Privacy policy
Last updated November 6, 2026
GemFiler is made by RareMinds LLC (“we”, “us”). This policy explains what information GemFiler collects, how we use it and the choices you have. It covers the GemFiler website and app at gemfiler.rareminds.ai and the pages your clients open from links you send them, such as their client portal page, quotes, invoices, your request page and your booking page.
Who is responsible for what
A business that signs up for GemFiler (“the company”) decides what information about its own clients and team it puts into GemFiler. For that information the company is in charge and we handle it on the company’s behalf, only to run GemFiler for them. For the company’s own account (who signed up, billing and how the app is used) we are in charge.
What we collect
- Account details: your name, email address and sign-in method (Google or email and password), and your role in your company.
- Company details: company name, logo, address, phone, license number, default terms and settings.
- Business records you enter: clients and their contact details, notes, tags and custom fields, requests, engagements, quotes, invoices, payments recorded, service plans, appointments, messages, tasks, campaigns and files you upload to share with a client.
- What clients send through your pages: the details a person types into your request page, booking page or client portal “New request” form (such as name, phone, email and what they need), and any pictures they choose to attach on the request page.
- Clients’ financial documents: GemFiler is not built to collect clients’ tax returns, bank statements or similar papers. By default clients cannot upload documents through their portal; companies use their own secure upload service for those. A company can still choose to upload a file to share with a client, and it is then stored as a business record.
- Signatures: when a client signs a quote or document, their typed or drawn signature, the time, and their internet address and browser, as proof of signing.
- Payments: online payments are handled by Stripe. We never see or store full card or bank account numbers; we keep the amount, date, method and the last four digits Stripe shows.
- Usage and device information: basic logs such as pages opened, errors, browser type and internet address, used to keep GemFiler working and secure.
How we use it
- To provide GemFiler: show your records and your clients’ portal pages, send quotes, invoices, reminders, texts and emails you ask it to send, and take payments for you.
- To keep accounts secure and each company’s information separate from every other company’s.
- To bill your company for its GemFiler subscription.
- To answer support requests and tell you about important changes to the service.
- To improve GemFiler, using information about how features are used.
We do not sell personal information, and we do not use your business records or your clients’ information for advertising.
Google and Microsoft account information
If you sign in with Google we receive your name, email address and profile picture. If you choose to connect a Gmail account to send quotes and invoices from your own address, GemFiler asks only for permission to send email on your behalf; it does not read your inbox. GemFiler’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. If you connect an Outlook or Microsoft 365 account instead, GemFiler likewise asks only for permission to send email as you and to read your basic profile (name and email); it does not read your inbox. You can also send from your own domain with your mail server’s details, which are stored encrypted. You can disconnect any of these at any time in Settings → Integrations.
Who we share it with
We share information only with service providers that help run GemFiler, and only as needed for that purpose:
- Supabase (database, sign-in and file storage) and Vercel (website hosting), in the United States.
- Stripe for card and bank payments and for GemFiler subscriptions.
- Twilio for text messages, if your company uses texting.
- Google for Google sign-in, Gmail sending you connect, and address suggestions; OpenStreetMap services may be used for address suggestions.
- Microsoft for Outlook or Microsoft 365 sending, if you connect it.
- Resend for account emails such as sign-up confirmations and password resets, and for emails your company sends before it connects its own mailbox.
- Anthropic for the optional AI writing helpers (for example drafting quote lines or a follow-up message). Only the text needed for the request is sent.
We may also share information if the law requires it, to protect the rights and safety of people or GemFiler, or as part of a sale or merger of our business (with this policy still applying).
Text messages
Companies using GemFiler may text their clients about requests, appointments, quotes and invoices. Clients can reply STOP at any time to stop texts from that company, and HELP for help. Message and data rates may apply. We do not share phone numbers or text consent with third parties for their marketing.
How long we keep it
We keep information while the company’s account is open. When a company closes its account, we delete or anonymize its records within 90 days, except what we must keep for legal, tax or security reasons. Clients moved to the app’s Trash are removed for good after 30 days.
Security
Information is encrypted in transit, access is limited by each person’s role, and every company’s records are kept separate at the database level. Each client portal page opens from a private link instead of a password; the company can turn a link off or replace it at any time. No system is perfectly secure, but we work to protect your information and will tell affected companies about a breach as the law requires.
Your choices and rights
- You can see and correct most information directly in GemFiler, and export your records.
- You can ask us to access, correct or delete your personal information by emailing us. If you are a client of a company that uses GemFiler, please contact that company first; we will help them respond.
- Depending on where you live (for example California), you may have additional rights; we will honor them as the law requires.
Children
GemFiler is for businesses and is not meant for children under 16. We do not knowingly collect information from children.
Changes
If we change this policy in an important way, we will update the date above and tell account owners by email or in the app.
Contact
RareMinds LLC · support@rareminds.ai