aicoo

Privacy Policy

Effective 2 November 2026

aicoo keeps a small team's docs, to-dos, meetings and chats, and has an AI teammate work on them. This page says what we collect to do that, where it goes, who can see it, and how you get it back or deleted. It goes with our Terms of Service.

1. Who we are

aicoo is made by SysteMind, Inc., a Delaware corporation, South Governors Avenue, Suite 39354, Dover, DE 19904, United States (“SysteMind”, “we”, “us”). We decide how your personal data is used in aicoo, which makes us its controller under data protection laws such as the GDPR.

This policy covers aicoo at www.aicoo.io, its website, and the aicoo command-line tool and agent API. The older product now at www.yourcoo.ai has its own policy there.

2. What we collect

Your account

• Your email address, which is how you sign in: with a one-time code or link we email you, or with Google or Microsoft.
• From Google or Microsoft sign-in, only your basic profile: email, name and profile picture (the openid, email and profile scopes). We never see your Google or Microsoft password.
• Your profile in aicoo: the name, picture and colour other people see next to your work.
• Your plan: Free, or what gives you more: whether your email or domain is on our access list, the invite code you used, or your paid plan: your own, or a team’s Team plan that covers you.
• What you use: each use of aicoo's own models, transcription and pictures, as credits: when, what kind, how many, the model and its token or minute counts (never the words). It's how we count your allowance; it's deleted with your account.
• Sign-in records: the email address and IP address of each sign-in email we send (kept for a day, to stop abuse), and the sessions our sign-in provider keeps (time, IP address and browser).

What you put in aicoo

• Docs, folders, tables, drawings, comments and their edit history; to-dos; chats with teams and with aicoo; meetings, their notes, recordings and transcripts; files and pictures you upload or paste; and anything you import.
• What aicoo remembers about you: things you tell it to remember, kept in one private memory document you can see, change and download from aicoo's chat.
• Your settings: for example your chosen model, the time zone your browser reports (so we email you in your daytime), and whether you want emails.

From services you connect

• Content you choose to import, and the tokens that let us read it (see Imports).
• If you connect SharedNet or your own agents, the details in section 7.
• If you add your own AI provider key, the key itself (encrypted), its last four characters, and when it was last used.

Payments

If you pay for aicoo Pro or a team's Team plan, Stripe takes your payment. We get your Stripe customer and subscription IDs and the subscription's status, interval and number of people billed. For a Team plan we also keep which team it's for, who pays, who's on it and each one's role (owner, admin or member), the plan's invite link, and the invitations waiting for an answer: the email address invited (also for someone not on aicoo yet), who invited them and when. The plan's owner and admins see all of that; the people on it see that it covers them and who manages it. An invitation is deleted when it's answered or taken back, or when the plan ends and is bought again. We never see or store your card number.

Technical data

Our hosting provider records requests (such as IP address, time and the page or API called) in short-lived logs, and our servers log errors. The website and web app run no analytics or tracking scripts.

Usage data from the desktop app

The aicoo desktop app for Mac and Windows sends anonymous usage data to PostHog, so we can find and fix what breaks: a random ID made for that installation (not linked to your account), the app's version, your operating system and its version, the kind of folder the app runs from (such as Applications), and events such as the app starting, a meeting prompt being shown and how it was answered, changes to the settings in its menu, updates (downloaded, put off, installed or failed) and crashes (which part of the app stopped, and where in our code). It never includes your name, email, anything you write or record, the pages you open, or file names. PostHog sees the IP address the data comes from and records an approximate location (country and city) from it. It's on unless you turn it off. The app tells you before it sends anything: on its first-run page, or, if you set it up before this, in a notification. Turn it off any time from aicoo's icon in the menu bar or tray: Share anonymous usage data.

3. How we use it

• To run aicoo for you: store and sync your work, show it to the people you share it with, run aicoo's answers, notes and scheduled tasks, transcribe your recordings, and import what you ask for. (Legal basis: our contract with you.)
• To let you in and keep accounts safe: check invite codes and access, limit sign-in attempts, and investigate abuse. (Legitimate interests; contract.)
• To bill aicoo Pro and Team, and to let in the people a Team plan covers. (Contract; legal obligations such as tax records.)
• To tell you things: sign-in codes, notes from aicoo you haven't seen, and important changes to aicoo or these policies. (Contract; legitimate interests.)
• To fix problems: when something breaks, we look at error logs and, only as far as needed, the data involved. (Legitimate interests.)

We don't sell your personal data, share it for advertising, or use it to profile you for anyone else. Connecting another service is your choice, and you can disconnect it any time.

4. AI processing

aicoo is an AI teammate. When you ask it something, or it does work for you (a tidy-up, a meeting summary, a scheduled task, an AI column in a table), we send the text it needs to an AI provider and send the answer back to you. That text can include the docs, to-dos, chats and memory the request is about.

