Privacy Policy

Last updated: September 1, 2025

1. Introduction

We respect your privacy and are committed to protecting your personal data. This privacy policy informs you about how we handle your personal data when you use our AI-powered knowledge base and automated support system, and tells you about your privacy rights.

2. Data We Collect

We may collect, use, store and transfer different kinds of personal data about you:

  • Identity Data: first name, last name, username
  • Contact Data: email address, telephone numbers
  • Technical Data: internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform
  • Usage Data: information about how you use our website, products and services
  • Communication Data: your interactions with our AI systems, chat messages, support tickets, and feedback
  • Document Data: files and documents you upload for processing through our knowledge base system

3. How We Use Your Data

We use your personal data to:

  • Provide and maintain our AI-powered services
  • Process and analyze documents through our knowledge base system
  • Generate AI responses and provide automated support
  • Improve our AI models and service quality
  • Communicate with you about service updates and support
  • Ensure the security and integrity of our platform
  • Comply with legal obligations

4. AI Processing and Machine Learning

Our Service uses artificial intelligence and machine learning technologies. This means:

  • Your interactions may be used to train and improve our AI models
  • Document content may be processed to create embeddings and enable semantic search
  • Chat conversations may be analyzed to improve response quality
  • We implement safeguards to protect your privacy during AI processing
  • Personal identifiers are removed or pseudonymized when possible

5. Data Sharing and Disclosure

We may share your personal data in the following situations:

  • Service Providers: With third-party providers who help us operate our platform (cloud storage, AI services, analytics)
  • Legal Requirements: When required by law or to protect our rights and the rights of others
  • Business Transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal data to third parties.

6. Data Security

We implement appropriate security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls and authentication mechanisms
  • Employee training on data protection

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:

  • Account data: While your account is active and for a reasonable period afterward
  • Communication data: As needed for support and service improvement
  • Technical data: For security and analytics purposes, typically 12-24 months
  • Legal requirements: As required by applicable law

8. Your Rights

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

  • Right to access your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent

9. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure adequate protection through:

  • Standard contractual clauses
  • Adequacy decisions
  • Certification schemes
  • Other appropriate safeguards

10. Cookies and Tracking

We use cookies and similar tracking technologies to improve your experience. You can control cookie preferences through your browser settings.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last updated" date.

12. Contact Information

If you have any questions about this Privacy Policy or want to exercise your rights, please contact us at:

IE Petr Guskov
Merab Kostava 26 4
Tbilisi, 0105
Georgia

Email: pguskov@directflowlabs.com
Phone: +34 656612862