Privacy Policy

Last updated: April 6, 2026

At Hirfa, your privacy is fundamental to how we build and operate our product. This policy explains what data we collect, why we collect it, and how we protect it.

1. What We Collect

We collect only the data necessary to provide and improve your Hirfa workspace:

  • Account information - name, email address, and authentication credentials managed through our authentication provider (Kinde).
  • Workspace data - the resources, records, fields, dashboards, automations, and activity logs you create within your organization's workspace.
  • Uploaded files - images, documents, and attachments you add to records (up to 25 MB per file).
  • AI conversations - messages you exchange with the AI assistant to design and evolve your workspace structure.
  • Usage metadata - device type, browser information, and interaction patterns to improve the product experience.

2. How We Use Your Data

  • Operating your workspace - storing and syncing your resources, records, and dashboards across devices.
  • AI-powered system design - processing your chat messages to create, modify, and manage resources, fields, relationships, dashboards, and automations.
  • Collaboration - enabling multi-user access with role-based permissions (Owner, Admin, Member, Viewer) within your organization.
  • Activity tracking - logging field-level changes, structural modifications, and system events for transparency and auditability.
  • Product improvement - analyzing aggregated, anonymized usage patterns to improve features and performance.

3. Data Storage and Sync

Hirfa uses an offline-first architecture. Your workspace data is stored locally on your device and syncs with our servers when connected. This means:

  • Your data remains accessible even without an internet connection.
  • Each organization's data is isolated in a dedicated database - your data is never mixed with another organization's.
  • Uploaded files are stored securely in dedicated object storage, separate from your workspace database.

4. AI and Your Data

When you interact with the AI assistant, your messages and workspace context are sent to our AI provider to process your request. Important details:

  • The AI only executes structural changes when requested by an Owner or Admin. Members and Viewers interact in read-only mode.
  • Before any structural change is committed, the AI presents a preview for your confirmation - nothing is written without your explicit approval.
  • AI conversations are stored within your workspace to provide continuity and context. They are not shared with other organizations.
  • Our AI provider does not use your prompts or responses to train or improve their models. Inputs and outputs are retained for up to 55 days solely for abuse and safety monitoring, then permanently deleted.
  • Our AI provider acts as a data processor on our behalf. You remain the data controller for any information you submit through the AI assistant.

5. Authentication and Access

Authentication is managed through Kinde, a third-party identity provider. Kinde acts as a data processor on our behalf and processes only the minimum identity data required for authentication - your name and email address. Kinde does not sell your data and stores it on AWS infrastructure in your region. We enforce role-based access within every workspace:

  • Only Owners and Admins can manage users and modify workspace structure.
  • Members can create and edit records but cannot change the workspace schema.
  • Viewers have read-only access to all resources and dashboards.
  • All actions are logged in the activity timeline with the acting user and their role at the time.

6. Data Sharing

We do not sell your data. We share data only when necessary:

  • AI processing - chat messages and workspace context are sent to our AI provider to fulfil your requests. Our AI provider does not use this data to train models and acts as a data processor under a formal data processing agreement.
  • Authentication - identity data (name and email) is processed by Kinde solely to authenticate your account. Kinde does not sell your data.
  • Legal obligations - we may disclose data if required by law or to protect our legal rights.

7. Data Deletion

Record deletion within Hirfa is permanent - there is no recovery. When you delete a record, related references in other resources are cleared automatically.

If you wish to delete your entire account or workspace, contact us and we will remove all associated data from our systems, including backups, within 30 days.

8. Security

We implement industry-standard security measures to protect your data, including:

  • Encryption in transit (TLS) and at rest.
  • Per-organization database isolation for complete data separation.
  • JWT-based authentication for all API and sync requests.
  • Role-based access control enforced at every layer.

9. Changes to This Policy

We may update this policy as Hirfa evolves. When we make material changes, we will notify you through the application or by email. Continued use of Hirfa after changes constitutes acceptance of the updated policy.

10. Contact

If you have questions about this privacy policy or how your data is handled, reach out to us at privacy@hirfa.app.