Privacy Policy

Effective as of 11th July, 2026

1. Introduction

This Privacy Policy explains how Hidden Brains Infotech FZCO (“We”, “Us”, “Our”, or “Licensor”) collects, uses, processes, shares, protects, and otherwise handles information in connection with your access to and use of the datumsAI platform and its related AI-powered product, applications, websites, APIs, and services (collectively, the “Service”).

By using the Services, you (“You”, “Your”, “Customer” or “Licensee”) acknowledge and agree to the terms outlined in this Privacy Policy, including the collection, transfer, processing, storage, disclosure, and other uses of your information as described herein.

2. Definitions

For the purposes of this Privacy Policy:

• “Customer” means the organization or entity that has entered into an agreement with the Licensor to access and use the Service.
• “Authorized Users” means individuals authorized by a Customer to access and use the Service under the Customer’s account, such as employees, contractors, and agents.
• “Customer Data” means any data, content, information, or materials that Customers or Authorized Users submit to or process through the Product, including structured and unstructured data, files, documents, queries, prompts, and outputs generated by the Service.
• “Personal Data” or “Personal Information” means any information relating to an identified or identifiable natural person, as defined under applicable Data Protection Laws.
• “Data Protection Laws” include, without limitation, the EU/UK General Data Protection Regulation (GDPR), the Indian Digital Personal Data Protection Act, 2023 (DPDPA), and any other applicable privacy and data protection laws.
• “Service Providers” means third-party vendors engaged to support the operation of the Service, such as cloud hosting providers, analytics providers, payment processors, and support partners.
• “Third-Party Service Providers” Third-Party Service Providers means external service providers, including artificial intelligence (AI) and machine learning (ML) service providers, large language model (LLM) providers, cloud platforms, APIs, and other third-party technologies or services that are used in connection with the Product or Services, including through customer-authorized integrations.
• “Partner” means an entity that is a participant in a Licensor’s channel sales, technology, or other program to offer Licensor’s Product and Services for sale, or provide services, or technology to Customers.
• "Cookies" are small files that are placed on your computer, mobile device, or any other device by a website, containing the details of your browsing history on that website among its many uses.
• "Product" means the datumsAI software-as-a-service (SaaS) platform, software applications, APIs, features, dashboards, tools, and related software offerings provided by us.
• "Services" means the implementation, onboarding, configuration, integration, customization, training, technical support, maintenance, consulting, and other professional services provided by us in connection with the Product.

3. Scope

This Privacy Policy describes how the Licensor collects, uses, shares, transfers, and otherwise processes information in connection with the provision and use of the Service. It applies to Customers, Authorized Users, Customer Administrators, website visitors, prospective customers, business partners, and other individuals or organizations that interact with the Service.

It covers information processed in connection with the operation, administration, support, security, and improvement of the Service, including Customer Data, Personal Data, account information, technical and usage information, communications, billing information, and other information described in this Privacy Policy.

Authorized Users and Customer Administrators are responsible for accessing and using the Service in accordance with their organization’s authorization, applicable laws, this Privacy Policy, and the applicable Terms of Use .Customer Administrators are further responsible for administering user accounts, permissions, security configurations, and access controls within their organization in accordance with their organization’s internal policies and applicable agreements governing the use of the Service.

The Service may integrate with or enable access to third-party applications, AI models, APIs, software, websites, or other external platforms. Where information is collected or processed directly by such third parties, such processing is governed by their respective privacy policies, terms of service, and data handling practices. This Privacy Policy does not apply to information processed independently by such third parties, and users are encouraged to review their applicable privacy notices before using those services.

4. Information We Collect

4.1 What Personal Data We Collect

The types of Personal Data we collect depend upon your interactions with us. We may collect information directly from you when you visit our Websites, attend our Events, or purchase or use our Product and Services. We may also collect information from trusted third-party sources and may engage select third-parties to collect Personal Data to assist us in operating our business. The types of information we collect from you may include the following:

1. (a)

   Contact Information and Personal Details: Authorized User credentials, full name, employer, job title and related employment information, email address, physical address, phone number, and other information such as your voice if you contact us by phone or submit voice input through our Website's AI-powered tools. We process your Personal Data, including recording phone calls and voice submissions (in accordance with applicable laws) for training, quality assurance, uncovering customer insights, and administration purposes. If required under applicable law, we will give you the option to object to a call being recorded.

