Your privacy and security matter.

Brain Canvas ("Brain Canvas," "we," "our," or "us") is a spatial AI workspace product operated by Brain Canvas, Inc. This Privacy Policy describes how we collect, use, disclose, and safeguard information about you when you use our web application, its installable (PWA) version, and any related services (collectively, the "Service").

By using the Service, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Service. This policy is incorporated into and subject to our Terms of Service.

We collect information you give us directly, information generated automatically as you use the Service, and information our AI derives from the content you create.

We do not intentionally collect sensitive personal data such as racial or ethnic origin, health information, or government identification numbers. Because a canvas is a free-form space, please avoid putting such information into one — and be aware that anything you write there is processed by our AI providers as described in section 04.

We use the information we collect exclusively to operate, improve, and protect the Service. Our lawful bases for processing under applicable privacy law include performance of a contract, legitimate interests, legal obligation, and — where required — consent.

• Provide and personalize the Service, including enforcing plan limits (canvas count, per-canvas element caps, storage caps, AI spend budgets, and insight-report quotas).
• Process AI requests you initiate and return insights to your canvas.
• Build your concept map and insights digest from the content in your account, including on a recurring background schedule you do not have to trigger (see section 04).
• Send transactional emails. Today this means only email-verification and password-reset messages, sent by Google Firebase Authentication.
• Understand aggregate product usage — which features are used and where people get stuck — using the analytics described in section 10.
• Detect and prevent fraud, abuse, spam, and security threats, including rate limiting and quota enforcement.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell or share your personal information as those terms are defined under California law, and we do not use it for cross-context behavioral advertising. We run no advertising on the Service.

Brain Canvas is an AI-native product, and our AI provider is Google Cloud (Vertex AI, running Gemini models). Understanding what leaves your account, and when, is the most important part of this policy — so we have spelled it out rather than summarized it.

What is sent to Google

• Canvas text and structure — when you run Find Clarity, chat with the assistant, or generate an insight report, the text of your elements and their spatial arrangement are sent for processing.
• Uploaded images and PDFs, in full. When you attach an image or PDF, the file itself is transmitted to Gemini so its contents can be read and described. The extracted text is cached so the same file is not re-processed.
• Your AI chat history — prior turns are sent back to the model to maintain context and to build the rolling memory described below.
• Content processed on a schedule. Concept extraction runs in the background on a recurring basis across your canvases, chats, and analyses. This happens without you initiating it, and is what powers the AI Mind Map.
• Collaborator names, when you generate an insight report with collaborator context enabled.

What we derive and keep

• A concept map. We extract recurring concepts from your writing, cluster them, and store them with their sources and how often they appear. Concepts unused for 90 days are archived, not deleted.
• A rolling AI memory. For each canvas, we keep a short AI-generated summary of what you have discussed — your recurring topics, tensions, and stated preferences — so the assistant does not lose the thread between sessions.
• An insights digest — periodically regenerated open loops and suggested next steps drawn from your recent activity.
• AI usage records — a rolling daily and weekly spend budget and a monthly insight-report count, used to enforce plan limits. Per-request usage rows are retained for 180 days and carry your user ID.

When you invite someone to a canvas, or accept an invitation to one, some of your information becomes visible to the other people on that canvas. This is how collaboration works, but it is worth being precise about it.

• Other collaborators on a canvas can see your email address, along with your display name, profile photo, and role. If you have not set a display name, the part of your email before the @ is shown in place of one.
• Live presence is visible in real time: your cursor position, which part of the canvas you are viewing, which tool you are using, an indicator when you are using AI, and a preview of up to 200 characters of what you are currently typing, before you have finished writing it.
• Attribution is stored per element — who created and last edited each item — and version history records who saved each snapshot.
• Requesting access to someone else's canvas reveals your name, email, and profile photo to that canvas's owner.

We do not sell, rent, or trade your personal information. We share it only with the service providers below, each acting on our behalf, plus the limited legal circumstances that follow.

• Business transfers: If Brain Canvas is involved in a merger, acquisition, or asset sale, your data may transfer to the acquiring entity, subject to the same protections described here. We will notify you via the email address on your account.
• Legal compliance: When required by applicable law, valid legal process, or to protect the rights, property, or safety of Brain Canvas, our users, or the public.
• With your consent: In any other circumstance, only with your explicit, informed consent.

Your canvases, chats, analyses, concepts, threads, comments, and uploaded files are retained for as long as your account exists. We do not expire them on a schedule. Two exceptions: per-request AI usage rows are deleted after 180 days, and concepts you have not touched in 90 days are archived out of your mind map rather than deleted.

