Nia Assistant

Privacy notice

Personal data processing in Nia Assistant.

Updated: 2026-10-08

Controller and contact

The data controller is Valdemar Gomez Vidales, an individual operating Nia Assistant from Mexico, at Rio papalopan 603, col. ISSSTE, Pachuca de Soto, Hidalgo, México.

For requests about your personal data, email [email protected]. The controller handles requests manually.

Data Nia processes

Creating an account or signing in involves identity information received from the sign-in provider, such as name, email and identifier, together with permissions and sessions. Access uses Firebase Authentication and a separate Nia session.

Nia stores your messages, requests, statuses, results and evidence from tools, as well as technical information needed to operate the service and verify permissions.

If you connect Gmail through its separate consent flow, Nia may read and store messages, participants, dates, labels and attachment references within the scope you select. Nia sends email only if you turn on «Allow sending» and confirm each one; it never modifies your email.

When you upload a PDF, Nia stores the original, versions, file name, text extracted per page, and associated questions, answers and citations. Extraction currently requires readable text and does not include OCR for images.

Calendar and Meet use a separate connection. Meeting requests may contain participants, times, titles and other details needed to prepare an operation and execute it when you authorize it.

If you connect WhatsApp, Nia processes your phone number, the confirmation of the link made with the one-time code, the messages you exchange with Nia on WhatsApp and their delivery statuses, such as sent, delivered, read or failed. Those messages are part of the same history as the web panel.

If you share your location on WhatsApp or write an address to find nearby places, Nia processes those coordinates or that address to run the search and keeps them as one more message in your conversation. If you share a contact card or write another person’s phone number, Nia processes their name and number for the call or message you ask for.

When you ask for a phone call, Nia processes the destination number, the message or question you gave and the outcome of the call, which stays in your conversation. When you ask to find a flight or a place to stay, Nia processes the origin, destination, dates, number of travellers and your preferences.

How data is used

Data supports identification, sessions, permission checks, interpreting requests, receiving and replying to your WhatsApp messages, reading authorized email, consulting documents, preparing meetings and displaying results and progress. Nia services execute tools with their access and approval controls.

Nia does not use your data for personalized advertising or sell it. Travel purchases remain disabled.

Providers and processing

Google Cloud and Firebase provide authentication, hosting, a database and private document storage. The main infrastructure is in Iowa, United States. Connected Google accounts use the corresponding Google services.

Meta, through the WhatsApp Business Platform, carries messages between your phone and Nia. To do so it processes your number, message content and delivery data, also subject to WhatsApp and Meta terms. When you ask to send a WhatsApp to another person or to coordinate a meeting with them, Meta also processes their number and those messages.

OpenAI receives the message, including when you write on WhatsApp, and context through its API to prepare the intent of your request. Context may include recent messages, account email identifiers, email subjects, and document names and identifiers. Email or PDF text appearing in the conversation can also become part of later context.

ElevenLabs places the voice calls you ask for, over Twilio’s telephone network. To do so they receive the destination number, the name of the person or place and the message or question of the call, and they process the audio of the conversation. They may keep the recording, the transcript and the call records under their own terms.

Expedia and Duffel receive the details of your travel searches: origin, destination, dates, number of travellers and preferences. If you connect your Expedia account, Expedia receives the email you provide and sends you an access code. Nia does not buy or book travel for you.

Google Maps Platform (Places) receives what you search for and the area of the search, which is the address you write or the coordinates of the location you share, to return nearby places with their phone number and link.

PDF extraction runs in Nia services. When you ask for a summary of your email, Nia sends OpenAI the sender, subject, date and a short excerpt of up to 10 emails to write it (see "Google user data"). Content you share in the chat may be sent to OpenAI as context. Processing may take place outside Mexico and is also subject to providers' retention conditions.

Retention and disconnection

When coordinating a meeting, Nia uses the guests' names, phone numbers, availability and confirmed email addresses to arrange that meeting. Thirty days after the coordination closes, Nia removes guests' personal data from the coordination and its associated copies in Nia history, the internal WhatsApp outbox and the assistant's internal records. This removal does not delete events and invitations already in Google or messages kept on participants' phones. Backups and providers' mandatory logs remain subject to the retention periods described in this notice.

We retain history and documents while your account remains open. Following a deletion request with verified identity, we delete the data within its scope from the service within 7 calendar days and from backups controlled by Nia within 30 additional days after active deletion. Retries do not restart these deadlines.

These timelines cover data and operational copies managed by Nia. Deletion also initiates removal of your Nia sign-in identity from Firebase Authentication. Google states that removing authentication information from its live and backup systems may take up to 180 days after that request to the provider.

Google Cloud retains certain mandatory audit records for 400 days, a period that Nia cannot change. They may include metadata about operations, resources and identities. This retention is separate from history and documents. Providers may retain other data under their own conditions; we do not promise zero retention in their systems.

Disconnecting Gmail stops new access from Nia and deletes the local credentials for that connection. It does not delete all history, previous results or backups. You may also revoke permission in your Google account; revocation does not automatically delete copies already stored by Nia.

Unlinking WhatsApp from your account stops messages being received and sent on that channel. It does not delete history already stored or messages kept on your phone or by WhatsApp.

Google user data

Nia accesses data from your Google Account only when you sign in with Google or connect a service and approve it on Google's consent screen. Each service has its own permission, and you can connect one without the other.

