Introduction
This policy explains how Neimoid handles personal information when you visit our website, contact us, book a call, subscribe to our emails, apply to work with us, or hire us to make images, ads, videos and other content.
It applies to information we collect through this website and through the conversations, files and project work that follow from it. When you are a client, the agreement or proposal we sign with you may add more detail about how we handle project materials. If that agreement and this policy ever disagree, the agreement wins for that project.
This policy does not cover websites, apps or platforms run by other companies, even when we link to them or use them to deliver our work. Those have their own privacy policies.
Who we are
Neimoid is an AI creative studio. In this policy, "Neimoid", "we", "us" and "our" mean the Neimoid studio and the team that runs it. "You" means anyone whose personal information we handle, whether you are a visitor, a prospective client, a client, a subscriber or a job applicant.
We decide why and how your personal information is used, which makes us responsible for it. For anything in this policy, including requests to use your privacy rights, write to us at hello@neimoid.com.
What we collect
We collect only what we need to reply to you, do the work and run the studio. Depending on how you deal with us, that can include:
Identity and contact details
- Your name, email address, company or brand name and job title.
- Your phone number or WhatsApp number, if you message or call us.
- Your social media handle, if you contact us through LinkedIn, Instagram or X.
What you tell us
- The content of messages, briefs and forms you send, including anything you write in the "Message" box on our contact page.
- Notes from calls and meetings, and feedback you give on our work.
- Your preferences, such as the service you are interested in and how you like to be contacted.
Booking details
- When you book a call through Calendly, the name, email, date, time, time zone and any answers you give in the booking form.
Project materials
- Files you send us for a project, such as product photos, logos, brand guidelines, scripts, footage, voice recordings and photos or videos of people.
- If you use our AI content or personal branding service, images, video and audio of your face and voice, and the content we make from them. Section 07 explains how we treat this.
Business and payment details
- Billing name, billing address, tax details where needed, invoices and records of what was paid and when.
- We do not store full card numbers. When you pay by card or a payment platform, that provider handles your payment details under its own terms.
Technical and usage data
- Your IP address, browser type and version, device type, operating system, language and time zone settings.
- Basic information about how the website is used, such as pages requested, time of the request and the referring page. Our hosting provider records this in standard server logs.
Job application details
- Your CV, portfolio, links, work history, the role you are applying for and anything you choose to share in your application or interview.
What we do not ask for. We do not ask for sensitive information such as health details, religious beliefs, political opinions or government ID numbers. Please do not send it to us. If it shows up in project materials, we use it only as needed for that project.
How we collect it
- Directly from you. When you fill in our contact form, email us, message us on WhatsApp or social media, book a call, subscribe, send files or apply for a role.
- Automatically. When you visit the website, your browser shares technical information with our hosting provider, and with the providers of embedded tools such as the Calendly booking calendar and Google Fonts.
- From people you work with. A colleague, agency partner or client may share your details with us so we can work together, for example by adding you to a project thread.
- From public sources. Information you have made public, such as a company website or a professional profile, when we research a potential partnership or a brief.
How we use it
- To reply to you. Answering enquiries, sending proposals and following up on conversations you started.
- To run calls. Scheduling, confirming and rescheduling strategy calls, and sending meeting links.
- To deliver the work. Planning, producing, editing and delivering images, ads, videos and other content, and handling revisions.
- To manage the relationship. Contracts, invoices, payments, record keeping and customer support.
- To send updates you asked for. Our newsletter and studio news, only if you subscribed.
- To improve the website and our services. Understanding what works, fixing problems and planning new services.
- To hire. Reviewing applications, interviewing and making hiring decisions.
- To keep things secure. Preventing spam, fraud and misuse of the website and our services.
- To follow the law. Meeting legal, tax and accounting duties and responding to lawful requests.
- To protect our rights. Enforcing our agreements and defending legal claims.
We do not sell your personal information. We do not use it to make decisions about you that are made only by automated means and have legal or similarly significant effects.
