Last update:

27 July 2025

MIRROR PRIVACY POLICY

Our Commitment to Your Privacy

Physion Works Inc. ("Mirror," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Mirror, our digital clone service. Please read this policy carefully to understand our practices regarding your information.

By using Mirror, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this policy, please do not use our services.

1. INFORMATION WE COLLECT

1.1 Information You Provide

Account Information

  • Name and email address

  • Profile information from connected accounts

  • Authentication credentials

  • Account preferences and settings

Integration Data When you connect third-party services, we access:

  • Google Services: Gmail data, Google Drive files, and basic profile information

  • Atlassian Products: Confluence content and related workspace data

  • Jira: Project data, tickets, and associated information

Meeting and Conversation Data

  • Meeting recordings and transcripts

  • Extracted statements and information

  • Questions and queries you submit

  • Fact-checking results and verifications

Payment Information For paid subscriptions, we collect billing information through our payment processor. We store only limited payment details (last 4 digits, card type) for reference.

Support Communications Information you provide when contacting our support team or providing feedback.

1.2 Information We Collect Automatically

Usage Data

  • Features accessed and actions taken

  • Frequency and duration of use

  • Performance metrics and error logs

Technical Information

  • IP address and device information

  • Browser type and version

  • Operating system

  • Time zone and location data

Analytics Data We use analytics tools to understand how Mirror is used and to improve our service.

1.3 Information from Third Parties

  • Authentication information from OAuth providers

  • Data from integrated services (with your permission)

  • Information from service providers who assist in operating Mirror

2. HOW WE USE YOUR INFORMATION

We use collected information to:

Provide and Maintain Services

  • Create and manage your digital clone

  • Extract and verify statements from meetings

  • Fact-check information against internal and external sources

  • Answer questions using verified knowledge

  • Process voice commands and queries

Improve and Develop Mirror

  • Analyze usage patterns to enhance features

  • Debug and fix technical issues

  • Develop new functionality

  • Ensure service reliability and performance

Communicate with You

  • Send service updates and notifications

  • Respond to support requests

  • Provide account-related information

  • Send marketing communications (with consent)

Legal and Security Purposes

  • Comply with legal obligations

  • Protect against fraud and abuse

  • Enforce our Terms of Service

  • Protect rights and safety

Important Note: We host your data to provide our services but do not use your personal data to train machine learning models.

3. DATA SHARING AND DISCLOSURE

We do not sell your personal information. We share data only in these circumstances:

Service Providers We work with trusted third parties who assist in operating Mirror, including:

  • Cloud infrastructure providers

  • Authentication services

  • Payment processors

  • Analytics providers

These providers are contractually obligated to protect your information and use it only for specified purposes.

Integration Partners When you connect services like Google, Atlassian, or Jira, we share data as necessary to provide the integrated functionality you've requested.

Legal Requirements We may disclose information if required by law or in response to valid legal processes.

Business Transfers In the event of a merger, acquisition, or sale of assets, your information may be transferred with appropriate notice.

With Your Consent We may share information for any other purpose with your explicit consent.

4. DATA SECURITY

We implement appropriate technical and organizational measures to protect your information:

  • Encryption in transit and at rest

  • Access controls and authentication

  • Regular security assessments

  • Employee training on data protection

  • Incident response procedures

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

5. DATA RETENTION

We retain your information only as long as necessary to provide our services and fulfill the purposes outlined in this policy:

  • Account Data: Retained while your account is active

  • Meeting/Conversation Data: Stored while you maintain your subscription

  • Analytics Data: Aggregated and anonymized after 90 days

  • Deletion: Upon account termination, we attempt to delete your data promptly

Note: We may retain certain information as required by law or for legitimate business purposes.

6. YOUR RIGHTS AND CHOICES

6.1 Access and Control

You have the right to:

  • Access your personal information

  • Correct inaccurate data

  • Request deletion of your data

  • Object to certain processing

  • Withdraw consent where applicable

6.2 Integration Management

You can:

  • Revoke access to connected services at any time

  • Manage permissions through respective service providers

  • Disconnect integrations through Mirror settings

6.3 Communication Preferences

  • Opt out of marketing emails via unsubscribe links

  • Manage notification settings in your account

  • Contact us to update communication preferences

To exercise any of these rights, contact us at founders@usemirror.ai.

7. GOOGLE API SERVICES DISCLOSURE

Mirror's use of Google user data is subject to Google's API Services User Data Policy. We access Google services only with your explicit consent and use this data solely to provide the Mirror functionality you've requested.

What We Access:

  • Gmail: To analyze and extract information from emails

  • Google Drive: To access and verify information in documents

  • Profile Information: For account identification

Our Commitments:

  • We don't use Google data for advertising

  • We don't share Google data with third parties except as necessary to provide Mirror's services

  • We don't use Google data to train AI models

  • You can revoke access through your Google Account settings at any time

8. CHILDREN'S PRIVACY

Mirror is not intended for users under 16 years of age. We do not knowingly collect information from children under 16. If we learn we have collected such information, we will promptly delete it.

9. INTERNATIONAL DATA TRANSFERS

Mirror is operated from the United States. If you use Mirror from outside the US, your information will be transferred to and processed in the US. We implement appropriate safeguards for international transfers as required by applicable law.

10. CALIFORNIA PRIVACY RIGHTS

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information we collect

  • Right to delete personal information

  • Right to opt-out of sale (we do not sell personal information)

  • Right to non-discrimination

To exercise these rights, contact us at founders@usemirror.ai.

11. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Updating the "Last Updated" date

  • Sending notice to your registered email

  • Displaying a prominent notice in Mirror

Continued use after changes constitutes acceptance of the updated policy.

12. CONTACT US

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

Email: founders@usemirror.ai
Mailing Address:
Mirror/Physion Works Inc.
2261 Market Street, STE 85258
San Francisco, CA 94114

We will respond to your inquiry within a reasonable timeframe.

© Physion Works Inc. All rights reserved.