing. If text redaction fails, the request is aborted. Scanned images and photos are never sent to AI providers. Nomo AI reads them on its own servers and sends only the extracted text, scrubbed the same way as email.
• Engagement data sent to the e-sign provider: For an engagement letter, the hosted e-sign provider receives the approved engagement-letter PDF, signer names and email addresses, signing roles, and a Nomo AI correlation identifier. Nomo AI does not send the client's tax return or extracted Return Profile to the e-sign provider.
• Human access to your email: Nomo AI staff do not read your email content except with your explicit permission, such as a support request about a specific message; to investigate abuse or a security issue; to comply with law; in aggregated, de-identified form for internal operations; or, if you agree, to review de-identified stored questions as described in Section 8.

3. How We Use Your Information

• Inbox classification: To prioritize and categorize your incoming email by urgency, relevance, and intent
• Draft generation and approved sending: To prepare email responses for your review and, if you turn on templated sending and approve templates or workflows in advance, to personalize and send messages within that approval
• Engagement letters: To prepare an approved engagement letter for electronic signature, create a Gmail draft containing the approved PDF and signing link, and keep the completed engagement record. Nomo AI creates the draft; the CPA reviews and sends it.
• External forwarding: If you set up forwarding to an address outside your firm, Nomo AI sends the full original email thread and attachments — unredacted — from your own Gmail account to the recipient you choose. You are responsible for having any required client consent (for example, under IRC §7216) before forwarding client information outside your firm.
• Meeting Intelligence: If you turn on Meeting Intelligence, transcripts you provide are sent (PII-scrubbed) to our AI providers to extract facts for your client records. We store the extracted facts, not the transcript.
• Tax research: To answer tax-related questions with relevant context and guidance
• To serve you, such as answering questions, drafting replies, and keeping track of and delivering client work, we store what you connect or share with Nomo AI, like emails, meeting notes, and client documents. It's encrypted, and personal identifiers are removed unless your work needs them. Questions you type into Nomo AI help us improve it for everyone. Data from your Google account is used only for you and others at your office location, and never to train general AI models. Client work belongs to your firm and stays with it if you leave or disconnect. When you close your account, we delete your personal account data within 30 days. If your firm leaves Nomo AI, we delete its data within 60 days, giving your firm time to export it.
• Learning and improvement: We may also use aggregated, de-identified usage signals, such as how often users correct a category — never email content — to improve our rules and prompts. We do not use them to train AI models.
• AI training: We do not use data obtained through Google Workspace APIs (such as Gmail) to develop, improve, or train generalized/non-personalized AI or machine-learning models, and we do not allow our AI providers to do so.
• Usage tracking: To calculate credits consumed, generate time-saved reports, and monitor system performance
• Account management: To manage your subscription, organization membership, and feature access

4. Sharing within your firm

If you use Nomo AI as part of a firm, client information Nomo AI builds from your work — such as client records, stored questions and answers, saved client documents, and templates — is shared with other Nomo AI users at your firm location who work with that client. Other locations of your firm can see it only if your firm turns that on. It is never shared with separate firms, including independently owned offices of the same brand. Nomo AI does not give other users at your firm access to your inbox.

If you leave or delete your account, your personal account data is deleted as described in our retention section. Client records shared with your firm may stay with your firm after you leave.

5. Chrome Extension

The Nomo AI Chrome Extension is the primary way you interact with Nomo AI on desktop. The extension uses the following browser permissions:

• Side Panel (sidePanel): Displays the Nomo AI triage panel alongside Gmail
• Active Tab (activeTab): Detects which email you are currently viewing so the panel can show relevant context
• Storage (storage): Saves your authentication state and preferences locally in your browser
• Identity (identity): Initiates Google OAuth sign-in so you can connect your Gmail account
• Alarms (alarms): Schedules periodic background tasks — refreshing the urgent-email badge count and checking for extension updates
• Notifications (notifications): Sends desktop notifications when Nomo AI detects time-sensitive inbox signals, such as a client whose tone has shifted from neutral to frustrated

The extension communicates only with Nomo AI's backend server (app.getnomo.ai) and Google's OAuth services. No data is sent to any other destination. The extension itself does not access or process email content — it sends only the identifier of the email you are viewing to the backend, which handles all email processing server-side under the policies described in this document.

6. Third-Party Services

We share limited data with the following services to operate Nomo AI:

AI Providers

We send PII-scrubbed text to the AI providers below. Scanned images and photos are never sent to them; Nomo AI reads scans on its own servers and sends only the scrubbed text. Names, addresses, and amounts may remain in that text.