Legal bases
Some privacy laws, including the GDPR in Europe and the UK GDPR, require us to explain the legal reason for each use of your information. Here is how they line up.
| Purpose | Information used | Legal basis |
|---|---|---|
| Replying to enquiries and sending proposals | Identity, contact details, what you tell us | Steps you asked for before a contract, or our legitimate interest in answering people who contact us |
| Booking and running calls | Booking details, contact details | Steps you asked for before a contract |
| Delivering client work | Project materials, contact details, feedback | Performing our contract with you or your company |
| Using a person's face or voice for AI content | Images, video and audio of that person | Consent of the person shown, plus our contract |
| Invoicing and record keeping | Business and payment details | Contract, and legal obligations such as tax rules |
| Newsletter and studio updates | Email address, name | Consent, which you can withdraw at any time |
| Running and securing the website | Technical and usage data | Legitimate interest in a working, secure website |
| Hiring | Application details | Steps you asked for before a contract, and legitimate interest in hiring well |
| Legal claims and compliance | Any relevant information | Legal obligation, or legitimate interest in protecting our rights |
Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for more detail, and you can object at any time (see section 16).
Your materials, likeness and AI tools
We make content with the help of AI tools. That means some of what you send us passes through software run by other companies. Here is how we handle it.
Project materials
- We use the files you send only to make the work you asked for, and for nothing else.
- We share them only with the team members and tools needed for that project.
- We do not publish your materials, or work made from them, in our portfolio or on social media without your permission.
Faces and voices
- We only create AI content of a real person's face or voice with that person's clear permission. If you send us material of someone else, you confirm that you have their permission for us to use it this way.
- We use a person's likeness only for content they or their company have approved. We never use it to make content for anyone else.
- You can ask us to stop and to delete the recordings and any models or files built from them. Section 14 explains the timing.
Third-party AI tools
- The AI tools we use process content under their own terms and privacy policies.
- Where a tool offers a setting to keep your content out of its model training, we switch it on.
- We do not use your materials to train AI models of our own.
- If you need us to avoid a particular tool, or to keep a project away from AI tools completely, tell us before the work starts and we will agree how to handle it.
Services we rely on
These are the main third-party services connected to this website. Each one handles your information under its own privacy policy.
| Service | What it does for us | What it may receive |
|---|---|---|
| Netlify | Hosts the website and receives contact form submissions | Technical data such as IP address, and anything you submit through our forms |
| Calendly | Runs the booking calendar on our contact page | Booking details, technical data, and its own cookies when the calendar loads |
| Google Fonts | Serves the typeface used on the website | Your IP address and browser details when the font loads |
| Lets you message us directly | Your number and messages, if you choose to message us | |
| LinkedIn, Instagram, X | Our social profiles, linked from the website | Only what you share with them once you leave our site |
| Email, storage and production tools | Email, file sharing, editing and AI production for client work | Messages, project files and the content we make |
If you want an up-to-date list of the tools used on your project, ask us and we will tell you.
Cookies and similar tech
Cookies are small files a website stores in your browser. Similar technologies include local storage, pixels and scripts that read information from your device.
What this website uses
- Strictly necessary. Our hosting provider may use technical measures needed to deliver pages and keep the site secure.
- Embedded tools. The Calendly booking calendar sets its own cookies when it loads, to run the scheduler and remember your choices. Google Fonts receives your IP address when it delivers the typeface.
- No advertising cookies. We do not currently use advertising or cross-site tracking cookies, and we do not currently run analytics tools on this website.
If we add analytics or other non-essential cookies in future, we will update this policy first and, where the law requires it, ask for your consent before they run.
Your choices
- You can block or delete cookies in your browser settings. If you block Calendly's cookies, the booking calendar may not work, but you can still email us to book a time.
Emails and newsletters
- We send newsletters and studio news only to people who signed up for them.
- Every newsletter includes a link to unsubscribe. You can also email hello@neimoid.com and we will remove you.
- After you unsubscribe, we keep your email address on a short "do not contact" list so we do not email you again by mistake.
- Even if you unsubscribe, we may still send emails that relate to work you are doing with us, such as project updates or invoices.
Job applicants
- We post open roles on our LinkedIn page. When you apply through LinkedIn, LinkedIn's privacy policy also applies.
- We use your application only to assess you for the role you applied for, and for similar roles if you agree.
- Only the people involved in hiring can see your application.
- If you are not hired, we delete your application within 12 months, unless you ask us to keep it on file for longer or to delete it sooner.
International transfers
We work with clients and collaborators in many countries, and our team and service providers are based in more than one country. Your information may therefore be stored or processed outside the country where you live, including in the United States and Pakistan.
Privacy laws in those countries may differ from yours. When we transfer information from places with transfer rules, such as the European Economic Area or the UK, we rely on recognised safeguards where available, such as the standard contractual clauses our service providers offer. You can ask us for more information about the safeguards for a particular transfer.
