Data Usage Policy

This Data Usage Policy explains how Cortexvia, operated by Shaik Afrid, trading as Cortexvia Technologies ("Company," "we," "us," or "our") collects, processes, stores, and protects data uploaded to our AI chatbot platform. Cortexvia is committed to transparency regarding data handling practices while maintaining the operational requirements necessary for delivering advanced AI services. All data is securely stored on managed cloud infrastructure operated by contracted providers. This policy should be read in conjunction with our Privacy Policy, Terms of Service, Security Policy, Cookie Policy, API Policy, Compliance Policy, Developer Policy, and Refund Policy (collectively, the "Agreement"). The Company reserves the right to modify this policy at any time, and your continued use of the Services constitutes acceptance of any modifications.

1. Definitions and Data Classification

1.1. "Content" means any data, text, files, documents, images, audio, video, or other materials uploaded, submitted, stored, processed, or transmitted through the Services by Users, including but not limited to PDFs, Word documents, text files, and YouTube transcripts. 1.2. "Processing" means any operation or set of operations performed on Content, whether or not by automated means, including collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure, dissemination, alignment, combination, restriction, erasure, or destruction. 1.3. "Derived Data" means any data generated by the Services from Content, including but not limited to vector embeddings, semantic indexes, metadata extractions, and AI-generated responses. 1.4. "System Data" means operational data generated by the Services, including logs, metrics, error reports, and performance telemetry. 1.5. "Third-Party Providers" means external service providers utilized by Cortexvia to deliver the Services, including cloud infrastructure providers, computational service providers, and machine learning infrastructure providers.

2. Infrastructure and Data Sovereignty

2.1. Cloud Storage. All user data is securely stored on managed cloud infrastructure operated by contracted providers. 2.2. Backup Infrastructure. We perform frequent backups to secure cloud storage across multiple isolated environments for redundancy. 2.3. Geographic Distribution. Server regions may vary based on performance optimization and operational requirements. Cortexvia does not guarantee that data will be stored in any specific geographic location unless explicitly agreed in a separate enterprise arrangement. 2.4. Infrastructure Provider Compliance. Our hosting and infrastructure providers maintain their own security controls, certifications, and data protection policies. Users should review provider documentation and our published policies for additional details on operational and compliance posture. 2.5. Data Encryption and Use. We do not sell or rent your personal data. To generate AI responses, we may transmit only the minimum relevant excerpts ("chunks") of your content to contracted AI and infrastructure providers over encrypted connections. For production workloads, we configure supported providers for inference-only processing. Provider processing, retention, and model-improvement practices are governed by each provider's service tier, contract, and policy in effect. User data is encrypted at rest using industry-standard controls and in transit using TLS 1.2 or higher, along with additional security measures implemented by the Company.

3. Data Retention and Deletion

3.1. Retention Period. We retain user data, including uploads and chat history, unless the user specifically requests deletion. Data is retained to provide continuous service functionality and to maintain user preferences and history. 3.2. Deletion Process. When a user clicks delete or requests deletion, all data is immediately removed from the main production database. The deletion process is irreversible once completed on the primary systems. 3.3. Minimal Data Retention. Only email and name are kept for account history, fraud prevention, and preventing duplicate registrations. This minimal data is not provided back to users and is stored separately from active service data. 3.4. Backup Retention. Backups are kept for seven days only for disaster recovery purposes. After seven days, backup data is permanently and irrecoverably deleted from all systems. 3.5. Post-Deletion Recovery. Once deleted from the main database, we cannot provide that data back to users under any circumstances as it no longer exists in our systems after the backup retention period. 3.6. Government Data Requests. If government authorities legally request data through valid legal process, we will attempt to retrieve from backups if within the seven-day window. This process takes time for verification, legal review, and retrieval. We cannot guarantee data availability after seven days. All requests are verified for legitimacy before processing, and important situations are prioritized accordingly.

4. Content Processing and Transformation

4.1. Ingestion Pipeline. When Content is uploaded to the Services, it undergoes a series of processing steps including format validation, malware scanning, text extraction, and chunking into semantic units suitable for AI processing. 4.2. Vector Embeddings. Content is transformed into high-dimensional vector embeddings using specialized machine learning models. These embeddings enable semantic search and retrieval-augmented generation capabilities. 4.3. Metadata Extraction. The Services extract and store metadata from Content, including file names, upload timestamps, file sizes, and structural information such as headings and sections. 4.4. Index Maintenance. Semantic indexes are continuously maintained and optimized to ensure fast retrieval performance. This maintenance process runs in the background and may involve restructuring of internal data representations. 4.5. Content Versioning. Once uploaded, files cannot be replaced or edited in place. Users can only add new files, and previous uploads remain until explicitly deleted by the user.

