This Addendum ("Addendum") to the Akiflow Privacy Policy applies solely to users who opt to enable the AI Features within the Akiflow Service (the "Service"). If you do not enable or use the AI Features, this Addendum does not apply to you, and the standard Akiflow Privacy Policy governs the collection and processing of your data.

1. Opt-In Requirement for AI Features

The AI Features are an optional component of the Service. By enabling and using the AI Features, you consent to the processing of your data as described in this Addendum. If you choose not to enable these features, we will not access or process any user-generated content or other data beyond what is specified in the main Privacy Policy.

2. Data Collection and Access for AI Features

When you opt into the AI Features, certain user data, including text and content you input while using these features, may be processed to improve the functionality, accuracy, and performance of the AI systems. The types of data that may be accessed include:

• Text inputs, such as messages, tasks, events, or other content provided by you during the use of the AI Features.

• Contextual data related to your use of the AI Features, such as interaction patterns, system performance logs, and error reports.

We will use this data to:

• Debug and troubleshoot issues with the AI systems.

• Improve AI functionality, accuracy, and features, ensuring better user experience and system performance.
  
  

3. Personalization of AI Features and Potential Personal Information Acquisition

Our AI system is designed to adapt and personalize itself over time, learning from user interactions to better understand and anticipate your needs. As a result, the AI may acquire personal information based on the interactions and the content you choose to provide. This could include, but is not limited to, preferences, habits, schedules, and any personal information you disclose during your interactions with the AI.

Since the AI learns from user-provided information, it is not always possible to predict exactly what personal data the AI might process, as this depends entirely on the nature of your interactions with the assistant. By enabling the AI Features, you acknowledge that personal information may be acquired as part of this process.

While the AI aims to improve personalization, we remain committed to safeguarding your privacy and ensuring strict controls on access to such data, as detailed below.

4. Limited Access and Strict Controls

We understand the sensitivity of the data processed through the AI Features and are committed to applying the strictest standards for access and data control. The following measures will be implemented:

• Anonymization/Pseudonymization: Where possible, we will anonymize or pseudonymize user data before accessing it. This ensures that the data cannot be linked back to individual users unless strictly necessary for troubleshooting purposes.

• Restricted Access: Access to user data is restricted to authorized personnel only. These personnel are subject to strict confidentiality agreements and are only granted access when necessary to resolve specific technical issues or improve AI functionality.

• No Automated Review of User Content: User content will not be automatically accessed or reviewed unless necessary for system debugging or feature enhancement. We will minimize human involvement in accessing user data to the greatest extent possible.
  
  

5. Model Training, Data Isolation, and Transparency

When AI Features are enabled, user-generated content (such as tasks, events, or messages) is processed exclusively to deliver the requested functionality and enhance your experience. This content is never used to train or fine-tune general-purpose AI models beyond your organization. All processing is limited to real-time or short-term use and remains strictly confined within your account environment.

Data processed through the AI Features is never reused across customer environments, nor is it incorporated into any shared or general-purpose models. We apply strict privacy and isolation standards to ensure that your information is handled securely and retained only for the minimum time required to operate or maintain the service.

Any data processed via the AI Features remains visible and accessible to you within the interface where it was generated. You may request deletion of this data at any time by disabling the AI Features or by deleting your account. For additional assistance, our support team is available to ensure that your data is managed in full compliance with applicable privacy regulations.

6. Third-Party Service Providers and Sub-processors

We transfer some of your Personal Information and User Data, such as data about your account (name/email/etc), with certain third-party service providers to provide the necessary hardware, software, networking, storage, and other services we use to operate the Service and maintain a high-quality user experience (sub-processors).

We utilize sub-processors exclusively to facilitate the operation, monitoring, and enhancement of our services. Please be assured that the transfer of data to sub-processors is confined strictly to the purposes outlined in this policy, and under no circumstances we engage in the sale of data or permit the transfer of data to other entities for objectives other than those explicitly delineated herein.