How long we keep it
We keep personal information only as long as we need it for the purposes in this policy, then delete it or make it anonymous.
| Information | How long |
|---|---|
| Enquiries that did not become projects | Up to 24 months after our last contact |
| Booking details | For as long as needed to run the call and follow up, and as set by Calendly's own retention |
| Project materials and final files | For the project, then up to 12 months so we can handle revisions and re-exports, unless we agree something different |
| Recordings of a person's face or voice, and anything built from them | Until the work ends or the person asks us to delete them, whichever comes first |
| Contracts, invoices and payment records | As long as tax and accounting laws require |
| Newsletter subscriptions | Until you unsubscribe |
| Job applications | Up to 12 months, unless you agree to a longer period |
| Website server logs | As set by our hosting provider |
We may keep information longer if the law requires it or if we need it to resolve a dispute.
How we protect it
- Access to client files and personal information is limited to the people who need it.
- We use services that encrypt data in transit, and accounts protected with strong passwords and two-step verification where offered.
- Our team and collaborators are expected to keep client information confidential.
- We delete files we no longer need, as set out in section 14.
No system is perfectly secure, so we cannot promise that information will never be accessed without permission. If a breach affects your information and the law requires us to tell you, we will.
Your rights
Depending on where you live, you may have some or all of these rights. We are happy to help with them wherever you are.
- Access. Ask what personal information we hold about you and get a copy.
- Correction. Ask us to fix information that is wrong or incomplete.
- Deletion. Ask us to delete your information. We may need to keep some records, such as invoices, where the law requires it.
- Restriction. Ask us to pause using your information while a concern is looked into.
- Objection. Object to uses based on our legitimate interests, and to direct marketing at any time.
- Portability. Ask for information you gave us in a common, machine-readable format.
- Withdraw consent. Where we rely on your consent, such as newsletters or the use of your face and voice, withdraw it at any time. This does not affect what we did before you withdrew it.
How to use them
- Email hello@neimoid.com and tell us what you would like us to do.
- We may need to confirm your identity before we act, to protect your information from someone pretending to be you.
- Someone you authorise can make a request for you. We may ask for proof that they are allowed to.
- We aim to reply within one month. If your request is complicated or we receive many requests, it may take longer, up to the limit your local law allows, and we will tell you why.
- Using your rights is free. We will never treat you differently for using them.
Extra rights by region
European Economic Area and United Kingdom
- You have all the rights in section 16 under the GDPR or the UK GDPR.
- You can complain to your local data protection authority. In the UK, that is the Information Commissioner's Office. We would appreciate the chance to fix things first, so please contact us before you do.
California and other US states
- If you live in California or another US state with a consumer privacy law, you may have the right to know what personal information we collect, use and disclose, to access it, to correct it, to delete it, and to opt out of its sale or sharing for targeted advertising.
- We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use sensitive personal information for purposes that would give you a right to limit its use.
- In the past 12 months, we have collected the categories described in section 03, from the sources in section 04, for the purposes in section 05, and disclosed them only to the recipients in section 08.
- If we deny your request, you may be able to appeal by replying to our decision. If you are not satisfied with the outcome of the appeal, you can contact your state's attorney general.
Canada
- You can ask to access and correct your personal information, and withdraw your consent, subject to legal and contractual limits.
- Residents of Quebec may also ask us to stop sharing their information, to delete it, and to receive it in a structured, commonly used format.
- You can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information.
Everywhere else
- Wherever you live, including Pakistan, the Middle East and Asia, you can use the rights in section 16 by emailing us, and we will handle your request in line with your local law.
Children
Our website and services are meant for businesses and adults. We do not knowingly collect personal information from anyone under 16. If you think a child has sent us their information, email us and we will delete it.
If a client project includes images or recordings of a child, we use them only with the permission of the child's parent or guardian, and only for that project.
Other websites
Our website links to other sites and services, such as LinkedIn, Instagram, X, WhatsApp and Calendly. We do not control them, and this policy does not apply to them. Please read their privacy policies before you share information with them.
Do Not Track and GPC
Some browsers send a "Do Not Track" signal or a Global Privacy Control (GPC) signal. Because we do not use advertising cookies or sell or share personal information for advertising, there is no such activity on our website for these signals to switch off. Where the law treats a GPC signal as an opt-out request, we will honour it as one.
Changes to this policy
We will update this policy when our services, our tools or the law change. The "Last updated" date at the top shows when it last changed. If we make a significant change, such as using your information for a new purpose, we will tell you clearly before it takes effect, for example on this page or by email.
Contact us
Questions, requests or complaints about privacy all go to one inbox, read by a real person.
hello@neimoid.com