5. Distributed Processing Architecture

5.1. Service Architecture. The Services are built on a distributed microservices architecture designed for scalability, reliability, and performance optimization. Various components may be deployed across multiple computing environments including containerized applications, serverless functions, and managed services. 5.2. Internal Processing. Text parsing, document analysis, and vector embeddings generation are performed within our secure cloud environment using a combination of proprietary algorithms and open-source libraries. 5.3. External Computational Resources. For specialized processing tasks requiring high-performance computing resources, relevant portions of Content are transmitted via secure encrypted connections to external computational and infrastructure providers. These providers operate specialized hardware optimized for machine learning inference workloads. 5.4. AI Processing Disclosure. To provide AI responses, we transmit only the minimum relevant portions of your content to third-party AI and infrastructure providers. We use encrypted transport and apply data-minimization controls. We do not sell or rent your personal data. For production workloads, we use provider configurations intended for inference-only processing. Provider-specific retention and model-improvement practices depend on the provider, service tier, and contractual terms in effect. 5.5. Provider Data Policies. External computational and infrastructure providers operate under their own terms of service and privacy policies. Cortexvia does not control and cannot guarantee the data handling practices, retention policies, proprietary security measures, or internal processing methodologies implemented by external service providers. 5.6. Risk Acknowledgment. By using the Services, you acknowledge and accept all risks associated with the processing of your data by external providers. Users should not submit highly sensitive, regulated, or confidential data through the Services unless they have fully assessed and accepted the risks associated with external processing. 5.7. Provider Modifications. Cortexvia reserves the right to add, remove, replace, or modify external service providers at any time without prior notice, based on operational requirements including performance, cost, reliability, feature availability, and strategic considerations. We reserve the right to switch backend AI models and providers at any time to optimize for performance, speed, and cost. 5.8. Liability Disclaimer. Cortexvia is not responsible or liable for any actions, omissions, security incidents, data breaches, service interruptions, or policy changes by external service providers. Users are solely responsible for ensuring that they have the legal right and authorization to submit any data for processing through the Services.

6. Data Minimization Practices

6.1. Transmission Minimization. We follow data minimization principles and transmit only the minimum necessary data chunks required for AI inference operations. Context windows are optimized to include only relevant content. 6.2. Anonymization. Wherever technically feasible and operationally appropriate, data is anonymized or pseudonymized before being shared with external providers for processing. 6.3. Inference-Only Processing. For production workloads, providers are configured for inference-only processing. Provider-specific retention, logging, and model-improvement terms vary by provider service tier and contract. 6.4. Purpose Limitation. Data is processed only for the purposes of delivering the Services as described in this Agreement and is not used for purposes unrelated to service delivery without user consent.

7. Intellectual Property and Content Ownership

7.1. User Ownership. Users retain full ownership of Content they upload to the Services. Users can delete their Content at any time through the dashboard or by contacting support. 7.2. License Grant. By uploading Content, users grant Cortexvia a non-exclusive, worldwide, royalty-free license to process such Content as necessary to provide and operate the Services, including the right to generate Derived Data. 7.3. AI-Generated Outputs. Users can use AI-generated responses commercially for their own purposes, subject to any third-party rights and the terms of this Agreement. Cortexvia does not claim ownership of AI-generated outputs. 7.4. Testimonials and Marketing. By using Cortexvia, users grant us permission to use non-sensitive, anonymized testimonials, questions, and interaction patterns for marketing purposes. Cortexvia may only use non-sensitive, anonymized examples in marketing materials. 7.5. Confidentiality. We will never publicly disclose private files, internal chats, or confidential data without express written consent from the user.

8. Disaster Recovery and Liability

8.1. Backup Procedures. We perform frequent backups and store them across multiple secure cloud locations for redundancy. All backups are encrypted and access-restricted to authorized personnel only. 8.2. Failover Systems. If one server goes down, another isolated environment takes over to reduce service disruption. Our architecture is designed for automatic failover in most scenarios. 8.3. Catastrophic Failure. In the rare event that both primary and backup systems fail simultaneously, data recovery may not be possible. Such events are extremely unlikely given our redundancy measures but cannot be completely eliminated. 8.4. Force Majeure. We commit to restoring the application service as quickly as possible, but we are not liable for lost user content or history in force majeure events including natural disasters, acts of war, governmental actions, or infrastructure provider failures. 8.5. Architecture Evolution. We reserve the right to introduce secure off-site encrypted backups in the future to improve resilience and scalability. Backup architecture may evolve without prior notice to enhance security and service continuity. 8.6. Limitation of Liability. Notwithstanding any other provision of this policy, Cortexvia shall not be liable for any loss, corruption, or unrecoverability of user data, regardless of the cause, including but not limited to system failures, cyberattacks, natural disasters, or human error. Users are strongly advised to maintain independent backups of all critical data.

9. GDPR and User Rights

9.1. Access Rights. Users have the right to access their personal data stored in the Services. 9.2. Correction Rights. Users have the right to request correction of inaccurate data. 9.3. Deletion Rights. Users have the right to request deletion of their data, also known as the right to be forgotten, subject to the limitations described in Section 3. 9.4. Objection Rights. Users have the right to object to certain data processing activities. 9.5. Portability Rights. Where technically feasible, users may request their data in a portable format. 9.6. Request Verification. All requests are verified for identity and processed within a reasonable timeframe in accordance with applicable laws.

10. Account Inactivity

10.1. Inactive Status. After six months of no login activity, account status is changed to "inactive." This is an automatic status change and does not indicate any problem with the account. 10.2. Data Preservation. Data is not deleted for inactive accounts. All uploads and history remain safe and intact during the inactive period. 10.3. Reactivation. When a user logs in again, the account automatically becomes "active" with all data intact. No action is required to reactivate an inactive account beyond logging in.

11. Contact Information

If you have any questions about this Data Usage Policy, please contact us at:

Cortexvia
General Support: [email protected]
Legal Inquiries: [email protected]
Billing Issues: [email protected]

By using the Cortexvia Services, you acknowledge that you have read and understood this Data Usage Policy and agree to be bound by its terms.