Privacy Policy

This Privacy Policy explains what Cortexvia, operated by Shaik Afrid trading as Cortexvia Technologies ("Company," "we," "us," or "our"), collects, why we collect it, how we protect it, and what controls you have when using the Cortexvia platform, website, applications, and services (collectively, the "Services"). We do not sell or rent your personal data. This Privacy Policy should be read together with our Terms of Service, Data Usage Policy, Cookie Policy, Security Policy, API Policy, Compliance Policy, Developer Policy, and Refund Policy (collectively, the "Agreement"). By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

1. Definitions and Interpretation

1.1. "Personal Information" means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household, including but not limited to name, email address, telephone number, IP address, device identifiers, and usage data. 1.2. "Processing" means any operation or set of operations performed on Personal Information, whether or not by automated means, including but not limited to collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, alignment, combination, restriction, erasure, or destruction. 1.3. "Content" means any data, text, files, documents, images, audio, video, or other materials uploaded, submitted, stored, processed, or transmitted through the Services by Users. 1.4. "Third-Party Providers" means external service providers, including but not limited to cloud infrastructure providers, computational service providers, machine learning infrastructure providers, payment processors, analytics platforms, and other technical partners utilized by Cortexvia to deliver the Services. 1.5. This Privacy Policy applies to all users of the Services, including registered users, website visitors, API consumers, End-Users who interact with chatbots, and any other individuals whose data is processed through the Services.

2. Information Collection Practices

2.1. Account Information. When you create an Account, we collect information necessary for account registration and management, including your name, email address, and phone number where applicable. Email verification is required for all Accounts. Phone number verification may be required at our discretion for security, fraud prevention, and identity verification purposes. Each phone number may only be associated with one Account. 2.2. Content and Usage Data. We collect Content that you upload, submit, or transmit through the Services, including documents, files, and other materials used for chatbot response generation and AI processing. We collect information about your interactions with the Services, including queries submitted to chatbots, responses generated, feature usage patterns, dashboard activity, navigation paths, and engagement metrics. 2.3. Technical Information. We automatically collect certain technical information when you access the Services, including IP addresses, device identifiers, browser type and version, operating system, referring URLs, access times, pages viewed, click patterns, session duration, and other standard web log information. This information is collected through cookies, web beacons, pixels, and similar tracking technologies as described in our Cookie Policy. 2.4. Payment Information. When you subscribe to paid Services, we collect payment-related information through our third-party payment processor, Dodo Payments. We store limited payment information such as email, name, and previously used payment methods for convenience. We do not store sensitive payment credentials such as full card numbers, CVV, OTPs, or bank account passwords. 2.5. Communications Data. We collect information from your communications with us, including support requests, feedback submissions, and any other correspondence through email, chat, or other channels.

3. Infrastructure and Data Storage

3.1. Cloud Infrastructure. All user data, Content, and Account information are stored on managed cloud infrastructure operated by contracted hosting providers and supporting service providers. 3.2. Data Sovereignty and Geographic Location. The geographic location of servers and data centers may vary based on operational requirements, performance optimization, failover configurations, and provider availability. Unless explicitly stated in a separate enterprise agreement, Cortexvia does not guarantee data residency in any specific region or jurisdiction. 3.3. Encryption and Data Protection. User data is encrypted in transit and at rest using industry-standard security controls. Data in transit is protected using TLS 1.2 or higher. Sensitive credentials, including passwords, API keys, and authentication tokens, receive additional protection using hashing, salting, encryption, and access controls where appropriate. No method of transmission over the Internet or method of electronic storage is completely secure, and Cortexvia cannot guarantee absolute security. 3.4. Backup and Disaster Recovery. Cortexvia implements automated backup procedures to protect against data loss. Backups are performed on a regular schedule and stored across isolated environments for redundancy. In the event of a primary server failure, backup systems are intended to reduce service disruption. However, Cortexvia does not guarantee that backups will always be available, complete, or recoverable in every circumstance. Backup retention periods are seven days, after which backup data is permanently deleted.