• Anthropic: email text, your questions, and documents you choose to have read. Our primary AI for triage, drafting, tax research, and reading documents. https://www.anthropic.com/privacy
• OpenAI: email text and your questions, never documents. Backup for triage and drafting, plus some research and chat features. https://openai.com/policies/privacy-policy
• Google Gemini: research questions and conversation context, never documents. An optional model for some research answers. https://policies.google.com/privacy
• TypeSafe: text from emails and from documents clients upload through your firm's client portal, never images or whole files. Classifying emails and documents, such as sorting your inbox, spotting phishing, and identifying tax forms. https://typesafe.ai/legal/privacy-policy

These providers process this data under their standard commercial API terms, which do not allow them to train their models on our data. They may retain data briefly under those terms. TypeSafe may keep the text as long as it needs to run its service, and may keep usage records, such as classification results.

Stripe (Payments)

• What Stripe receives: Your billing name, email address, plan, and payment details. Card data is handled by Stripe and never stored by Nomo AI.
• Purpose: Processing subscription payments.

Sentry (Error Monitoring)

• What we send: Error diagnostics and an internal user ID. We do not send email content.
• Purpose: Detecting, diagnosing, and fixing application errors.

Cloudflare (Network and Security)

• What Cloudflare receives: All traffic to our sites and app passes through Cloudflare for security and performance.

Resend (Email Delivery for Nomo AI Notices)

• What we send: The recipient's email address, inviter or firm name, and invite links for account invitations and service notices we send you.
• Purpose: Delivering Nomo AI's own account invitations and service notices.

Slack (Internal Operational Alerts)

• What we send: Account identity details, including name, email address, and organization, for operational alerts to the Nomo AI team. We never send email content.
• Purpose: Alerting our team to operational events.

Microsoft (Optional Sign-In and Mailbox Connect)

• What we access: Your name and email address when you sign in with Microsoft on research.getnomo.ai or app.getnomo.ai. If you connect a Microsoft 365 mailbox on app.getnomo.ai, mail, mailbox settings, contacts, and calendar as described in Section 1.
• What we store: OAuth access and refresh tokens (encrypted at rest in our database)
• Purpose: Signing you in to the research portal and the Nomo AI application, and providing mailbox features when you connect a Microsoft 365 mailbox on app.getnomo.ai.

PostHog (Product Analytics — inside the Nomo AI application)

• What we send: Product usage events (e.g., "email triaged," "draft generated"), feature engagement, and anonymized performance metrics
• What we don't send: Email content, client information, or PII beyond your email address for user identification
• Purpose: Understanding product usage, improving features, monitoring system health

Google Analytics and Google Tag Manager (Website Analytics — getnomo.ai and research.getnomo.ai only)

• Where this applies: getnomo.ai and research.getnomo.ai only. These services are not present in the Nomo AI application, in the Chrome extension, or anywhere your email is processed. They never touch email content, client data, or any information from your connected Gmail account.
• What we send: Standard web analytics for visitors to our marketing pages — pages viewed, approximate location derived from IP address, referring source, device and browser type, and whether a visitor submitted our early-access form (we record the professional role and firm name entered on that form, never the name or email address).
• What we don't send: Email content, client information, your Gmail data, or any personal identifier you have given us.
• Cookies: Google Analytics sets cookies on getnomo.ai and research.getnomo.ai to distinguish visitors and measure sessions. These are analytics cookies on getnomo.ai and research.getnomo.ai only; the Nomo AI application itself uses no cookies for authentication (see Section 7).
• Purpose: Understanding how people find and navigate our marketing site so we can improve it.
• Your control: You can opt out of Google Analytics on any website using Google's browser opt-out add-on, or by blocking analytics cookies in your browser. Opting out does not affect your use of Nomo AI.

HubSpot (CRM and Website Visitor Tracking)

• What we send: Your email address, name, professional profile, plan tier, and lifecycle events (e.g., "trial started," "subscription activated")
• What we don't send: Email content, client information, triage data, or any PII beyond basic account details
• Website tracking: HubSpot's tracking script also runs on our marketing website (getnomo.ai) and sets a cookie so that if you later submit our early-access form, we can attribute the enquiry to the page or campaign that brought you. This applies to getnomo.ai and research.getnomo.ai only, not to the Nomo AI application.
• Purpose: Managing our relationship with you — onboarding, support, and communication

The Google Analytics, Google Tag Manager, and HubSpot website tracking described above also apply to our tax research portal at research.getnomo.ai.