• Microsoft Azure OpenAI Service runs aicoo's models, on our own Azure resource in Sweden. aicoo's web search goes through the same service.
• Anthropic runs aicoo instead when we switch it on.
• AssemblyAI turns meeting recordings into transcripts with speakers and timestamps. It fetches the recording through a private link that expires after three hours.
• Your own key. If you add your own OpenAI, Anthropic or OpenRouter key, aicoo's requests go to that provider on your account, under your agreement with them.

We don't train AI models on your content. We use these providers only to answer the request in front of them. What each provider may do with what we send, such as how long it keeps it and for what, is set by its own terms: see Azure OpenAI, Anthropic and AssemblyAI.

When you paste a link, our server fetches that public page (or arXiv's record of a paper) to show a preview. The site sees a request from our server, not from you.

5. Imports and connected apps

You can bring your work into aicoo from other apps. Each connection starts with that app's own consent screen, reads only, and lands in a new private folder that only you can see until you share it. The tokens that let us read stay on our servers; your browser never sees them. Disconnect in aicoo's Import panel, and we delete the stored tokens (and revoke them at Google, Notion and yourcoo).

Google Docs

aicoo asks only for the drive.file scope. You choose Docs in Google's own picker, and aicoo can read only those files. It can't list or open anything else in your Drive. We use what we read only to import it into aicoo for you.

Google API Services User Data Policy. aicoo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, data from Google (your Docs and your Google sign-in profile):

• is used only to provide the feature you asked for: signing you in, or importing the Docs you picked;
• is not used for advertising, and not sold;
• is not transferred to anyone else, except as needed to provide or improve that feature (such as our hosting and database providers), to comply with the law, or as part of a merger or acquisition;
• is not read by people at SysteMind, unless you ask us to and agree, it's needed for security (such as investigating abuse), or the law requires it;
• is not used to train AI models.

Once a Doc is imported, it's a doc in aicoo like any other: aicoo works on it when you ask, as in section 4.

Microsoft OneNote

aicoo uses Microsoft Graph with Notes.Read (read your notebooks), User.Read (your name and email, to show which account is connected) and offline_access (so the connection lasts until you remove it). It reads the notebooks, sections and pages you choose to import, only to import them. We hold Microsoft data to the same rules as Google's above: no ads, no sale, no transfer except to run the feature, no human reading except as stated, no training. You can also remove aicoo's access in your Microsoft account settings.

Notion

In Notion's consent screen you choose which pages aicoo may see. aicoo reads those pages, their subpages and databases, only to import them, and never writes to Notion. The same rules as above apply.

yourcoo

yourcoo (www.yourcoo.ai) is our earlier product. If you sign in to it from aicoo, aicoo reads your notes, folders and to-dos there (read-only) to import them.

Files from your computer

Files you import from your computer are read in your browser and saved to aicoo as docs or files.

6. Who can see what

• Your own work is private until you share it. You can share a doc, folder or file with a team or with a person, as “can view” or “can edit”. A folder's sharing covers what's in it.
• Teams are groups of people you invite. Everyone in a team sees its chat and what's shared with the team. aicoo's replies in a team chat are seen by the team.
• Your chat with aicoo, your memory and your settings are yours alone.
• Other aicoo members can see your name, picture and colour next to work you share or do with them. They can find you by typing your exact email address, but they can't browse a list of people, and your email isn't shown to them that way.

How this is enforced. The database lets only aicoo members in, and keeps each person's private space (their aicoo chat, memory and settings) private. Which docs, files and chats a member can open is enforced by the aicoo app and, for agents, by our servers. It isn't yet enforced document by document inside the database itself. That means someone with an aicoo account who bypassed the app with technical tools could read shared-space content that wasn't shared with them. Doing so is against our Terms, and moving this check into the database is our next security step. Until then, think twice before putting highly sensitive material in aicoo.

7. Your own agents and SharedNet

Your own agents. You can connect agents such as Claude Code, Codex or Cursor. You approve each one in aicoo with a device login. The agent then acts as you: it sees what you can see, can read and edit your docs and to-dos, read your chats, and send messages, which are marked “via” that agent. Its doc edits wait for your yes. We keep only a fingerprint (a hash) of the agent's token, its name and when it was last used. Disconnect any agent in Connected agents. What an agent does with what it reads is up to that agent's provider and your setup, not us.

SharedNet. If you connect SharedNet (sharednet.ai), aicoo joins your SharedNet account as an instance called “aicoo”, so you and your agents can talk to aicoo in SharedNet rooms. SharedNet gives us your basic profile, and we keep its tokens on our servers. Messages you send through aicoo to a SharedNet room go to SharedNet, under its terms. You can disconnect from the Agents panel.