In all situations where Akiflow discloses Personal Information or User Data to third parties acting as service providers or “agents” on behalf of Akiflow, Akiflow will require the recipient to protect and only use such data in accordance with this Privacy Policy and with applicable regulations. We do not permit our service providers to use any data we share for their marketing purposes.

By using the Service, you warrant that Akiflow has your permission to perform any such transfers on your behalf, notwithstanding that these may contain Personal Information and User Data and may cross international borders.

The updated list of the third-party service providers to whom we share with some Personal Information can be found here.

7. Meeting Recordings and Transcription Features (“Meeting Assistant”)

If you choose to enable the optional “Meeting Assistant” feature, Akiflow will process audio and/or video recordings of your meetings and generate derived text-based content. By enabling and using this feature, you authorize Akiflow and its sub-processors to capture, store, transcribe, and analyze meeting data as described below.

7.1 Categories of Data Processed

When you initiate a recording through the Meeting Assistant feature (“Meeting Data”), we process:

• Media Files: The raw audio or video recording of the meeting.

• Derived Content: The text transcript and any AI-generated summaries, notes, action items, or related outputs.

• Metadata: Meeting titles, timestamps, and technical data required to facilitate recording.

Meeting Data may contain personal information of you and other meeting participants, including voices, images, and any information disclosed during the meeting.

7.2 User Responsibility for Participant Consent

You are solely responsible for ensuring that all meeting participants are properly notified of, and have consented to, the recording and transcription of the meeting, in accordance with applicable laws and regulations. Akiflow does not provide notice to or collect consent from non-Akiflow participants.

7.3 Sub-processors for Recording and Transcription

To deliver the Meeting Assistant feature, Akiflow uses specialized third-party service providers (e.g., Recall.ai) to capture, process, and temporarily store Media Files. These providers act strictly as sub-processors under Akiflow’s instructions and are contractually required to protect Meeting Data consistent with this Addendum and applicable privacy regulations.

A current list of sub-processors is available at the link provided in Section 6.

7.4 Retention of Meeting Data

Akiflow applies distinct retention policies for Media Files and Derived Content:

• Media Files (Audio/Video): Retained for up to sixty (60) days from creation, after which they are automatically and permanently deleted from Akiflow and sub-processor systems.

• Derived Content (Transcripts, Summaries): Treated as part of your persistent User Data and retained for as long as your account remains active or until you choose to delete the specific content or your entire account.

7.5 Account Deletion and Ownership of Meeting Data

Meeting Data is associated exclusively with the user account that initiated the recording.

• If you delete your Akiflow account, all Derived Content is immediately deleted, and all Media Files are scheduled for immediate deletion.

• Akiflow does not transfer or grant access to Meeting Data to other meeting participants, even if they are Akiflow users. Participants who wish to retain a copy must record the meeting independently or download the content prior to account deletion.

7.6 Access Controls and Security

Access to Meeting Data is strictly limited to authorized personnel and sub-processors who require such access to operate, secure, or improve the Meeting Assistant feature. Raw Media Files and Derived Content are encrypted in transit and at rest, and Akiflow applies the same high standards of data protection that govern all AI Features described in this Addendum.

8. Data Retention and Deletion

We will retain the data processed through the AI Features only for as long as necessary to achieve the purposes outlined in this Addendum. User data will be automatically deleted or anonymized after its use for debugging or feature improvement is complete. You may request the deletion of data processed by the AI Features at any time by contacting us at support@akiflow.com.

9. User Control and Opt-Out

You have full control over whether you use the AI Features. You may disable the AI Features at any time through your account settings, at which point we will stop processing your user-generated content through the AI Features. If you choose to disable the AI Features, data collected prior to disabling them will continue to be processed in accordance with this Addendum until it is fully anonymized or deleted.

10. Changes to This Addendum

Any material changes to this Addendum will be communicated to users with at least 30 days' notice. We encourage you to periodically review this Addendum to stay informed about how your data is processed in relation to the AI Features.

11. Contact Information

If you have any questions or concerns about this Addendum or how we process your data under the AI Features, please contact us at support@akiflow.com.