Privacy Policy

Limnn is operated by Limnn (Private) Limited (“Limnn”, “we”, “us”). This policy explains how we handle personal information on our website (limnn.com), in the Limnn platform (app.limnn.com, the Limnn desktop apps and the Beam Android app), in our APIs, and when you contact us.

It applies to people who visit our website, sign up for or use a Limnn workspace, contact our sales or support teams, or whose information is stored in a Limnn workspace by one of our customers.

Related documents: our Terms of Service, Data Processing Addendum, Sub-processors & Data, Security, AI & Cortex Data Use, Limnn Active Workforce Analytics Notice and Cookie Policy.

Limnn plays two different roles, and your rights are exercised differently in each.

Information you give us

• Account and profile: name, email address, and optional profile details such as job title, pronouns, phone number, work location, country and avatar.
• Workspace administration: workspace name, team structure, roles and the invitations you send to colleagues.
• Sales, demo and support requests: when you use the chat widget or the “Book a demo” form on limnn.com we collect your name, email, company, phone number (optional), business type, team size, interests, preferred time and your message. These create a lead and a support ticket in Limnn's own workspace so our team can respond.
• Billing: billing contact, plan, seat count and invoice details. Card and payment details are collected by our Merchant of Record, Creem, not by Limnn.
• Communications: emails and messages you send us, and feedback or survey answers.

Information generated when you use Limnn

• Authentication and session data, handled by our authentication provider: sign-in method, multi-factor status, session identifiers, IP address and device/browser information.
• Security and audit records: administrative actions such as invitations, role changes, settings changes, integrations connected, data exports and data-subject requests are written to the workspace audit log.
• Developer API logs: for each request to the public API or MCP server we record metadata only: method, path (with sensitive query values redacted), status, duration, API key identifier, workspace, IP address and user agent, plus a short error summary from which credentials and email addresses are removed. We never log request or response bodies, headers or secrets.
• Error and performance data: when something fails, our error-tracking provider receives technical details (error message, stack trace, page or route, browser, and request metadata, which can include your IP address and user identifier). Performance traces are sampled at 10% in production.
• Usage and credits: counts of API requests and AI credit usage, used for plan limits and billing.

Information from third parties

• From our authentication provider when you sign in with Google, Microsoft or enterprise single sign-on: your name, email and identity-provider identifier.
• From Creem: confirmation of payments, subscription status and the billing details needed for invoices and tax.

Website visitors

limnn.com does not use analytics or advertising cookies. It stores a few preferences in your browser (your cookie choice, a dismissed banner, your chat conversation) and loads fonts from Google Fonts, which receives your IP address. See the Cookie Policy.

Where the GDPR or UK GDPR applies, we rely on the following legal bases (Article 6).

We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use customer workspace data for advertising or to train AI models.

As a processor we handle workspace data only to provide the platform to the customer and as described in our DPA. Depending on the modules a customer uses, a workspace can contain:

• CRM: names, email addresses (work and personal), phone numbers, job titles, companies, deals and activity notes, and do-not-call / do-not-email flags.
• Support: tickets, help-centre chat transcripts, visitor name and email where provided, satisfaction scores.
• Email: messages sent and received through Limnn Mail (including headers, bodies, attachments and spam-check results); for marketing email, whether a recipient opened, clicked or unsubscribed.
• Meetings: invitee name, email, phone, time zone, guests, booking answers and notes; video sessions and, where enabled, classroom recordings.
• People / HR: employment details, salary and payslips, leave, attendance (including clock-in IP address and method), benefits and dependants, performance reviews, employee documents, e-signatures (with signer name, email, IP address and browser), and recruiting data such as CVs and AI-assisted screening notes.
• Learning: course progress, quiz attempts, certifications, assessments and gamification records.
• Limnn Active: time-clock entries and, where a device is enrolled and the person has accepted the notice, application names, website domains, active/idle time and device details. See the Limnn Active notice.
• Beam, Workspace and Grid: chat messages and files, documents, sheets, decks, forms and their responses, tasks and projects.
• Gate: endpoint inventory and health (device name, OS, hardware model and serial, IP addresses, last signed-in user, patch and security status) and remote-support session records.

