1. Who we are
Nuzum AI FCZ (“Nuzum”, “we”, “us”) is a company registered in the United Arab Emirates, at Sharjah Research, Technology & Innovation Park, United Arab Emirates. We are the controller of the personal data described in this policy, with one exception: when an organisation runs AuthoPilot inside its own cloud (a private deployment), that organisation holds the data and is its controller, and we process nothing on its behalf.
Questions, requests and complaints go to hello@nuzum.ai. We answer within thirty days.
2. What this policy covers
Three things, and each section below says which of them it applies to:
- The website, nuzum.ai, including the contact form.
- The Rota Planner, the free scheduling tool on this website.
- AuthoPilot, our product: the console and the control panel your organisation signs in to, and the agents and automations it governs.
3. What we collect, and why
3.1 The website
The website has no accounts, sets no tracking cookies and runs no analytics scripts. Our hosting provider keeps ordinary server logs (the address a request came from, the browser it used, the page it asked for) for a short time, to keep the site secure and running.
The contact form does not send anything to us. It opens your own email program with a message already written; nothing leaves your device until you press send there. What you then send is an ordinary email, and we keep it as correspondence for as long as we are in touch.
3.2 The Rota Planner
The rotas you build are stored in your own browser (local storage) and are not sent to our servers. They leave your device only in the two cases below, and only when you choose to.
- Reading a rota, and the chat. If you import a rota our own parser cannot read, or you use the planner’s chat, the text you provide is sent to Groq, an AI model provider, to interpret it. We use the answer to help you and do not store the text.
- Hearing about the planner. If you leave your email address, we store it with the date in our database and use it only to send you news about the planner. Reply to any message, or write to us, and we remove it.
3.3 AuthoPilot
Your sign-in identity. You sign in with Google, through our sign-in service. Google gives us your name, your email address, whether Google has verified that address, and your Google account identifier; we add the time you last signed in. We use these to sign you in, to show your name beside what you do, and to send you invitations, sign-in notices and alerts. We never receive your password, and we read nothing else from your Google account. AuthoPilot’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Your organisation’s configuration. The organisation’s name and settings; its members, their roles and invitations; the policies that govern its agents; workflow definitions and schedules; the tool library (the names, schemas and fingerprints of the tools an agent may call, and the names of credentials, never their values); alert rules; and the addresses webhooks are delivered to.
Operational records. The authority each agent was granted, each decision and approval, the activity log (who did what, and when), usage counts, alerts, and delivery records for webhooks. These records are the product: they exist so that an organisation can prove what its agents did.
Keys and sessions. An API key is shown once and never kept; we store a one-way hash of it, which is enough to recognise the key and not enough to recover it. A session cookie keeps you signed in. Server logs hold the address and browser of each request for a short time.
3.4 What AuthoPilot is built not to hold
The substance of your operations: the messages, documents, calls, records and personal data of your own customers, patients or users. By design, the console receives one-way fingerprints (digests) and opaque references to that data, and the part of the product that handles the data itself, the Runner, runs in your own environment. A text input to an automation never reaches the console; only a reference to where your Runner holds it does. This is an architectural rule of the product, not a description of effort.
4. Our legal grounds
Where a privacy law asks us to name a legal basis (in the European Union, the United Kingdom and similar jurisdictions), ours are: the contract with you or your organisation, to provide the service; our legitimate interests in keeping the service secure, running and improving, and in defending legal claims; your consent, for news about the Rota Planner, which you may withdraw at any time; and legal obligations we are subject to.
5. Who we share it with
We do not sell personal data and we do not use it for advertising. Providers process it for us, under contract, only to provide the service:
| Provider | What for | Where |
|---|---|---|
| Amazon Web Services | Hosting AuthoPilot: servers, database, backups, logs, and the sign-in service in front of Google | Canada (Central), Montréal |
| The identity you sign in with | Google’s infrastructure | |
| Cloudflare | Name resolution and network protection for our hostnames | Global network |
| Vercel | Hosting this website | Global network |
| Supabase | The Rota Planner’s email list | Hosted database |
| Groq | Interpreting text you give the Rota Planner | United States |
| An email delivery service | Invitations, sign-in notices and alerts from AuthoPilot | Provider’s infrastructure |
Within an organisation, its owners and administrators can see what its members did in AuthoPilot. That is the purpose of an audit record. We disclose data when the law requires it, and we tell you first unless the law forbids that.
6. Where it is kept
AuthoPilot’s hosted service runs in Canada, in Montréal, and its backups stay in the same region. This website runs on a global edge network. We are in the United Arab Emirates; if you are elsewhere, your data crosses borders to reach us and our providers, and we protect it under contract with each of them. Organisations that need data to stay inside their own perimeter can run AuthoPilot as a private deployment in their own cloud; then their organisation holds the data and sections 5 and 6 do not apply.
7. How long we keep it
- Sign-in identity and organisation configuration: for as long as the account exists.
- Activity and operational records: for the retention period your organisation’s owner sets in the console. A scheduled job removes what is older, and the removal itself is logged.
- Server logs: days, not months.
- Rota Planner emails: until you ask us to remove yours.
- Backups: for a short, fixed period, after which they are gone. A deletion reaches the backups when they expire.
When an organisation’s owner requests the deletion of the organisation, we remove its data and its members’ memberships. A person whose organisations are all gone has nothing left with us but the sign-in identity, which we remove on request.
8. Security
Data is encrypted in transit and at rest. The keys that seal it are held in the cloud provider’s key management service and never in the application. API keys are stored as hashes. Every part of the system, and every member of our staff, has the least access that its job needs. Every decision an agent is given is written to a tamper-evident ledger. Our own access to the hosted environment is through single sign-on with a second factor.
Nothing is perfectly secure. If we learn of a breach that affects your data, we will tell the affected organisations without undue delay, and say what happened, what it touched and what we did. To report a vulnerability, write to hello@nuzum.ai with “security” in the subject line.
9. Your rights
You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, and ask for it in a form a machine can read; the console itself exports activity, approvals and the ledger as files. Where the law provides, you can object to or restrict a use. Write to us; we may ask you to confirm who you are, and we answer within thirty days. If you are in the European Union or the United Kingdom, you may also complain to your data protection authority; in Canada, to the Office of the Privacy Commissioner.
10. Cookies and local storage
The AuthoPilot console and control panel set one cookie, the session that keeps you signed in; it is essential and it ends when you sign out or the session expires. This website sets no cookies of its own. The Rota Planner keeps your rotas in your browser’s local storage, which is not a cookie and does not leave your device unless you export a rota yourself.
11. Children
Our website and products are for businesses and their staff, and are not directed at children. We do not knowingly collect personal data from anyone under eighteen.
12. Changes
When this policy changes, we update this page and the date at the top. If a change matters to how your data is used, we tell organisation owners by email before it takes effect.
13. Contact
Nuzum AI FCZ, Sharjah Research, Technology & Innovation Park, United Arab Emirates. hello@nuzum.ai.