Google (OAuth and APIs — the Nomo AI application)

• What we access: Gmail messages, contacts, and calendar events as described in Section 1
• What we store: OAuth access and refresh tokens (encrypted at rest in our database)
• Purpose: Reading your email, applying labels, creating drafts, sending mail you approved, including forwarding rules you've set up or unsubscribe requests you turned on, detecting calendar signals, and identifying known contacts

DocuSeal (Hosted Electronic Signatures)

• What we send: The approved engagement-letter PDF; each signer's name, email address, and signing role; and a Nomo AI correlation identifier used to match the signing record to the engagement.
• What we do not send: The client's raw tax return, extracted Return Profile, or other client-file documents.
• What comes back: Signing status and event timestamps, the completed signed PDF, and the signature certificate and audit evidence. The certificate can include signer email addresses, signatures, IP addresses, device or browser information, and signing-event timestamps.
• How the request is delivered: DocuSeal's request, reminder, and completion emails are disabled for this workflow. Nomo AI prepares a Gmail draft with the approved PDF and signing link; the CPA reviews and sends it.
• Purpose: Collecting electronic signatures on an engagement letter the firm approved and returning evidence of that signature.
• Their privacy policy: https://www.docuseal.com/privacy

Amazon Web Services (AWS) (Infrastructure)

• What is hosted: Our application server (AWS ECS Fargate) and PostgreSQL database (Amazon RDS)
• Location: United States
• Purpose: Hosting and running the Nomo AI service
• Their privacy notice: https://aws.amazon.com/privacy/

7. Data Security

• Encryption in transit: All data transmitted between your browser, our servers, and third-party services uses HTTPS/TLS encryption
• Encryption at rest: OAuth tokens, API keys, saved client documents, and stored Gmail-derived content are encrypted at rest
• Authentication: Token-based authentication with automatic expiry. No cookies are used for authentication.
• PII redaction: Automatic detection and redaction of SSNs, EINs, ITINs, dates of birth, and bank account numbers in text before external AI processing. If text redaction fails, the request is aborted. Scanned images and photos are never sent to AI providers. Nomo AI reads them on its own servers and sends only the extracted text, scrubbed the same way as email.
• Access control: Database access is restricted to application-level queries with parameterized SQL. No direct database access is exposed externally.
• SOC 2: Certification is on our near-term roadmap.

8. Data Retention

• Account data (client records shared with your firm stay with your firm; see Sharing within your firm): Retained while your account is active. Personal account data is deleted from our active systems within 30 days after you ask us ([email protected]) or close your account. Firm-owned client data is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it; encrypted backups are purged on their regular backup cycle.
• Triage results: Retained while your account is active to power learning and accuracy improvements. Disconnecting stops access and sync but does not delete stored results. Personal account data is deleted within 30 days after you ask us ([email protected]) or close your account. Firm-owned client results are deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export them; encrypted backups are purged on their regular backup cycle.
• LLM call logs: Retained for cost monitoring and system performance analysis. They are deleted from our active systems promptly after you ask us ([email protected]) or close your account, and within 30 days at most; encrypted backups are purged on their regular backup cycle.
• Stored content: Content you connect or share with Nomo AI, including Gmail-derived questions, answers, corrections, and client context, is encrypted and retained to serve you and others at your office location. Disconnecting stops access and sync but does not delete stored content. Personal account data is deleted within 30 days after you ask us ([email protected]) or close your account. Firm-owned client content is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it; encrypted backups are purged on their regular backup cycle.
• Engagement records: The approved letter, signer and submission metadata, signed PDF, and signature certificate and audit evidence are retained under your firm's engagement custody and retention terms. The hosted e-sign provider may also retain the submission, signed document, and audit record under that provider account's settings and policy. Archiving a provider submission is not the same as deleting it, so Nomo AI does not promise a provider-side deletion date that has not been verified for the account.
• Feedback and corrections: Retained while your account is active to maintain features for you and your firm. Disconnecting stops access and sync but does not delete stored feedback or corrections. Personal account data is deleted within 30 days after you ask us ([email protected]) or close your account. Firm-owned client feedback and corrections are deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export them; encrypted backups are purged on their regular backup cycle.

9. Your Rights and Controls

• Disconnect: You can revoke Nomo AI's access to your Google account at any time from your Google Account settings or through Nomo AI's settings. Nomo AI organizes your mail with labels and archiving, and never deletes your mail. Disconnecting stops Nomo AI's access to your account; labels Nomo AI applied stay in place. You can revoke Nomo AI's access to your Microsoft account by disconnecting in Nomo AI or at https://myapps.microsoft.com. Disconnecting your Microsoft account stops access and sync but does not delete stored data. Personal account data is deleted within 30 days after you request deletion or close your account; firm-owned client data is deleted within 60 days after your firm leaves Nomo AI, giving the firm time to export it. Encrypted backups are purged on their regular backup cycle.
• Data deletion: Your personal account data is deleted from our active systems within 30 days after you ask us ([email protected]) or close your account. Firm-owned client data stays with the firm and is deleted within 60 days after the firm leaves Nomo AI, giving it time to export the data; encrypted backups are purged on their regular backup cycle.
• Data export: Contact us at [email protected] to request an export of your personal data.
• Correction: You can correct any classification at any time through the correction interface.
• Feature controls: If you turn them on, you can turn optional templated sending and client-record or CRM storage features off at any time. You can see every email Nomo AI sends.