2. (b)

   Authorized User Profiles: For Product, we may enable Authorized Users to create profiles. The information you submit for display in your profile, including any Personal Data, may be viewable by other Authorized Users based on the type and configuration of your account. We encourage you to review your configurations periodically to ensure you remain comfortable with your chosen settings.

3. (c)

   Payment & Billing Information: When you purchase or subscribe to the Service, payment transactions are processed through authorized third-party payment providers. We do not store complete payment card information and instead receive limited billing and transaction information, including transaction identifiers, subscription details, payment status, invoices, and billing records.

4. (d)

   Demographic Information: On rare occasions, we may collect demographic information, such as gender, race, ethnicity, or veteran status. Where Personal Data is deemed “sensitive” under applicable data privacy laws, we will only process it with your consent unless a recognized exception applies. For example, if you give your explicit consent and only for specified Events, your biometric information, such as an image of your facial features, may be collected for identification purposes.

5. (e)

   Online Identifiers and Interactions: Device and user identifiers, Internet protocol address or location data when you access the Website, Product, or Mobile Applications and related user actions.

6. (f)

   Device Information: Information relating to settings, attributes, identifiers, and interactions when you access the Website, Product, or Mobile Applications.

7. (g)

   Search Query Data and Feedback: The search text submitted by Authorized Users of the Product when using our natural language processing functionality and user submitted feedback as described in the applicable Terms of Use.

8. (h)

   Uploaded Content: For Authorized Users of Product, you may upload data to the platform or post various queries, comments, analyses, and other content on the data or work made available on the platform by other Authorized Users.

9. (i)

   Product Operations Data and Usage Data: Information from our software or systems comprising our Product and from Customer systems, applications, and devices that are used to access the Product.

10. (j)

    Authentication and Access Information: Information that provides access to the Product, such as username, passwords, and device identifiers. In addition, the Personal Data we collect to provide our Product may include location information from third parties, which helps us offer features like identity management and multi-factor authentication.

11. (k)

    Diagnostic Information: Diagnostic information may be contained in log files, event files, and other trace and diagnostic files, which helps us to provide support and maintain the integrity of the Product and Services.

12. (l)

    AI Assistant Interaction Data: When you interact with an AI-powered assistant or chatbot on our Website, we collect the text of your questions and messages, and, if you choose to use voice input, audio recordings or transcriptions of your voice submissions. We may also collect metadata associated with your interaction, such as timestamps, session identifiers, and the responses generated by the AI assistant.

4.2 Information Collected Automatically

When you use the Service, we may automatically collect:

• Information from Browsers, Devices, and Servers: We automatically collect technical information such as your IP address, browser type, device details, operating system, language, time zone, referring URL, and access date and time to help operate, secure, and improve our Services.
• Cookies and Tracking Technologies: We use cookies and similar technologies to recognize users, remember preferences, analyze website usage, measure campaign effectiveness, and enhance your experience.
• Application Logs and Usage Analytics: We collect usage information such as features accessed, clicks, access times, device information, performance metrics, error logs, and settings to monitor, maintain, and improve our product and services.

4.3 Information from Third Parties

We may receive information from Customers, Authorized Users, business partners, resellers, marketplace providers, third-party integrations, and other Third-Party Service Providers as necessary to provision accounts, facilitate integrations, and provide the requested Services.

We may also engage trusted Third-Party Service Providers to process information on our behalf in connection with cloud hosting, infrastructure, authentication, payment processing, analytics, communications, customer support, security, monitoring, and other operational functions.

Such providers process information solely for the purposes of performing the contracted services and are subject to appropriate contractual, confidentiality, privacy, and security obligations. Where information is collected, processed, or controlled independently by third parties, including business partners, resellers, marketplace applications, or integrated services, such processing remains subject to their respective privacy policies, terms, and applicable legal obligations.

5. How We Use Information

We use the information we collect for the following purposes, in accordance with applicable Data Protection Laws:

• To provide, operate, maintain, and enhance the Product, Services, and their features and functionality.
• To authenticate users, manage accounts, and enable integrations with third-party applications and services.
• To process transactions, manage subscriptions, contracts, invoices, billing, and payments.
• To provide customer support, respond to inquiries, troubleshoot issues, and recommend features or best practices relating to the Product and Services.
• To monitor, maintain, protect, and improve the security, availability, performance, integrity, and reliability of the Product and Services, and to detect, prevent, or resolve fraud, security incidents, and technical issues.
• To develop, improve, and personalize the Product, Services, and user experience, including understanding user preferences and usage patterns, subject to applicable data minimization and purpose limitation requirements.
• To operate and improve AI-powered features, including processing user inputs to generate relevant responses and enhancing the quality, accuracy, and performance of such capabilities.
• To communicate with you regarding your account, transactions, updates, product changes, security alerts, administrative notices, technical information, and support-related communications.
• To send marketing communications, event invitations, newsletters, promotional offers, and product updates where permitted by law and in accordance with your communication preferences.
• To register you for webinars, events, training sessions, or promotional activities, administer such programs, and verify eligibility where applicable.
• To perform analytics, reporting, benchmarking, research, and other legitimate business activities to improve our Product, Services, and business operations.
• To enforce our agreements, protect our legal rights, confidential information, business interests, users, and third parties, and prevent fraud, abuse, or unauthorized activities.
• To comply with applicable laws, regulations, legal processes, tax, accounting, reporting, and other regulatory obligations.

Where required by law, we rely on appropriate legal bases for processing, such as consent, contractual necessity, compliance with legal obligations, legitimate interests, or other grounds recognized by Data Protection Laws.

6. AI-Powered Tools

The Product and Services incorporate artificial intelligence ("AI"), machine learning ("ML"), and other automated technologies to provide analytics, recommendations, automation, AI-assisted search, conversational interfaces, and other intelligent features.

Where AI or ML capabilities process Customer Data, such processing is performed solely to provide, secure, maintain, and improve the requested Product or Services in accordance with applicable agreements, documented Customer instructions, and applicable Data Protection Laws. Unless expressly agreed otherwise in writing, Customer Data and your interactions with AI-powered features are not used to train or improve our general-purpose AI or machine learning models.

Certain AI-powered features may utilize Third-Party Service Providers, including large language models or other AI platforms, through customer-authorized integrations, API keys, or credentials. Any processing by such providers is subject to their respective terms and privacy policies.

Where available, you may interact with AI-powered tools using text or optional voice input. If you choose to use voice input, your audio may be processed by a third-party AI provider solely for transcription and response generation. You may use text input as an alternative at any time.

AI-generated responses are provided for informational purposes only and should not be considered legal, financial, medical, or other professional advice.

7. Sharing of Information

We may share your Personal Data with third-parties for the purposes of operating our business, selling, delivering, and improving our Product and Services, sending marketing and other communications related to our business, and for other legitimate purposes permitted by applicable law, or otherwise with your consent.

• With Service Providers that support hosting, cloud infrastructure, authentication, analytics, communications, customer support, payment processing, security, implementation, maintenance, and other services performed on our behalf.
• With Third-Party Service Providers and customer-authorized integrations, including AI service providers, APIs, and external platforms, where necessary to provide requested features or functionality, subject to your authorization and their respective terms and privacy policies.
• Within our corporate group, including our affiliates and subsidiaries, where necessary for internal administration, business operations, support, compliance, and Service delivery.
• With business partners, resellers, and implementation partners, as permitted by applicable agreements, for referrals, co-selling, implementation, support, and integration offerings.
• In connection with a corporate transaction, such as a merger, acquisition, financing, restructuring, sale of assets, or other business transfer, subject to appropriate confidentiality and data protection obligations.
• For legal and regulatory compliance, including where required by applicable law, regulation, legal process, governmental request, or to establish, exercise, or defend legal claims, prevent fraud, protect the rights, property, or safety of our company, our customers, or others, or enforce our agreements and policies.
• With other authorized users within your organization, where your account configuration or your use of the Product enables the sharing of content, reports, dashboards, queries, or other information with users authorized by your organization.
• In aggregated, anonymized, or de-identified form, where the information can no longer reasonably be used to identify an individual.
• With your consent or at your direction, where you request or authorize us to disclose your Personal Data.
• We do not sell, rent, or trade your Personal Data to third parties for their own marketing or promotional purposes.

