Sub-processors and data
The companies that help us run Limnn, where data is stored, how long each kind of data is kept, and how export and deletion work.
Sub-processors
These third parties process personal data on Limnn's behalf to provide the platform. Each one is bound by contract to protect it and to use it only for the service it provides to us.
| Vendor | Purpose | Data involved | Location | Policy |
|---|---|---|---|---|
| Amazon Web Services, Inc. | Application hosting, database, backups, and Limnn Mail sending and receiving | All workspace records and account data; mailbox addresses, message headers and content | United States | Available on request |
| Cloudflare, Inc. | File and object storage | Uploaded files and media, call recordings, received email (raw message and attachments), HR and e-signature documents, class recordings | United States | Available on request |
| Clerk, Inc. | Sign-in, sessions, MFA and SSO | Name, email, identity-provider IDs, session and device data, IP address | United States | Privacy |
| Ably Real-time Ltd | Realtime updates in the web app | Record identifiers and in-app notification content | Ably global network | Privacy |
| Google LLC (Firebase Cloud Messaging) | Push notifications to the Beam Android app | Device push token and notification content | Google global infrastructure | Privacy |
| Google LLC (Gemini API) | Search embeddings for Cortex, some image and speech generation, and some lighter AI tasks | Text of the records being indexed (up to 8,000 characters per item), or the prompt for generated media | Google global infrastructure | Gemini API terms |
| Anthropic, PBC (Claude, commercial API) | Cortex AI: chat, summaries, drafts, classification and agents. Kept up to 30 days for trust and safety; no training on API data | The prompt and the workspace content needed for that request | United States | Privacy |
| LiveKit, Inc. | Audio and video for calls, Jams, meetings and classrooms | Audio and video streams, participant display names | LiveKit Cloud regions | Privacy |
| Resend, Inc. | Invitation, notification, sequence and marketing email delivery | Recipient name and address, email content, delivery and engagement events | United States | Privacy |
| Functional Software, Inc. (Sentry) | Error tracking | Error details, request metadata, IP address, user identifier | United States | Privacy |
| Creem | Merchant of Record: checkout, payment, tax and receipts | Billing contact, payment details, purchase history | Set out in Creem's policy | Website |
Infrastructure Limnn operates itself
Limnn Gate's remote-support relay carries remote-desktop sessions that a workspace technician starts. Limnn operates it.
Website only
limnn.com loads fonts from Google Fonts (Google LLC), which receives your IP address and browser details. See Google's privacy policy.
Services you connect
If your workspace connects its own accounts, such as a calendar, Slack or Microsoft Teams, GitHub, Zapier or a payment gateway for customer payment links, data flows to that provider because you set it up. Those providers act under your agreement with them and are not Limnn sub-processors.
Changes to this list
We update this page before a new sub-processor starts processing customer personal data. Customers covered by our DPA get at least 30 days' notice by email and can object.
Where your data is stored
- The Limnn application, database and files are hosted in secure data centers in the United States.
- Cortex requests are processed by Anthropic in the United States; search embeddings are created by Google's Gemini API.
- Our team may access data from other countries to support customers and run the service, using the access controls described on the Security page.
We do not offer hosting in other regions. Transfer safeguards are described in the Privacy Policy and DPA.
Retention schedule
| Data | Retention | Mechanism |
|---|---|---|
| Workspace records (CRM, tickets, mail, calls and recordings, meetings, HR, learning, Active, Beam, documents, Gate) | Until deleted by the customer, or until the workspace is deleted | Customer action; workspace deletion on request |
| Beam messages (Core, Pro and trial plans) | Admin-set window of up to 6 months; deleted messages are not recoverable | Automatic deletion job |
| Beam messages (Enterprise) | Admin-set window of up to 12 months, or keep indefinitely; export available | Automatic deletion job; admin export |
| Limnn Active activity samples | 396 days by default; admins can set a shorter window (minimum 30 days) or a legal hold | Automatic deletion job |
| Developer API request logs and webhook delivery logs | 30 days | Automatic, deleted by a daily job |
| Daily API usage counters | 90 days | Automatic, same daily job |
| Rate-limit counters (keyed by IP address) | About 1 day after the window expires | Automatic |
| Drive items moved to the bin | Until a user restores them or empties the bin | User action |
| Users removed from a workspace | Account deactivated, not deleted, so records keep their author | Admin action; full deletion with the workspace |
| Workspace after a trial ends | Kept intact; the workspace is paused, not deleted | Restored when a plan is activated |
| Audit logs | For the life of the workspace | Deleted with the workspace |
| Sales and support enquiries to Limnn | While useful for the relationship | On request where the law allows |
| Billing and tax records | As required by tax and accounting law | Limnn and Creem records |
Workspace administrators can record retention windows and legal holds per object in Settings → Retention. These settings document your policy; Limnn does not yet delete records automatically from them, so apply them by deleting records or asking us for help.
Exporting your data
- CSV export of contacts, companies, deals, tickets and leads (up to 50,000 rows per object per export) from Settings → Data management. Cells that look like spreadsheet formulas are neutralised to prevent CSV injection. Exports are recorded in the audit log.
- Data-subject access report: for a given email address, a JSON report of matching contacts, leads, activities, tickets, deals, marketing-email history, do-not-contact entries and chat conversations.
- Documents can be downloaded as Word, PDF, Markdown or CSV from Limnn Workspace; files can be downloaded from Drive.
- API: the public REST API and MCP server let you read your records programmatically with a scoped API key.
Import and export are available on paid plans; they are not available during the free trial. If you need help exporting other data, contact support@limnn.com.
Deleting data
- Records can be deleted by users with the right permissions.
- Erasing a person (Settings → Data management) anonymises their contacts and leads, removes email, phone and custom fields, redacts linked ticket descriptions and activity notes, scrubs their address from marketing-email history and chat conversations, and keeps a single hashed do-not-contact marker so they are not re-added to outreach. Deals and tickets remain as business records without the person's identity. Erasure does not currently reach call recordings and transcripts, Limnn Mail, Beam messages, meetings, HR, recruiting or Limnn Active records. Those are deleted in their own modules, and we can help.
- Deleting a workspace: on a verified request from the workspace owner to support@limnn.com, Limnn permanently deletes the workspace and its records from the live database. This cannot be undone.
Backups
Your data is backed up continuously and automatically, encrypted at rest, and protected by point-in-time recovery, so the service can be restored to a known-good state after an infrastructure failure. Data you delete is removed from backups as they cycle out.
Administrators can save configuration restore points (settings, pipelines, statuses and notification rules) in Settings → Change management.
Limnn (Private) Limited. Privacy and data requests: privacy@limnn.com. Billing and account help: support@limnn.com. Security reports: security@limnn.com. Contracts and legal notices: legal@limnn.com.