10. California Privacy Rights (CCPA)

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

• Right to Know: You can request what personal information we collect, use, and disclose about you. See Sections 1–6 of this policy for a complete description.
• Right to Delete: Your personal information is deleted from our active systems promptly after you ask us ([email protected]) or close your account, and within 30 days at most; encrypted backups are purged on their regular backup cycle.
• Right to Opt-Out of Sale: Nomo AI does not sell your personal information. We have never sold personal information and have no plans to do so.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

Categories of personal information we collect: Identifiers (name, email address), professional information (role, organization, hourly rate), billing information (billing name, email address, plan, and payment details processed by Stripe; Nomo AI does not store card data), internet activity (product usage events, feature engagement, and — for visitors to our marketing website — pages viewed, referring source, and device type), geolocation (approximate location derived from IP address on our marketing website), inferences (triage classifications generated from your email metadata), personal communications and attachments you connect or share with Nomo AI, extracted Meeting Intelligence facts, and PII-scrubbed client questions with Nomo AI's answers.

Categories of personal information we share with service providers: Identifiers and internet activity with PostHog (product analytics) and HubSpot (CRM and marketing-site visitor tracking); billing name, email address, plan, and payment details with Stripe (payments), with card data handled by Stripe and never stored by Nomo AI; error diagnostics and an internal user ID with Sentry (error monitoring), but not email content; all traffic to our sites and app through Cloudflare (security and performance); recipient email address, inviter or firm name, and invite links with Resend (account invitations and service notices); account identity details, including name, email address, and organization, with Slack (internal operational alerts), but never email content; engagement-letter PDF, signer names, email addresses, and signing roles with DocuSeal (hosted electronic signatures); and name and email address with Microsoft if you sign in with Microsoft on research.getnomo.ai or app.getnomo.ai, and, if you connect a Microsoft 365 mailbox on app.getnomo.ai, the mail, mailbox settings, contacts, and calendar described in Section 1. We also share PII-scrubbed text with Anthropic, OpenAI, and Google Gemini, plus document contents you choose to have Anthropic read (AI processing); and internet activity and approximate geolocation with Google Analytics and Google Tag Manager for visitors to getnomo.ai and research.getnomo.ai only. We share PII-scrubbed email text and text from documents clients upload through the client portal with TypeSafe to classify emails and documents. If you turn on Meeting Intelligence, we send PII-scrubbed transcripts you provide to our AI providers to extract facts for your client records. If you set up forwarding to an address outside your firm, we send the full original email thread and attachments — unredacted — from your own Gmail account to the recipient you choose. These disclosures are strictly for operating the Service and our website as described in this policy.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

To exercise any of these rights, contact us at [email protected]. We will verify your identity before processing your request.

11. What We Will Never Do

• Never send an email you have not reviewed or approved. Nomo AI writes drafts; you decide what to send. Approval means you review the message or, if you turn on templated sending, approve a template or workflow in advance. Nomo AI can personalize approved templates with details from your client records, such as which documents are still outstanding, and send messages within that approval. You can see everything sent and turn it off at any time. Forwarding and unsubscribe requests are off unless you turn them on. When enabled, forwards and unsubscribe requests are sent from your own Gmail account. They forward existing mail or ask a sender to unsubscribe you and contain nothing Nomo AI wrote.
• Never delete your email. We organize with labels and archiving only. Your complete email history stays intact.
• Never sell your data. Your information is used solely to provide and improve the Nomo AI service.
• Never use Google Workspace data for advertising. We do not use or transfer information received from Google APIs to serve advertisements, including personalized, retargeted, or interest-based ads.
• Never use Google Workspace API data to train generalized AI models, or allow Anthropic, OpenAI, or Google to do so. We may also use aggregated, de-identified usage signals, such as how often users correct a category — never email content — to improve our rules and prompts. We do not use them to train AI models.
• Never modify your Google Calendar settings or any event Nomo AI did not create. Calendar settings are strictly read-only. Any events Nomo AI creates on your behalf are tagged "[Scheduled by Nomo AI]" and can only be modified or deleted by Nomo AI.

12. Children's Privacy

Nomo AI is designed for professional use and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this privacy policy from time to time. We will post the updated policy on our website and update the "Last Updated" date above. When we change how we use your Google data, we will show you the updated policy in the app and ask you to agree before your data is used in the new way. You can decline and keep the existing behavior.

14. Contact Us

If you have questions about this privacy policy or our data practices:

Email: [email protected]
Company: Nomo LLC

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This privacy policy applies to getnomo.ai, the Nomo AI Chrome Extension, the Nomo AI application at app.getnomo.ai, and the research portal at research.getnomo.ai.