Privacy Policy

1. Introduction

Olumba ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document management platform and related services (collectively, the "Service").

By accessing or using our Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide when registering for an account, including:

• Name and email address
• Organization name and business information
• Billing and payment information
• Profile information and preferences
• Communications you send to us

2.2 Documents and Files

When you use our Service, you may upload, store, and manage documents and files, including:

• Construction plans, drawings, and specifications
• Project documentation and reports
• Correspondence and comments
• Any other files you choose to upload

We treat all uploaded documents as confidential and do not access, use, or share them except as necessary to provide the Service or as required by law.

2.3 Automatically Collected Information

When you access our Service, we automatically collect certain information, including:

• Device information (browser type, operating system, device identifiers)
• Log data (IP address, access times, pages viewed)
• Usage information (features used, actions taken)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide and maintain the Service: To operate our document management platform, process your requests, and deliver the features you use.
• Account management: To create and manage your account, authenticate users, and provide customer support.
• Communication: To send you service-related notices, updates, security alerts, and support messages.
• Billing: To process payments and manage your subscription.
• Improvement: To analyze usage patterns, diagnose technical issues, and improve our Service.
• Security: To detect, prevent, and address fraud, abuse, and security issues.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.

4. AI Tools and the Olumba Learning Corpus

Olumba operates AI-powered tools (for example, the Olumba Align correction-letter parser) that improve over time based on aggregate usage. To keep these tools accurate for all users, we maintain a learning corpus of de-identified jurisdiction and review patterns derived from documents processed by the tools.

4.1 What we include in the corpus

• Names of jurisdictional departments and reviewer groups (for example, "Building & Safety," "Fire Prevention Bureau")
• Code reference patterns and common correction language observed in the document
• Document structure metadata (round numbers, department groupings, discipline tags)
• Anonymized aggregate statistics used to tune model prompts

4.2 What we do not include

• Project addresses
• Applicant, owner, or client names
• Permit numbers tied to identifiable projects
• The raw uploaded PDF file itself, which is deleted after the parse completes

We process this information on the legal basis of legitimate interest in providing and continually improving the Service for all users. You may opt your uploads out of the learning corpus at any time by emailing privacy@getolumba.com, and we will exclude your future uploads and remove any associated corpus entries within 30 days.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

5.1 With Your Consent

We share information when you direct us to, such as when you invite collaborators to your projects or share documents with external parties.

5.2 Service Providers

We work with third-party service providers who perform services on our behalf, including:

• Cloud hosting and storage providers
• Authentication and identity verification services
• Payment processors
• Email delivery services
• Analytics providers

These providers are contractually obligated to protect your information and may only use it to provide services to us.

5.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure cloud infrastructure with leading providers
• Access controls and authentication mechanisms
• Regular security assessments and monitoring
• Employee training on data protection practices

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information and documents for as long as your account is active or as needed to provide you with the Service. After account termination:

• You may request export of your data before deletion
• We will delete your documents within 30 days of account closure
• We may retain certain information as required by law or for legitimate business purposes
• Backups are purged according to our retention schedule

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to certain exceptions.
• Export: Request a portable copy of your data.
• Opt-out: Opt out of marketing communications at any time.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise these rights, please contact us at privacy@getolumba.com.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Keep you signed in to your account
• Remember your preferences and settings
• Understand how you use our Service
• Improve and optimize our Service

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our Service.

10. Children's Privacy

Our Service is not intended for children under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We take appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: