Privacy Policy

1. Scope of this policy

This Privacy Policy describes how Relatance LLC ("Relatance," "we," "us") handles personal data collected through relatance.ai and through the Relatance platform (our web application, mobile applications, API, and MCP server), together, the "Service."

The Service is hosted in the United States and is currently offered to customers in the United States. We do not currently offer region-specific data residency, an EU representative, or GDPR- or UK GDPR-specific processes, and this policy is written accordingly. If your organization requires those arrangements, contact us before submitting personal data to the Service.

2. Categories of data we collect

Account data. When you or your organization sign up, we (through our authentication provider) collect your name, email address, and, optionally, phone number, and we associate your account with your organization and role.

Contact Data. The core function of the Service is to hold a graph of relationships. This means the Service stores personal data you submit about other people — your business contacts, prospects, and counterparties — who are not themselves Relatance users. This can include names, email addresses, phone numbers, physical addresses, job titles, social profile URLs, free-text notes, and information about the relationship itself (such as how it formed, its strength, and how recently it was active). "Contact Data" has the same meaning here as in Section 3 of our Terms of Service; see Section 12 below for how we treat this category specifically.

Content you submit for parsing. Free-text notes, pasted messages, and images (for example, photographs of business cards, whiteboards, or documents) that you submit to be converted into graph data.

Usage and device data. Information about how you use the Service — pages viewed, features used, browser and device type, IP address, and similar diagnostic and analytics data — collected automatically through the tools described in Sections 7 and 8.

Communications. Information you provide when you contact us, apply to the Founding Partner program, or join the waitlist, including your name, email, company, and the content of your message.

3. How data is collected

We collect data: directly, when you create an account or type information into the Service; through import tools, when you upload a LinkedIn contact export, a vCard file, a CSV file, or a photograph to be parsed; automatically, through the analytics and error-monitoring tools described below; and through connected third-party AI clients, if you choose to connect one, as described in Section 6.

4. How we use data

We use data to: provide and operate the Service, including building and maintaining your relationship graph; parse free-text and image content you submit into structured graph data; secure the Service and investigate abuse; communicate with you about your account, the waitlist, or the Founding Partner program; and understand and improve product usage through analytics.

5. AI and language-model processing

When you submit free text or images to be parsed into the graph, that content — which may include Contact Data — is sent to OpenAI for processing. OpenAI is currently the only large-language-model provider used by the Service; we do not currently send data to any other language-model provider, regardless of any provider names that may appear in our configuration for future use.

6. Third-party AI clients and MCP

The Service lets you connect external, third-party AI products — such as Claude, ChatGPT, Microsoft Copilot Studio, or Cursor — to your Organization using the Model Context Protocol ("MCP") and an OAuth connection that you initiate and approve. Once connected, that third-party product can both read data from, and create, modify, or delete data within, your Organization's graph for as long as the connection remains active. This includes Contact Data. That third-party product's own privacy practices govern its handling of any data it receives after you connect it. This connection is entirely optional and under your control, and you can disconnect it at any time from your account settings.

7. Subprocessors

We use the following subprocessors to provide the Service:

WorkOS

Authentication and identity — sign-in, session management, and (on mobile) token issuance.

OpenAI

Language-model processing of text and images you submit for parsing into graph data.

Amazon Web Services (AWS)

Hosting infrastructure — database, file storage, compute, secrets management, and logging. Hosted exclusively in the United States (AWS region us-east-2); we do not currently use multi-region or international hosting.

Cloudflare

Network ingress (Cloudflare Tunnel), bot/spam protection (Turnstile) on our contact form, and hosting for this marketing site and its contact-form relay.

Sentry

Error monitoring for our application, including masked session-replay recordings used to diagnose issues (screen contents are masked; text fields are not recorded in the clear).

PostHog

Product analytics for our application and this marketing site, including masked session-replay recordings of application usage (input fields are masked).

Resend

Transactional email — account and waitlist notifications, and relaying messages submitted through our contact form.

Google Fonts

Used on this marketing site only (not the application) to load web fonts; your browser connects directly to Google's font servers when you visit relatance.ai.

8. Cookies and tracking technologies

Our application sets a single, essential session cookie used to keep you signed in; it cannot be read by website scripts and is required for the Service to function. PostHog and Sentry, described above, may set their own cookies or use browser storage to associate activity with a session and, where you are signed in, with your account, for analytics and error-diagnosis purposes described above. Turnstile, used only on this marketing site's contact form, sends the visitor's IP address to Cloudflare to verify the submission is not automated.

We do not currently operate a cookie-consent banner. Given the essential and analytics/diagnostic nature of the cookies described above and our current US-only scope, we have not implemented consent-based cookie gating; this will be revisited if our scope changes.

9. Data retention

Your Organization's graph data (contacts, relationships, and the notes and conversation history associated with them) is retained for as long as your account or Organization remains active, and is deleted immediately and permanently — with no recovery window — when you or your Organization's administrators delete it, as described in our Terms of Service.

Some infrastructure-level data has fixed, shorter retention set independent of your account status:

database backups are retained for 7 days for disaster-recovery purposes; infrastructure logs are retained for 365 days; replaced or deleted profile images are retained for 30 days before permanent removal; and mobile app session tokens expire after 15 minutes (access tokens) or 30 days (refresh tokens).

10. Data security

We encrypt data at rest and in transit, host our database with no direct public internet exposure, and route production traffic through an outbound-only network tunnel rather than exposing open inbound ports. Access to Customer Data within an Organization is governed by a permissions system that Customer's administrators can configure by user, team, or role.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your rights and choices

Access and export. You can export your Organization's graph data from within the Service at any time.

Correction. You can edit or correct data directly within the Service.

Deletion. You can delete individual records, or your entire account or Organization, from within the Service. As described in Section 9 and in our Terms of Service, deletion is immediate and permanent — we do not offer a recovery or "undo" window for deleted data.

To exercise a rights request that isn't self-service within the product, contact us atprivacy@relatance.ai.

12. Data about your contacts

Where an Organization's graph contains Contact Data — personal data about people who are not Relatance users — Relatance processes that data as a service provider to the Customer who submitted it, not as the party that decided to collect it. If we receive an inquiry directly from an individual whose information appears in a Customer's graph, we will generally direct that individual to the Customer responsible for that data, and may share the Customer's contact information with them for that purpose, so their request can be handled by the party who controls that data. Customers are responsible for responding to such requests consistent with applicable law, as described in our Terms of Service.

13. Children's privacy

The Service is a business tool intended for use by adults acting in a professional capacity. It is not directed to, and we do not knowingly collect personal data from, anyone under 18 years of age. If you believe a child has provided us with personal data, contact us and we will delete it.

14. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice. Continued use of the Service after a change takes effect constitutes acceptance of the updated policy.

15. Contact us

Questions about this Privacy Policy, or requests regarding your data, can be sent toprivacy@relatance.ai.