Privacy Policy

1. Information We Collect

We collect information in three ways:

1.1 Information You Provide

• Account details (e.g., name, email, institution) when registering.
• Files, documents, and other content you upload to a Space.
• Communications with us (e.g., support requests, feedback).

1.2 Automatically Collected Information

• Usage data (features used, time spent, interactions).
• Device information (browser type, operating system).
• Log data (IP address, access times, pages viewed).
• Cookies and analytics data (via Google Analytics).

1.3 Information Collected from Third Parties

If you authenticate with or connect to third-party services (e.g., Google), we may receive account identifiers or tokens to verify your identity.

2. How We Use Information

We use collected information to:

• Operate and improve Axiom AI.
• Process and analyze content uploaded to Spaces.
• Provide AI features (summaries, chat responses, analytics).
• Communicate with you about service updates, support, and security.
• Ensure compliance with our Terms of Use and applicable law.

We may analyze de-identified or aggregated data (e.g., usage patterns, interaction counts) to guide product development.

3. AI Processing

When you upload files, documents, or other content, or when you interact with Axiom AI through prompts and chat completions, your data is processed to provide the requested features.

3.1 Processing by Third-Party Providers

• Axiom AI integrates with third-party AI providers (e.g., OpenAI, Google) to generate chat responses, summaries, and analytics.
• Where possible, we configure providers to disable the use of your data for training their models.
• Providers may still temporarily process your data for abuse detection, security, or legal compliance, which we cannot fully control.

3.2 Chat Completions and User Inputs

• Prompts, conversations, and outputs (“chat completions”) may be stored within Axiom AI to maintain your Space history, provide continuity across sessions, and support analytics.
• Conversations are not used to train third-party AI models.
• If you are part of an institutional license, administrators at your institution may have access to chat logs and outputs.

3.3 Derived Data

• We may generate embeddings, summaries, or usage analytics from your content and conversations.
• This data is retained only in connection with your Space and may also be stored in aggregated or de-identified form for product development.
• Complete anonymization cannot always be guaranteed, particularly in small or context-specific datasets.

3.4 Accuracy and Reliability

• AI-generated outputs may be inaccurate, incomplete, or biased.
• Users are responsible for critically evaluating results before relying on them in teaching, assessment, or decision-making.

3.5 Roles and Responsibilities

• When Axiom AI is deployed under an institutional license, the institution remains the data controller and we act as a data processor under applicable law.
• When you use Axiom AI individually (outside of an institutional license), we act as the data controller for your personal data.

4. Data Storage and Retention

• Storage Location: By default, data is stored in secure hosting regions selected by us. For private cloud or on-premises deployments, storage occurs within your institution’s environment.
• Retention: Files, threads, and metadata are retained while your account or Space is active.
• Deletion: When you delete your account or a Space, associated content is queued for deletion within 90 days, subject to legal or backup requirements.
• Backups: Deleted data may persist in encrypted backups for up to 30 days.

4.1 Prohibited Data

Do not upload protected health information (PHI), payment card data, government-issued identification numbers, or other highly regulated data unless we have a written agreement permitting such processing.

5. Sharing of Information

We do not sell your personal information. We may share information only:

• With trusted service providers (e.g., OpenAI, Resend, Google Analytics) necessary for operating Axiom AI.
• Analytics are aggregated and anonymized where possible.
• With your institution, if you are using Axiom AI under an organizational license.
• As required by law, regulation, or to protect rights and safety.
• In connection with a merger, acquisition, or asset transfer, with notice provided.
• We do not “sell” personal information or “share” it for cross-context behavioral advertising as those terms may be defined under applicable privacy laws.

6. Institutional Access

If you are using Axiom AI under an organizational or institutional license, certain administrators may have access to your data for oversight, support, or compliance purposes.

6.1 Space Administrators

• Space Administrators (e.g., instructors or designated staff) can view all student activity within their Space.
• This includes uploaded files, chat histories, and AI-generated outputs associated with that Space.

6.2 Institutional Site Administrators

• When Axiom AI is deployed at the institutional level, Site Administrators may have access to all Spaces and data across the deployment.
• This includes uploaded content, chat logs, and analytics data, unless otherwise restricted by the institution’s policies.

6.3 Transparency

• We do not provide hidden access to user data. Access is limited to the roles described above.
• Institutions are responsible for notifying students and staff about how administrators may access data under their license.

7. Security

We use appropriate technical and organizational measures to safeguard information, including:

• Encryption in transit (TLS) and at rest.
• Access controls and monitoring.
• Regular security assessments.

7.1 Incident Response

We maintain incident response procedures and will notify affected users and/or institutions without undue delay when a data breach is likely to result in a risk to rights and freedoms, consistent with applicable law.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

• Access, update, or correct your information.
• Request deletion of your account and associated data.
• Export your data in a portable format.
• Opt out of certain communications.

Requests may be made by contacting support@axiomai.ca

9. Children's Privacy

Axiom AI is intended for users 16 years and older (or the digital age of consent in your jurisdiction). If you are under 18, you may use Axiom only with parental, guardian, or institutional consent. We do not knowingly collect personal information from children under 16.

10. International Data Transfers

Axiom AI is hosted on secure cloud infrastructure that may process and store data in Canada, the United States, or other regions where our service providers operate. By using Axiom AI, you acknowledge that your information may be transferred to and processed in countries outside your own jurisdiction.

• These regions may not have the same data protection laws as your country.
• We rely on reputable third-party providers (e.g., cloud hosting, AI processing) that follow industry-standard security practices.
• At this stage, we do not provide additional cross-border safeguards (such as Standard Contractual Clauses) but plan to implement them as the service matures.
• If you are part of an institution, your organization is responsible for determining whether the use of Axiom AI complies with its data protection obligations.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be notified through the Service or by email. Continued use after changes means you accept the revised Policy.

12. Contact

If you have questions or concerns about this Privacy Policy, please contact us at:

Learnful Labs Inc.
Waterloo, Ontario, Canada
Email: support@axiomai.ca