What account deletion does not remove

In the interest of being accurate rather than reassuring, some records survive account deletion:

• Per-request AI usage rows tagged with your user ID, until their 180-day expiry.
• Cached AI memory summaries, cached extractions of files you uploaded, and generated cluster titles and summaries.
• Contact-form submissions and in-app feedback, which contain the name and email you supplied.
• Pending canvas invitations addressed to your email address, and any access requests you made.
• Your collaborator entry — including your email address — inside canvases owned by other people, along with your comments and version-history entries on those canvases.

Email privacy@braincanvas.co and we will remove these on request.

Backups: we do not currently operate a separate long-term backup or point-in-time-recovery archive of the production database. Deletion is therefore not delayed by backup retention — but it also means deletion is final.

Depending on your jurisdiction, you may have the following rights with respect to your personal data. We honor these rights regardless of where you are located, to the extent technically feasible.

To exercise any of these rights, contact us at privacy@braincanvas.co. We will respond within 30 days. We may need to verify your identity before fulfilling a request.

California residents (CCPA/CPRA): You have the right to know, the right to delete, the right to correct, and the right to non-discrimination for exercising your rights. We do not sell or share personal information for cross-context behavioral advertising, so there is no sale to opt out of — but you can still turn off analytics at any time via “Cookie preferences” in the footer.

We implement administrative and technical safeguards to protect your personal data, including:

• Encryption of data in transit (TLS) and at rest (AES-256 or equivalent), provided by Google Cloud.
• Mandatory email verification — an unverified account cannot read or write any data.
• Database rules that validate every write field-by-field, with per-collection allowlists, type checks, and size limits.
• Access controls scoped to the owner and accepted collaborators of each canvas, enforced at the database layer rather than only in the app.
• Rate limiting on AI requests, contact-form submissions, and verification emails, plus request-size caps and a strict cross-origin allowlist.
• Passwords are never handled by our code — Google Firebase Authentication manages credentials and stores them hashed.
• Incident response procedures with user notification within 72 hours of a confirmed breach affecting your data.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

Brain Canvas itself sets no cookies. It uses your browser's local storage for preferences, and Google Firebase stores your login session in browser storage. The only cookies on the site come from our analytics provider, and only once you have allowed them.

• Strictly necessary storage: your sign-in session, your saved cookie choice, and small interface state such as banner dismissals. Required for the Service to function; cannot be turned off.
• Functional storage: preferences like your AI assistant stance, recently used colors, and course progress. Stored locally in your browser and cleared when you clear site data.
• Analytics cookies (PostHog): set only with your permission, and used to understand aggregate product usage.

What our analytics do and do not collect

• Pages visited, and named events for actions like creating a canvas, running the AI, hitting a plan limit, or exporting.
• Your account is identified to our analytics by an internal user ID and plan tier only — not your email address, name, or any content.
• No canvas content, note text, concept labels, file names, or search queries are ever sent to analytics. Automatic click-tracking is switched off precisely so that on-screen text is not captured.

We do not use advertising cookies or cross-context behavioral tracking of any kind.

Brain Canvas is operated from, and stores all data in, the United States. Our database, file storage, server functions, AI processing, and analytics are all hosted in US regions. We do not currently offer data residency in the EU, UK, or anywhere else.

If you access the Service from outside the United States, you are transferring your information to the US, where privacy laws differ from those in your country and where government authorities may be able to access data under local law. Where required, we rely on the European Commission's Standard Contractual Clauses and equivalent UK provisions, as incorporated into our providers' data processing terms, as the transfer mechanism.

If this is not acceptable for the information you intend to store, please do not put that information into Brain Canvas.

Brain Canvas is intended for adults and is not directed at children under the age of 13 (or 16 in certain jurisdictions, including the European Economic Area). By creating an account you confirm that you meet the minimum age in your country.

We do not verify age at sign-up, and the optional age field in Settings is self-reported and unverified — we do not treat it as an age check. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected personal data from a child under the applicable age threshold, we will take prompt steps to delete that information and close the account.

If you believe a child has provided us with personal information, please contact us immediately at privacy@braincanvas.co.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:

• Posting the updated policy on this page with a new "Last revised" date.
• Sending a notice to the email address associated with your account at least 30 days before the effective date of material changes.

Your continued use of the Service after the effective date constitutes acceptance of the revised policy. If you do not agree, you must discontinue use and may request deletion of your account.