4. Use of Personal Information

4.1. Service Delivery. We use Personal Information to provide, maintain, and operate the Services, including processing your requests, delivering AI-generated responses, managing your Account, and providing customer support. 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. 4.2. Security and Fraud Prevention. We use Personal Information to detect, prevent, and respond to fraud, abuse, security incidents, and other harmful activities, including implementing rate limiting, bot detection, and account verification measures. 4.3. Communications. We use Personal Information to communicate with you about the Services, including sending transactional emails, security alerts, billing notifications, and, where permitted, marketing communications. 4.4. Analytics and Improvement. We use aggregated and anonymized data to analyze usage patterns, measure the effectiveness of our Services, and develop new features and improvements. 4.5. Legal Compliance. We use Personal Information to comply with applicable laws, regulations, legal processes, or governmental requests, including responding to lawful subpoenas, court orders, or other legal obligations. 4.6. Business Operations. We use Personal Information for internal business purposes, including billing, accounting, auditing, and general administrative functions.

5. Computational Processing and Service Architecture

5.1. Service Architecture Overview. The Services are built on a distributed microservices architecture designed for scalability, reliability, and performance optimization. Various components of the Services may be deployed across multiple computing environments, including but not limited to containerized applications, serverless functions, managed database services, content delivery networks, caching layers, and load balancers. The specific technical implementation may evolve over time as Cortexvia optimizes for performance, cost efficiency, and feature development. 5.2. Computational Processing Operations. To deliver the functionalities described herein, the Services perform various computational operations including but not limited to text parsing, document analysis, optical character recognition, vector embeddings generation, similarity search, natural language understanding, response generation, and content optimization. These operations may be performed using a combination of proprietary algorithms, open-source libraries, and external computational resources optimized for specific workloads. 5.3. External Service Dependencies. The Services rely on various external service providers for specialized functionality. These may include cloud infrastructure providers for hosting and storage, content delivery networks for performance optimization, payment processors for transaction handling, email service providers for communications, analytics platforms for usage monitoring, and computational service providers for specialized processing tasks. By using the Services, you acknowledge that your data may be processed by these external providers in accordance with their respective terms and policies. 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 Handling. External computational and infrastructure providers operate under their own terms of service and privacy policies. These policies govern how transmitted data is processed, retained, and used by such providers. Cortexvia does not control and cannot guarantee the data handling practices, retention policies, or security measures implemented by external service providers. By using the Services, you acknowledge and accept all risks associated with the processing of your data by external providers. 5.6. Disclaimer Regarding External Providers. Cortexvia is not responsible or liable for any actions, omissions, security incidents, data breaches, service interruptions, or policy changes by external service 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. This includes but is not limited to protected health information, financial credentials, government classified information, or trade secrets. 5.7. Provider Selection and Modification. 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. Such changes may affect processing latency, response characteristics, or feature behavior but do not constitute a material modification requiring separate user consent. 5.8. Data Transmission Practices. When data is transmitted to external providers for processing, Cortexvia follows data minimization principles by transmitting only the data necessary for the specific processing task. Where technically feasible and operationally appropriate, personal identifiers may be removed, anonymized, or pseudonymized prior to transmission. However, certain processing operations may require transmission of complete content to function correctly.

6. Data Retention and Deletion

6.1. Retention Period. We retain user data, including uploads, chat history, and Account information, for the duration of your Account unless you specifically request deletion. Data is retained to provide continuous service, maintain your preferences, and comply with legal obligations. 6.2. Deletion Process. Upon account deletion or data deletion request, all data is immediately removed from the main production database. Only minimal information, specifically email and name, may be retained for account history, fraud prevention, legal compliance, and preventing duplicate registrations. This minimal retained data is not provided back to users and is stored separately from active user data. 6.3. Backup Retention. Backups are maintained for a period of seven days for disaster recovery purposes. After seven days, backup data is permanently and irrecoverably deleted. Once deleted from the main database, we cannot provide that data back to users. Data that has been deleted may persist in encrypted backups for up to seven days before being permanently purged from all systems. 6.4. Government Requests. If government authorities legally request data through valid legal process, we will attempt to retrieve it from backups if within the seven-day window. This process takes time for verification and legal review. We cannot guarantee data availability after the backup retention period. All such requests are verified for legitimacy and legal compliance before processing. 6.5. Retention for Legal Purposes. Notwithstanding the foregoing, we may retain certain data for longer periods as required by law, to resolve disputes, enforce our agreements, or protect our legal rights.