  • Sign in with Google: Nia receives your name, email address and a Google Account identifier to create your Nia account and keep you signed in.
  • Google Calendar: Nia reads the list of your calendars (name, identifier, time zone, your access level and whether Google Meet is allowed) so you can choose which ones Nia may schedule in. When you ask Nia to coordinate a meeting, Nia reads the status and times of events in the selected calendar, without their titles or descriptions, to propose available times on the requested day and up to 14 days later. When you confirm a meeting, Nia creates that event with its Google Meet link in the selected calendar, and Google sends invitations to the attendees. Nia then reads that event to confirm it was created. Nia does not change or delete your other events or change your calendar list.
  • Gmail: with read-only permission, Nia reads and stores the text of your messages, their participants, dates and labels, and small attachments included in the message, from the account you connect. It uses them to show you your email and detect pending items. If you ask, it imports a PDF attachment into your documents. When you ask for a summary of your email, Nia reads up to 10 emails from Gmail (sender, subject, date and a short excerpt) to write it. If you ask Nia to read you a specific email, Nia uses its full text to tell you what it says. If you turn on «Allow sending», Nia can send a new email from your account that it proposes in the conversation: it shows you the sender, recipients, subject, message and, if you ask, the PDF it creates from your text, and it sends it only when you reply «yes». Nia keeps that email and the sending result in your conversation. Nia does not change or delete your email.

How we use it. Only for the features you see in Nia and ask for: choosing calendars, proposing available times for meetings you ask Nia to coordinate, creating the meetings you confirm, showing and summarizing your email, importing the attachments you choose into your documents, and answering your messages. We do not use Google user data for advertising, we do not sell it, and we do not use it to determine creditworthiness or for lending.

Artificial intelligence. Nia uses an artificial intelligence model from OpenAI to understand your messages and write replies, including email summaries. The Google user data that model receives is used only to perform the feature you asked for, for you. We do not use Google user data to create, train or improve generalized artificial intelligence or machine learning models, and we do not store it with such models.

Who we share it with. Only with the providers needed for those features:

  • Google Cloud and Firebase, for hosting, database and authentication in Iowa, United States.
  • OpenAI, through its API, to understand your request and write the reply. When your request needs it, OpenAI may receive:
    • the email address of your connected accounts;
    • the name, identifier and time zone of your calendars;
    • the meeting details (title, time and attendees) and the result with its Meet link, when they appear in the conversation;
    • email subjects and any email text that appears in the conversation;
    • when you ask for a summary of your email, the sender, subject, date and a short excerpt of up to 10 emails. Nia does not keep those excerpts after preparing the reply; the summary you receive stays in your conversation like any other reply.
    • when you ask Nia to read you a specific email, its sender, subject, date and full text, without attachments. The answer stays in your conversation like any other.

    According to OpenAI, data sent to its API is not used to train its models unless the customer explicitly opts in, and Nia has not opted in. OpenAI may keep abuse-monitoring logs for a limited time under its own terms.

  • Meta, through WhatsApp Business, when you use Nia on WhatsApp. The replies you receive there may include details of your meetings (title, time, attendees and Meet link) or of your email, such as a summary or a pending-items notice. Meta also handles those messages under WhatsApp's terms.

We do not transfer Google user data to anyone else, except for security purposes, to comply with the law, or, with your prior explicit consent, as part of a merger, acquisition or sale of assets. No one at Nia reads your Google user data unless you ask us for help with something specific, it is necessary for security (for example, investigating abuse or a bug), or the law requires it.

How we store it. Nia stores, on Google Cloud infrastructure:

  • the connection (Google Account email and identifier);
  • the access credentials, encrypted with AES-256 using keys kept outside the database;
  • the calendars you chose;
  • the meetings you prepared or confirmed, with the identifier and link of the created event;
  • if you connect Gmail, the imported messages (text, participants, dates, labels and small attachments) and the PDFs you import into your documents;
  • your conversations with Nia, which may include Google user data that appeared in them, such as a meeting link or an email summary.

Data travels encrypted over HTTPS.

Retention and deletion.

  • While your account is open, we keep this data.
  • Disconnecting Calendar or Gmail in Nia stops new access and deletes the stored credentials for that connection. It keeps your history, the meetings already created and the imported data until you ask us to delete them.
  • If you ask us to delete your account, we delete your Google user data together with your other data within the periods described in "Retention and disconnection".
  • What stays in Google: events created in your Google Calendar and messages in your Gmail stay in your Google Account. Nia does not delete them.

How to revoke access. You can remove Nia's access at any time from your Google Account connections page (https://myaccount.google.com/connections).

  • Revoking access stops it, but does not by itself delete what Nia already stored. To delete it, write to [email protected].
  • Disconnecting in Nia does not revoke the permission in Google. To remove it completely, also revoke it in your Google Account.

Limited Use. Nia Assistant's use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Requests about your data

You can request access, correction, cancellation, objection, withdrawal of consent or retention information at [email protected]. Include your Nia account email, the right you wish to exercise and the scope of your request. Do not send passwords, access codes or API keys.

We verify your identity or authorized representation proportionately before disclosing, changing or deleting information. Requests are handled manually: we acknowledge receipt, ask only for necessary information and communicate the outcome. If any information requires justified retention, we explain its scope, reason and period. Receipt of a request does not confirm its execution.

Browser storage and changes

The panel uses a technical session cookie. The public website may save your animation pause preference in your browser. This preference is separate from conversation history.

We publish changes to this notice on this page and display their update date.