Privacy Policy

1. Who We Are

Aixys.ai Inc. ("Aixys," "we," "us," or "our") is an AI-powered business platform company incorporated in North Carolina, United States. Our registered address is 3450 Torringdon Way, Charlotte, NC 28277.

For purposes of the EU General Data Protection Regulation (GDPR) and UK GDPR, Aixys.ai Inc. is the data controller for personal information processed through our website and platform.

2. Information We Collect

2.1 Information You Provide Directly

• Account information: name, email address, company name, job title, and password when you register
• Billing information: payment method details, billing address (processed securely by our payment processor; we do not store full card numbers)
• Communications: messages you send us through contact forms, email, or support channels
• Profile information: any additional information you choose to add to your account profile

2.2 Information Collected Automatically

• Usage data: pages visited, features used, clicks, session duration, and interactions with the platform
• Device and technical data: IP address, browser type and version, operating system, device identifiers, and time zone
• Log data: server logs including request times, error logs, and API calls
• Cookie data: see Section 6 for details on our cookie practices

2.3 Customer Data You Import

When you use Aixys to manage your business operations, you may import or connect data from other systems (CRM records, financial data, employee information, etc.). This "Customer Data" is yours — we process it only to provide the Service as described in our Terms of Service and any applicable Data Processing Agreement.

2.4 Information from Third Parties

We may receive information about you from third-party services you integrate with Aixys, such as Salesforce, HubSpot, or Stripe, subject to your authorization. We also use analytics providers and advertising partners who may provide aggregated data about your interactions.

3. How We Use Your Information

Purpose	Information Used	Legal Basis
Providing and improving the Service	Account info, usage data, Customer Data	Contract performance
Billing and payments	Billing info, account info	Contract performance
Customer support	Account info, communications, usage data	Contract performance
Security and fraud prevention	IP address, device data, usage data	Legitimate interests
Product analytics and improvement	Usage data, device data	Legitimate interests
Marketing communications (opt-in)	Email, account info	Consent
Legal compliance	Any relevant information	Legal obligation

4. Legal Basis for Processing

Where the GDPR or UK GDPR applies, we process personal data under one or more of the following legal bases:

• Contract performance: processing necessary to provide the Service you've signed up for
• Legitimate interests: we have a legitimate business interest in improving our Service, ensuring security, and preventing fraud, where those interests are not overridden by your privacy rights
• Consent: where you have given us specific consent, such as for marketing emails or optional cookies
• Legal obligation: where we must process data to comply with applicable laws

5. How We Share Information

We do not sell your personal information. We share information only in the following circumstances:

5.1 Service Providers

We share data with trusted third-party service providers who assist us in operating the platform, including cloud infrastructure providers (AWS), payment processors (Stripe), analytics services (anonymized), and customer support tools. These providers are contractually bound to use data only for the services they provide to us.

5.2 Business Integrations

When you connect third-party applications to Aixys, we may share or receive data with those services as authorized by you. You control these integrations and can revoke access at any time.

5.3 Legal Requirements

We may disclose information if required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect the rights, property, or safety of Aixys, our users, or the public.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our business, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website prior to any such transfer.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. Our cookie categories are:

• Strictly necessary: required for the Service to function (authentication, security, preferences). Cannot be disabled.
• Performance/analytics: help us understand how users interact with the platform to improve functionality. You can opt out.
• Marketing: used to deliver relevant content and advertisements. Requires your consent.

You can manage cookie preferences through your browser settings or via our cookie consent manager. Note that disabling certain cookies may affect platform functionality.

7. Data Retention

We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this Policy, subject to legal retention requirements. Specifically:

• Account data: retained for the duration of your account and for 30 days after deletion, then permanently deleted
• Customer Data: retained as per your instructions and our Terms of Service; deleted upon account termination (after the 30-day grace period)
• Billing records: retained for 7 years for tax and financial compliance purposes
• Support communications: retained for 3 years
• Security logs: retained for 12 months

8. Data Security

We implement comprehensive security measures to protect your information:

• 256-bit AES encryption for data at rest
• TLS 1.3 encryption for all data in transit
• SOC 2 Type II certified infrastructure
• Multi-factor authentication options for all accounts
• Regular third-party security audits and penetration testing
• Role-based access controls and principle of least privilege
• 24/7 security monitoring and incident response

While we implement strong security practices, no system is completely secure. We encourage you to use strong passwords, enable two-factor authentication, and contact us immediately if you suspect unauthorized access to your account.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

To exercise any of these rights, contact us at info@aixys.ai. We will respond within 30 days. For California residents, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know, right to delete, and right to opt out of the "sale" of personal information (we do not sell personal information).

10. International Data Transfers

Aixys is based in the United States. If you are located outside the US, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country.

For transfers from the European Economic Area (EEA), UK, or Switzerland, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, and additional safeguards as required. Enterprise customers requiring specific data residency arrangements should contact us to discuss our regional deployment options (planned for Q4 2026).

11. Children's Privacy

The Aixys platform is designed for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If we become aware that a minor has provided us with personal information, we will take steps to delete it promptly. If you believe we may have collected information from a minor, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (using the address on your account) and update the "Last Updated" date at the top of this Policy. We encourage you to review this Policy periodically. Continued use of the Service after changes take effect constitutes your acceptance of the revised Policy.

13. Contact Us

For privacy-related questions, requests, or concerns, please contact our privacy team: