Privacy Policy

1. Introduction

Welcome to Alex (“we,” “our,” or “us”). We are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, share, and protect information when you use our AI-powered executive platform and related services (the “Service”).

2. Information We Collect

We collect the following types of information:

• Account Information: Name, email address, company name, and role when you create an account.
• Business Data: Documents, financial data, operational information, and other materials you submit to the Service for analysis.
• Usage Data: Information about how you interact with the Service, including features used, queries submitted, and session duration.
• Payment Information: Billing details processed through our payment provider, Stripe. We do not store your full payment card details.

3. Data Isolation and Segregation

Each client’s data is stored and processed in a logically isolated environment. Client data is never commingled with data from other clients. Access controls ensure that no client can access another client’s data, documents, or AI-generated outputs.

This isolation applies to all data submitted to the Service, all knowledge graphs and context models built from that data, and all outputs generated by the Service on behalf of the client.

4. No Training on Client Data

We do not use client data to train, fine-tune, or improve our underlying AI models or any third-party AI models. Client data is used solely to provide the Service to the client that submitted it. This commitment applies to all data submitted to the Service, including documents, communications, financial data, and any other materials provided by the client. Our third-party AI providers process data under agreements that prohibit training on client inputs.

5. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Build and maintain your institutional knowledge layer
• Generate AI-powered executive analysis and insights
• Process payments and manage subscriptions
• Communicate with you about the Service
• Ensure security and prevent fraud

6. Sharing Your Information

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

• Service Providers: Third-party providers who assist in delivering the Service, under strict contractual obligations regarding confidentiality and data protection.
• Legal Requirements: When required by law, regulation, or legal process.

7. Sub-processors

We use third-party service providers (“sub-processors”) to assist in delivering the Service, including cloud hosting providers, AI model providers, and payment processors. These providers process personal information only on our instructions and under contractual obligations regarding confidentiality, security, and data protection.

We maintain a current list of sub-processors, which is available upon request by contacting hello@smart-alex.ai. Customers will be notified of any material changes to our sub-processors.

8. Data Security

We implement appropriate technical and organisational measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. Alex is built on enterprise-grade cloud infrastructure with secure encryption and access controls.

9. Data Retention and Deletion

We retain client data for the duration of the client’s active subscription. Upon termination or expiry of the subscription, client data will be deleted within 90 days, unless retention is required by law or agreed in writing.

Clients may request deletion of their data at any time by contacting hello@smart-alex.ai.

10. Children’s Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

11. Data Protection and Regulatory Compliance

We process personal information in accordance with applicable data protection legislation, including but not limited to the Protection of Personal Information Act, 2013 (POPIA) in South Africa. Where we process personal information of individuals in other jurisdictions, we comply with the applicable data protection laws of those jurisdictions, including the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR) where applicable.

For the purposes of POPIA, The AI Shop Inc. is the responsible party in respect of personal information processed through the Service. You may direct queries or complaints regarding your personal information to our Information Officer at hello@smart-alex.ai.

12. Your Rights

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

• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Object to or restrict processing
• Data portability

To exercise your rights, contact us at hello@smart-alex.ai.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the date above.

14. Contact Us

If you have questions about this Privacy Policy, please contact us at: hello@smart-alex.ai