The customer decides what goes into its workspace and is responsible for having a lawful basis and giving any notices required, for example to its own contacts, candidates and employees.

Cortex, Limnn's AI layer, sends the content needed for a request to an AI model provider and returns the result. Cortex chat, summaries, drafts and agents run on Anthropic's Claude through Anthropic's commercial API. Anthropic does not train on this data and keeps it for up to 30 days for trust and safety review; Limnn has no zero-data-retention agreement. Search embeddings, some generated images and audio, and some lighter tasks use Google's Gemini API. Both are listed on our sub-processor page, and we update that list before adding another provider.

AI runs when a user asks for it (for example chat, summaries, drafts or generation) and in features a workspace administrator turns on, such as the help-centre chat assistant, scheduled case-hygiene rules, automation flows with AI steps and AI agents. Agent actions that are customer-facing or hard to reverse always wait for a person to approve them.

Limnn does not use customer data to train AI models. Full details, including retention by the provider, are in AI & Cortex Data Use.

• Sub-processors that host and operate the service: hosting, database, file storage, authentication, realtime delivery, push notifications, email, AI, calling, video and error tracking. Each is bound by contract and receives only what it needs. The current list, with locations, is at Sub-processors & Data.
• Creem, our Merchant of Record, which sells Limnn subscriptions to you, processes payment and handles sales tax under its own privacy policy.
• Integrations you connect, such as your own calendar or messaging accounts. Data flows to them because you configured it, under your agreement with that provider.
• Within your workspace, according to the roles and permissions your administrators set.
• Legal and safety: where required by law or valid legal process, or to protect the rights, property or safety of users, the public or Limnn.
• Business transfers: in a merger, acquisition or sale of assets, subject to this policy.

We operate globally. Your information may be stored and processed in countries other than the one where you live, including by our team and our sub-processors when supporting customers and running the service. Wherever it is handled, it receives the protections described in this policy.

Where the law requires a transfer mechanism, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses and the UK Addendum, incorporated through our Data Processing Addendum. Our current sub-processors are listed on the Data page.

• Account data: while your account is active. Removing a user from a workspace deactivates the account rather than deleting it, so historical records keep their author.
• Workspace data: until the customer deletes it or the workspace is deleted. Limnn does not delete workspace records automatically, including when a trial ends. The workspace is paused instead.
• Developer API and webhook delivery logs: deleted automatically after 30 days by a daily job; daily API usage counters after 90 days.
• Rate-limit counters keyed by IP address: removed about a day after they expire.
• Sales and support enquiries to Limnn: kept in our own workspace as business records while useful for the relationship, and deleted on request where the law allows.
• Billing records: as long as tax and accounting law requires.

The full schedule is on the Data page.

Data is encrypted in transit with TLS and at rest with managed encryption keys. Stored third-party credentials are also encrypted by the application with AES-256-GCM, and API keys are stored only as hashes. Each workspace's data is kept separate, and access inside a workspace follows its roles and field permissions. Workspaces can require MFA or SSO, limit sign-in to listed IP addresses and cap session length, and administrative actions are recorded in an audit log. No system is perfectly secure. Details and current limits are on our Security page.

Wherever you live, you can ask us for access to, correction of, or deletion of personal information Limnn controls. The sections below set out the specific rights under the GDPR and UK GDPR and California law.

How to make a request

• Data Limnn controls (your account, billing, website and enquiry data): email privacy@limnn.com. We will verify your identity and respond within the time the law requires (one month under the GDPR, extendable where permitted).
• Data inside a customer's workspace: contact that organisation. Workspace administrators have tools to produce a person's data report and to erase a person (Settings → Data management), and we help them respond as described in the DPA.
• Marketing email: use the unsubscribe link in any email.
• Account help: support@limnn.com.

