Privacy Policy

Last updated: July 2026

Mnemia (“Mnemia”, “we”, “us”) provides continuity for coaching and related practices by capturing sessions and turning them into recaps, insights, and homework. This policy explains what personal data we process, why, and the rights you have. It is written to align with the EU General Data Protection Regulation (GDPR) and the Swiss Federal Act on Data Protection (FADP).

Mnemia is operated from Zürich, Switzerland by its founders, Christophe Kurkdjian and Yacine Brahmi, who are incorporating a Swiss limited liability company (Sàrl) to run it. Full operator and contact details are in our Impressum. For any privacy question, email privacy@mnemia.ch.

Who the data is about

Mnemia is used by coaches (and similar practitioners) and their clients (coachees). Coaches act as the controller of their clients’ session data; Mnemia acts as a processor on their behalf, and as a controller for account and billing data. This policy also covers prospective customers and other people who speak with Mnemia. Mnemia is the controller of those business-contact and sales-conversation records.

What we process

Sensitive (special-category) data

Coaching and therapy conversations may include health information or other sensitive details. Where this is the case, we process it only to provide the service, on the basis of explicit consent and the coach’s documented instructions, and with the additional safeguards described below. Coaches are responsible for obtaining the consent of session participants before recording or uploading a session.

Why we process it (legal bases)

For a recorded sales conversation, we rely on your clear prior consent to the recording and the disclosed AI processing. We use the material only to prepare or review the interaction, support founder sales coaching, and draft a follow-up. If a founder records a typed recollection instead, the person must first have been informed about follow-up and AI processing. We do not use this material for lead scoring or automated decisions.

AI processing

Transcription and analysis are performed using Microsoft Azure OpenAI, hosted in Switzerland and the EU, strictly to produce your results. This includes consented sales conversations processed for follow-up and internal founder coaching. Your sessions and sales-conversation content are not sent to providers outside Switzerland or the EU for AI processing. Your content is not sold and is not used to train public AI models.

Sub-processors

We rely on a small number of vetted providers to run Mnemia:

Each provider is bound by a data-processing agreement. The full, current list with processing locations is published on our Sub-processors page.

Security

Session content, private prospect context, sales transcripts, AI coaching sections, and follow-up drafts are encrypted at restand decrypted only when shown to an authorised user. Sales records are accessible only to Mnemia's two founders. Uploaded sales-call audio is transcribed in memory and is never stored. Access is otherwise restricted by role, and a client can only ever see the content their coach has approved.

Retention

We keep your data for as long as your account is active, and delete or anonymise it within a reasonable period after you close your account or request deletion, unless we must retain it to meet a legal obligation. After deletion we may keep anonymised, aggregated statistics that can no longer identify you, in order to understand and improve the product.

For sales conversations, the encrypted transcript is deleted 90 days after successful analysis while the editable analysis may remain. The complete prospect record, including the analysis, is deleted after 12 months without an interaction unless a founder documents an extension. We can export or delete the record immediately on request.

Your rights

Subject to applicable law, you have the right to:

To exercise any right, email privacy@mnemia.ch.

International transfers

Your session content is stored in Switzerland and processed for AI in Switzerland and the EU, and email delivery runs in the EU (Ireland). The processing that currently reaches outside this area is application hosting and delivery, which runs on a global edge network that we are consolidating to Switzerland and the EU.

Where data is transferred to a country without a Swiss Federal Council adequacy decision, we rely on appropriate safeguards, in particular Standard Contractual Clauses recognised by the Swiss Federal Data Protection and Information Commissioner (FDPIC) for transfers from Switzerland, together with the European Commission’s Standard Contractual Clauses for transfers subject to the GDPR. For transfers to the United States we rely on the Swiss-U.S. and EU-U.S. Data Privacy Framework where the recipient is certified, or on the clauses above.

EU and EEA users

If you are in the EU or EEA, the GDPR applies to your data. Because Mnemia is established in Switzerland, we are appointing a representative in the EU under Article 27 GDPR to act as a local point of contact for you and for supervisory authorities; their name and address will be listed here once appointed. In the meantime, you can reach us at privacy@mnemia.ch.

Cookies and analytics

We use first-party cookies to keep you signed in, keep the service secure, and remember the website language you choose. The language cookie stores only `en`, `fr`, or `de`. These cookies are not shared with, or readable by, other websites.

On our public website and during account creation — never inside onboarding or the coach or client workspace — we use PostHog EU Cloud to understand page views, selected interactions with public content, and anonymous progress through account creation. We use manually defined events only.

We send a short-lived pseudonymous identifier and limited technical and event information, such as a sanitised page path, language, call-to-action source, landing-page version, broad browser/device category, and sign-up-step status. We do not send names, email addresses, query strings, invitation or referral tokens, account identifiers, client information, coaching or session content, form answers, free text, or raw error messages. Like any web service, PostHog receives the IP address needed to deliver the request; we disable IP-based location enrichment in the analytics event.

PostHog sets no cookies, and we do not identify visitors or follow them across websites or browsing sessions. Automatic interaction capture, heatmaps, error capture, performance monitoring, surveys, feature flags, and session replay are disabled. We use no advertising or cross-site tracking. See our sub-processors for details.

Inside the authenticated product, activation and retention are derived in Mnemia's own database rather than sent to PostHog. We store controlled setup choices, an expected relationship cadence, completed-session timestamps, and content-free observations that an authorised coach viewed a useful brief or next-session context. We do not copy the brief, analysis, transcript, coaching answers, client details, or other session content into analytics.

Changes

We may update this policy as the product evolves. We’ll change the “last updated” date above and, for material changes, notify you in the app or by email.

This page is being finalised ahead of our public launch; some details may still change.