8. Retention of Information

We retain Personal Data only for as long as necessary to fulfil the purposes for which it was collected or otherwise processed, including providing, operating, maintaining, supporting, securing, and improving the Service, meeting legitimate business and operational requirements, complying with applicable legal, regulatory, contractual, accounting, tax, audit, and reporting obligations, resolving disputes, protecting our legal rights, and enforcing our agreements. Upon the termination or expiration of the Services, Personal Data may continue to be retained in archived or backup systems for a limited period where required for legal, regulatory, security, business continuity, or record retention purposes, after which it will be securely deleted, anonymized, or otherwise disposed of in accordance with applicable law and our data retention practices.

Customer Data will be retained for the duration of the applicable subscription or service agreement. Upon termination or expiration of the Services, Customer Data, including applicable usage logs, audit records, diagnostic information, and security logs, may be retained for up to three (3) months for service transition, security, operational continuity, incident investigation, and compliance with applicable legal or contractual obligations. Thereafter, such Customer Data will be securely deleted, returned, or anonymized, unless otherwise agreed in writing with the Customer, required by applicable law

9. Transfer of Your Personal Data

Your information, including Personal Data, may be processed at the Company's offices, by its affiliates, authorized service providers, or in any other location where the parties involved in the processing are situated. This may involve the transfer to, and storage or processing of your Personal Data in, countries outside your state, province, or country of residence where data protection laws may differ from those of your jurisdiction.

By using our Product or Services and providing your information, you acknowledge and, where required by applicable law, consent to such transfers. The Company will take all reasonable steps to ensure that your Personal Data is processed securely and in accordance with this Privacy Policy. Where Personal Data is transferred internationally, the Company will implement appropriate safeguards, including contractual, technical, and organizational measures, as required under applicable data protection laws, to ensure an adequate level of protection.

10. Security

We implement and maintain appropriate technical, organizational, and administrative safeguards designed to protect Personal Data and Customer Data against unauthorized access, disclosure, alteration, loss, misuse, or destruction. Although we implement appropriate safeguards, no method of electronic transmission or storage can be guaranteed to be completely secure, and we cannot guarantee absolute security.

11. Children’s Privacy

The Service is intended solely for business and enterprise use and is not directed toward children. We do not knowingly collect or process Personal Data from children under the age required by applicable Data Protection Laws without appropriate authorization or parental consent where required. If we become aware that Personal Data has been collected from a child in violation of applicable law, we will take reasonable steps to delete such information as soon as practicable.

12. Your Privacy Rights

Subject to applicable Data Protection Laws, you may have the right to access, correct, update, or delete your Personal Data; request the restriction of or object to certain processing activities, including direct marketing; request a review of certain automated decision-making where applicable; and lodge a complaint with the relevant data protection authority. You may exercise these rights by contacting us using the details provided in this Privacy Policy. To protect your privacy and security, we may request reasonable information to verify your identity before processing your request. The exercise of these rights may be subject to applicable legal requirements, contractual obligations, and permitted technical or regulatory limitations.

13. External Websites, Public Areas, and Community Features

The Service and our websites may contain links to third-party websites, applications, or services that are not operated or controlled by the Licensor. This Privacy Policy does not apply to such third-party services, and we encourage you to review their privacy policies and terms before providing any Personal Data or using such services. The Licensor is not responsible for the privacy, security, or content of third-party websites or services.

Where the Service or our websites provide blogs, discussion forums, community features, or other publicly accessible areas, any information you voluntarily submit may become publicly available and may be viewed, collected, or used by others. You are responsible for the information you choose to disclose through such public features, and the Licensor cannot control how third parties may use publicly available information.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business operations, technologies, legal or regulatory obligations, or the Product and Services. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your Personal Data.

The "Effective Date" displayed in this Privacy Policy indicates the date of the most recent revision. Any changes to this Privacy Policy will become effective upon publication, unless otherwise required by applicable law or a later effective date is specified.

Your continued access to or use of the Product or Services after the Effective Date of the revised Privacy Policy constitutes your acknowledgment and acceptance of the updated Privacy Policy, except where applicable law requires your explicit consent.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, our privacy practices, you may contact us at [email protected] or through the contact information provided on our website or in your applicable agreement.