8. Emails we send

• Sign-in emails with a one-time code and link.
• Notes you haven't seen: if a note from aicoo waits unread for more than three hours, aicoo emails it to you, in your daytime and at most every 12 hours. Turn this off in aicoo's chat (the … menu, “Email me notes I haven't seen”).
• Service messages about your account, your subscription, or changes to these policies.

We send email through Resend. We don't send marketing email.

9. Who we use

These companies process data for us to run aicoo, under their own terms and data protection commitments.

We may also share data when the law requires it, to protect people's safety or aicoo's security, or with a buyer if SysteMind is sold or merged, who would have to keep this policy's promises.

10. Cookies and local storage

aicoo sets no cookies of its own, and the website and web app run no analytics, advertising or tracking scripts (the desktop app's anonymous usage data is described above). Your browser's own storage keeps:

• your sign-in session, so you stay signed in;
• small preferences, such as light or dark mode, the last doc you had open, and which chat messages you've read;
• pieces of a meeting recording until they've uploaded, so a closed tab doesn't lose it;
• for 15 minutes, the code of an agent you're connecting.

Signing out ends the session; clearing your browser's site data removes the rest. Pages that aren't ours (Google or Microsoft sign-in, Stripe's checkout) set their own cookies under their own policies.

11. Keeping, exporting and deleting

• While you have an account, we keep what you put in aicoo until you delete it.
• Deleting something in aicoo removes it for everyone. Some copies can stay for a while: a deleted doc's edit history, transcripts at AssemblyAI (kept under its terms), and our providers' backups. Ask us and we'll clear what we can.
• Getting a copy: in aicoo, open Account (the person icon at the bottom of the sidebar) and choose Download my data. You get one .zip of everything you own: your docs as Markdown in their folders, to-dos, meeting transcripts, files, your chat messages, and what aicoo remembers about you. Single docs also copy out as Markdown. If something's missing, write to us.
• Deleting your account: in aicoo, open Account and choose Delete my account. Before anything happens it shows what goes and what stays, and asks you to type your email. It then deletes, right away, your account and the docs, folders, to-dos, files, recordings, settings and connections you own, and cancels your own aicoo Pro subscription at once (the days left aren't refunded); a team's Team plan you pay for runs to the end of what was paid, then ends. Docs you own that you shared go for the people you shared them with too, so give them to someone first (Share, then Transfer) if they should stay. What belongs to other people stays theirs, such as their docs; your messages in team chats and your comments on their docs stay, without your name, so their conversations still read. If you can't get into aicoo, the sign-in screen offers the same. Or write to hi@systemind.io from your account's email address and we'll do it within 30 days; ask if you also want your messages in team chats removed.
• Kept longer: payment records, for as long as tax and accounting law requires; and anything we must keep for a legal claim.

12. Your rights

Depending on where you live, you can ask us to: tell you what we hold about you and give you a copy; correct it; delete it; give it to you in a portable format; restrict or object to how we use it; and withdraw a consent you gave (such as a connection to another app). Most of this you can do in aicoo yourself; for the rest, write to hi@systemind.io. We answer within one month, and we may need to check it's really you.

If you're in the EU, the UK or Switzerland, you can also complain to your data protection authority. If you're in California: we don't sell or share your personal information as California law defines those terms, and we won't treat you differently for using your rights.

13. Where your data goes

SysteMind is in the United States, and so is aicoo's data: your account, content and files are stored with Supabase in the United States (Virginia), and most of our other providers process data there too. aicoo's AI models run in Sweden, on Microsoft Azure, so what aicoo works on for you is sent there to be processed. If you're outside the United States, using aicoo means your data is transferred to the United States. When personal data moves out of the EU, the UK or Switzerland, we rely on safeguards such as the European Commission's Standard Contractual Clauses (and the UK's addendum to them) in our providers' data processing terms.

14. Security

• Everything travels over HTTPS. Uploaded files sit in a private store and open through links that expire.
• Sign-in codes and links work once and expire within an hour, and sign-in attempts are rate-limited.
• Tokens for connected apps and SharedNet stay on our servers. Agent tokens are kept only as a hash. Your own AI keys are encrypted (AES-256-GCM) before we store them, and we show back only their last four characters.
• The limits of how sharing is enforced are in section 6.

No system is perfectly secure. If we learn of a breach that affects your data, we'll tell you and the authorities as the law requires. Found a problem? Write to hi@systemind.io.

15. Children

aicoo isn't for children. You must be at least 13, or 16 in countries (including some in the EU) where that's the age to use a service like this without a parent's consent. If you think a child has given us personal data, tell us and we'll delete it.

16. Changes to this policy

aicoo is new and changes often, and this policy will change with it. The date at the top says when it last did. If a change matters, such as a new kind of data or a new use of it, we'll tell you by email or in aicoo before it takes effect.

17. Contact

SysteMind, Inc., South Governors Avenue, Suite 39354, Dover, DE 19904, United States.
Privacy questions and requests: hi@systemind.io. Anything else: support@systemind.io.