We will not discriminate against you for exercising any of these rights. If you are in the EU, UK or another region with a data protection authority, you can complain to it; we would appreciate the chance to resolve your concern first.

Where the EU GDPR, the UK GDPR and Data Protection Act 2018, or the Swiss FADP apply to personal information Limnn controls, you have the right to:

• access your personal information and receive a copy (Art. 15);
• rectification of inaccurate or incomplete information (Art. 16);
• erasure (“right to be forgotten”) where the conditions in Art. 17 apply;
• restriction of processing (Art. 18);
• data portability: receive information you gave us in a structured, machine-readable format, or have it sent to another controller (Art. 20);
• object to processing based on legitimate interests, and to direct marketing at any time (Art. 21);
• withdraw consent at any time where we rely on consent, without affecting earlier processing; and
• not be subject to a decision based solely on automated processing that produces legal or similarly significant effects (Art. 22). Limnn does not make such decisions about you as a controller.

Our legal bases are listed under How we use it and our legal bases. We respond within one month, extendable by two further months for complex requests, and tell you if we need more time. You may lodge a complaint with the supervisory authority where you live or work. In the UK that is the Information Commissioner's Office. International transfers are covered under International transfers.

This section applies to personal information of California residents that Limnn handles as a business. For workspace data, Limnn is the customer's service provider and the customer's own notice applies.

Categories collected in the last 12 months

We do not collect precise geolocation, biometric information or protected-classification characteristics as a business, and we do not derive inferences to build profiles about you. Purposes are listed in How we use it and retention in How long we keep information.

Sale, sharing and sensitive information

• We do not sell or share personal information, as “sell” and “share” are defined by the CCPA, and have not done so in the last 12 months. We have no actual knowledge of selling or sharing information of consumers under 16.
• We use sensitive personal information only to provide the Services and keep them secure, as permitted by Cal. Code Regs. tit. 11 § 7027(m), so the right to limit its use does not apply. We do not use it to infer characteristics about you.
• We treat a Global Privacy Control signal as a valid opt-out request for your browser; because we do not sell or share, it requires no further change.

Your California rights

• Right to know the categories and specific pieces of personal information we collected, the sources, purposes and categories of recipients;
• Right to delete personal information we collected from you, subject to legal exceptions;
• Right to correct inaccurate personal information;
• Right to opt out of sale or sharing (we do neither);
• Right to limit the use of sensitive personal information (not applicable, as explained above); and
• Right to non-discrimination for exercising these rights.

To exercise them, email privacy@limnn.com. We verify your request by matching it to your account email or other information we hold, and respond within 45 days (extendable by another 45 days where permitted). An authorised agent may submit a request with your signed permission; we may ask you to confirm your identity directly.

Shine the Light (Cal. Civ. Code § 1798.83): we do not disclose personal information to third parties for their own direct-marketing purposes, so this law does not require further disclosure.

Limnn Active provides consent-based, transparent time tracking and team capacity and utilization insights. It never captures screenshots, keystrokes, full URLs, page titles or message content; everyone accepts a notice before activity data is collected; and each person can see their own data in My Activity. The employer decides whether to use it and is the controller. Read the Limnn Active Workforce Analytics Notice.

The website uses only essential browser storage; the app uses authentication cookies from our authentication provider and one preference cookie. We do not use advertising or analytics cookies. You can change your choice at any time with Cookie preferences in the footer. See the Cookie Policy.

Limnn is a business service for organisations and is not directed to children. Workspace users must be at least 16 years old, or older where local law requires. We do not knowingly collect personal information from children as a controller; if you believe we have, contact privacy@limnn.com and we will delete it. Customers using Limnn Learning with minors are responsible for obtaining the required consents.

We will update this page when our practices change and revise the “Effective date” and version. If a change is material we will tell workspace administrators by email or in the app before it takes effect.

The controller is Limnn (Private) Limited. Privacy questions and requests: privacy@limnn.com. General support: support@limnn.com.