Privacy Policy

Effective Date: 22 September 2026

At NINAI, we respect your privacy and are committed to handling your personal information responsibly. This Privacy Policy explains how NINAI collects, uses, stores, and protects information when you visit ninaiforever.com (the "Website"), submit an enquiry, or engage with our memoir and legacy preservation Services.

This Privacy Policy should be read together with our Terms and Conditions.

1. Information We Collect

We may collect information that you voluntarily provide when you interact with NINAI, as well as certain technical information collected automatically.

Information provided through enquiries

When you submit an enquiry through the Website, including via the "Begin Your Memoir" form or other contact forms, we may collect:

  • Your name
  • Email address
  • Phone number, where provided
  • Details about the memoir or legacy project you're interested in
  • Any messages, descriptions, or other information you choose to share

Information provided for a project

If you proceed with a NINAI project, you may provide additional materials, such as:

  • Personal memories and stories
  • Interview, audio, or video recordings
    • Privacy Policy
  • Photographs and personal documents
  • Family history and biographical information
  • Names, dates, places, and other story-related details
  • Other materials you choose to provide for your project

Information collected automatically

When you visit the Website, we may automatically collect certain technical information, including:

  • IP address
  • Browser and device information
  • Pages visited and general usage patterns
  • Date and time of your visit

The Website may use cookies or similar technologies to support functionality and to understand how visitors interact with it.

2. How We Use Your Information

We use the information we collect to:

  • Respond to your enquiries and requests
  • Contact you regarding a potential or ongoing project
  • Understand your requirements and preferences
  • Coordinate and provide our Services
  • Create and manage memoir, biography, film, or digital archive projects
  • Process and organise the materials you provide
  • Communicate with you throughout your project
  • Process payments, where applicable
  • Maintain enquiry and project records
  • Improve our Website, Services, and overall user experience
  • Protect the security and integrity of our Website and Services
  • Comply with applicable legal and regulatory requirements

We do not sell your personal information, and we do not use your personal stories, photographs, recordings, or other project materials for unrelated marketing or promotional purposes without your permission.

3. Use of Submitted Content

If you provide stories, photographs, recordings, documents, or other personal materials for a NINAI project ("Submitted Content"), we use that information primarily to deliver the Services you've requested. This may include:

  • Storing and organising your materials
  • Transcribing audio or video
  • Structuring and organising information
  • Developing story and chapter plans
  • Creating drafts
  • Editing and refining content
  • Preparing content for book, film, or digital archive production
  • Reviewing materials as part of our editorial and production process

Access to Submitted Content is limited to the individuals and service providers who reasonably need it to perform the applicable Services.

4. Artificial Intelligence and Automated Technologies

NINAI uses artificial intelligence and related technologies as part of our storytelling and production workflow, including for:

  • Transcription
  • Organisation of information
  • Story and chapter planning
  • Draft generation
  • Editing and language refinement
  • Processing of photographs and documents
  • Other production-related activities

AI-assisted technologies are intended to support — not replace — our production process, and are combined with human storytelling, editorial review, and quality control throughout. AI-assisted processing may produce errors or inaccuracies, which is why every AI-assisted output is reviewed and refined by our team before it is used in a final project.

We do not permit submitted personal content to be used by third-party AI providers for unrelated model training, where contractual or technical controls are available to prevent this.

5. Human Review and Project Access

Authorised writers, editors, designers, production personnel, or other individuals working on your project may access relevant information and materials as necessary to deliver the Services. Access is limited to what is reasonably required for the relevant task.

6. Sharing of Information

We do not sell your personal information. We may share or provide access to information where reasonably necessary to operate the Website or deliver our Services, including with:

  • NINAI team members and authorised project personnel
  • Writers, editors, designers, and production partners working on your project
  • Hosting and cloud-storage providers
  • Communication and technology service providers
  • AI and transcription service providers used in the production workflow
  • Payment providers, where applicable
  • Printing and shipping partners, where applicable
  • Professional advisers or service providers, where reasonably necessary
  • Government authorities or other parties, where disclosure is required by applicable law

We aim to share only what is reasonably necessary for each purpose, and we do not share your personal stories, photographs, recordings, or other Submitted Content for unrelated commercial or promotional purposes without your permission.

7. Cookies and Website Technologies

The Website may use cookies and similar technologies to support functionality, understand Website usage, and improve our Services. You can manage or disable cookies through your browser settings, though disabling certain cookies may affect some Website functionality.

Should NINAI introduce additional analytics, advertising, or similar technologies requiring specific consent, appropriate information and controls will be provided as required by law.

8. Data Retention

We retain personal information and Submitted Content only for as long as reasonably necessary for the purposes described in this Policy, including:

  • Responding to an enquiry
  • Managing communication with you
  • Providing and supporting a project
  • Maintaining appropriate business and project records
  • Meeting legal, accounting, or regulatory requirements
  • Resolving disputes
  • Protecting our rights and Services

If you submit an enquiry but do not proceed with a project, we may retain your enquiry information for a reasonable period before deleting or anonymising it, subject to applicable requirements. Project materials may be retained for an appropriate period after completion where reasonably necessary for delivery, support, records, or legal purposes.

9. Data Security

We take reasonable technical and organisational measures to protect personal information and Submitted Content against unauthorised access, loss, misuse, alteration, or disclosure. Access to project information is restricted to authorised personnel and service providers who require it for legitimate purposes.

No method of transmitting or storing information online can be guaranteed completely secure. While we take reasonable precautions, we cannot guarantee absolute security.

10. Your Privacy Rights

Depending on applicable law, you may have rights relating to your personal information, including the right to:

  • Request access to the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of personal information, subject to applicable requirements
  • Withdraw consent where processing is based on consent
  • Raise questions or concerns about how your information is handled

To make a privacy-related request, please contact us through the enquiry options available on ninaiforever.com. We will review and respond within a reasonable timeframe and in accordance with applicable law.

11. Children's Privacy

The NINAI Website and Services are not specifically directed toward children. We do not knowingly collect personal information from children through the Website without appropriate parental or guardian involvement.

If you believe a child has provided personal information to NINAI without appropriate permission, please contact us so we can review the matter.

12. Third-Party Websites and Services

The Website may contain links to third-party websites, platforms, or services. NINAI is not responsible for the privacy practices, security, or content of third-party websites. We encourage you to review their privacy policies before providing them with personal information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, technology, business practices, or applicable requirements. Any updated version will be published on this page with a revised Effective Date. We encourage you to review this page periodically to stay informed about how we handle personal information

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how NINAI handles your information, please contact us through the enquiry and contact options available on ninaiforever.com.

Website: ninaiforever.com Last Updated: 22 September 2026