7. Cookies and Tracking Technologies

7.1. Cookie Usage. We use cookies for authentication, session management, security, and user preferences. We may also use analytics and advertising cookies to understand usage and improve service performance and outreach. 7.2. Consent for Non-Essential Cookies. Essential cookies are required for core service functionality. Analytics and marketing cookies are enabled only after explicit consent where required by applicable law. 7.3. Cookie Controls. You can accept, reject, or later withdraw consent for non-essential cookies through available cookie controls and your browser settings. 7.4. Types of Cookies. We use Essential Cookies required for platform functionality and authentication, Preference Cookies to remember settings, Analytics Cookies for usage insights, and Marketing Cookies for campaign measurement. 7.5. Managing Cookies. Disabling certain cookies may affect platform functionality. Essential cookies remain required for secure authenticated use of the Services.

8. Communications

8.1. Marketing Communications. We may send promotional emails about new features, offers, and updates. We will send emails about important product changes, maintenance, and announcements. We may send SMS for OTPs, alerts, and occasionally marketing when phone verification is active. 8.2. Opt-Out Rights. Users can opt-out of marketing emails anytime via unsubscribe link. Marketing SMS can be disabled through account settings. 8.3. Transactional Communications. Transactional emails related to billing, security alerts, and account activity cannot be opted out as they are essential for service delivery and security. These include password reset emails, billing receipts, account verification, and security notifications.

9. User Rights

9.1. Access Rights. Users have the right to access their personal data stored by Cortexvia. You may request a copy of your data through account settings or by contacting support. 9.2. Correction Rights. Users have the right to request correction of inaccurate or incomplete data. Corrections can be made directly through the dashboard or by contacting support. 9.3. Deletion Rights. Users have the right to request deletion of their data, subject to the limitations described in Section 6. Deletion requests can be submitted through account settings or by contacting support. 9.4. Objection Rights. Users have the right to object to certain data processing activities, including processing for marketing purposes. 9.5. Portability Rights. Where technically feasible, users may request their data in a portable format. 9.6. Request Processing. All requests are verified for identity and processed within a reasonable timeframe in accordance with applicable laws. Complex requests may require additional time for processing.

10. Account Inactivity

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

11. Marketing Usage

11.1. Testimonials and Marketing. By using Cortexvia, users grant us permission to use non-sensitive, anonymized feedback, testimonials, questions, and interaction patterns for marketing purposes. This includes case studies, success stories, and promotional materials. 11.2. Confidentiality. We will never publicly disclose private files, internal chats, or confidential data without express written consent. Marketing usage is limited to anonymized and aggregated data that cannot identify individual users.

12. Children's Privacy

12.1. Age Restriction. The Services are not intended for use by individuals under the age of eighteen or the age of legal majority in their jurisdiction. We do not knowingly collect Personal Information from children. 12.2. Parental Rights. If you believe we have collected information from a child, please contact us immediately so we can delete the information.

13. International Data Transfers

13.1. Data Location. Your data may be transferred to and processed in countries other than your country of residence, including the countries where our infrastructure providers operate. 13.2. Transfer Safeguards. We implement appropriate safeguards for international data transfers in accordance with applicable laws. By using the Services, you consent to the transfer of your data to these locations.

14. Changes to Privacy Policy

14.1. Modifications. We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. Changes will be posted to this page with an updated "Last Revised" date. 14.2. Notification. For material changes, we may provide additional notice through email or dashboard notifications. However, we are not obligated to provide individual notification for all updates. 14.3. Acceptance. Your continued use of the Services after any update constitutes acceptance of the revised Privacy Policy.

15. Contact Information

If you have any questions about this Privacy 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 Privacy Policy and agree to be bound by its terms.