Privacy Policy

1. Introduction

Oxygen.ai ("Oxygen," "we," "us," or "our") is committed to protecting the privacy of individuals who visit our website, use our Oxygen Session UI, and utilize our universal retrieval engine services (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, and safeguard your Personal Information. It also outlines your rights regarding your Personal Information.

This Privacy Policy is incorporated into and subject to our Terms of Service. By accessing or using our Services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our Services.

2. Definitions

• Personal Information: Means information about an identifiable individual, as defined under applicable privacy laws, such as the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada. This may include, but is not limited to, your name, email address, contact information, usage data, and content you upload through our Services that may identify you or another individual.
• User: Refers to any individual or entity that accesses or uses our Services, as defined in our Terms of Service.
• Services: Refers to the universal retrieval engine and related services offered by Oxygen.ai, as described in our Terms of Service and on our website, including the Oxygen Session UI and API access.

3. Information We Collect

We collect Personal Information in the following ways:

3.1 Information You Provide Directly:

• Account Information: When you register for an account or use the Oxygen Session UI, we may collect your name, email address, username, password, and other contact details.
• Uploaded Content: When you use our Services to connect data sources and upload documents, we collect the files and data you submit for processing by our retrieval engine. This may include unstructured data in various formats (text, documents, etc.).
• Communication Data: If you contact us for support, inquiries, or feedback, we collect your name, email address, and the content of your communication.
• Session UI Usage Data: Information related to your use of the Oxygen Session UI, such as actions taken within the interface, content uploaded, and settings configured.

3.2 Information Collected Automatically:

• Usage Data: We collect information about how you use our Services, including API calls, features accessed, search queries, data sources connected, and the frequency and duration of your usage.
• Log Data: Our servers automatically record information ("Log Data") created by your use of the Services. Log Data may include your IP address, browser type, operating system, referring URLs, device information, pages visited, links clicked, search terms, and cookie information.
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities and preferences. This helps us to improve our Services, personalize your experience, and analyze usage patterns. You can control cookies through your browser settings, but disabling cookies may limit your ability to use certain features of our Services.

4. How We Use Your Information

We use your Personal Information for the following purposes:

• Providing and Improving Services: To operate, maintain, and improve our Services, including the retrieval engine, API, and Session UI. This includes processing your uploaded data to enable search, embedding generation, and data integration.
• Account Management: To manage your account, provide customer support, respond to your inquiries, and communicate with you about your use of the Services.
• Personalization: To personalize your experience with our Services, such as remembering your preferences and settings.
• Security and Fraud Prevention: To detect, prevent, and address fraud, security breaches, and other harmful activities, and to protect the security and integrity of our Services.
• Analytics and Research: To analyze usage trends, monitor the effectiveness of our Services, and conduct research and development to improve our technology and offerings. This may involve aggregating and anonymizing data for statistical purposes.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and government requests.
• Communication and Marketing (with Consent): With your consent, we may send you promotional communications about new features, updates, and other news related to Oxygen. You can opt-out of receiving marketing communications at any time (see Section 9 below).

5. Sharing and Disclosure of Your Information

We may share your Personal Information with the following categories of recipients:

• Service Providers: We engage third-party service providers to perform functions and provide services to us, such as hosting, data storage, analytics, customer support, email delivery, and security services. These service providers have access to Personal Information only to perform their services for us and are contractually obligated to protect your information in accordance with this Privacy Policy and applicable laws.
• Business Transfers: In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your Personal Information may be transferred or disclosed as part of that transaction. We will notify you and provide you with choices regarding your Personal Information in such events.
• Legal Compliance and Protection: We may disclose your Personal Information if required to do so by law or in the good faith belief that such action is necessary to: (a) comply with a legal obligation; (b) protect and defend our rights or property; (c) prevent fraud or illegal activity; (d) protect the safety of users of our Services or the public; or (e) act in urgent circumstances to protect personal safety.
• With Your Consent: We may share your Personal Information with third parties when we have your explicit consent to do so.

We do not sell, rent, or trade your Personal Information to third parties for their marketing purposes.

6. Data Security

We implement reasonable and appropriate technical and organizational measures to protect your Personal Information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encryption: Using encryption to protect data in transit and at rest, where appropriate.
• Access Controls: Implementing access controls and authorization procedures to limit access to Personal Information to authorized personnel.
• Regular Security Assessments: Conducting regular security assessments and vulnerability scans to identify and address potential security risks.
• Employee Training: Providing training to our employees on data privacy and security practices.
• Secure Data Handling Practices: Following secure data handling practices throughout the data lifecycle.

While we strive to protect your Personal Information, no method of transmission over the internet or method of electronic storage is completely secure. Therefore, we cannot guarantee absolute security. In the event of a data breach, we will notify you as required by applicable law.

7. Data Retention

We will retain your Personal Information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Account Information: We retain your account information as long as your account is active and as needed to provide you with the Services. If you close your account, we may retain certain information for a reasonable period for legal compliance, audit purposes, and to resolve disputes.
• Uploaded Content: You retain control over the data you upload to our Services. We will retain your uploaded content as long as necessary to provide the Services and as instructed by you. Upon account termination or your request, we will take reasonable steps to delete your uploaded content from our active systems, although residual copies may remain in backup systems for a limited time for disaster recovery purposes.
• Usage Data and Log Data: We typically retain usage data and log data for a limited period for analytics, security, and service improvement purposes. We may anonymize and aggregate this data for longer-term analysis.

8. Your Rights Regarding Your Personal Information

You have certain rights regarding your Personal Information under applicable privacy laws, including PIPEDA. These rights may include:

• Access: You have the right to request access to the Personal Information we hold about you and to receive a copy of that information.
• Correction: You have the right to request that we correct any inaccurate or incomplete Personal Information we hold about you.
• Deletion (Erasure): You have the right to request that we delete your Personal Information under certain circumstances.
• Withdrawal of Consent: If we are processing your Personal Information based on your consent, you have the right to withdraw your consent at any time.
• Objection to Processing: You may have the right to object to certain types of processing of your Personal Information, such as processing for direct marketing purposes.
• Data Portability: In some jurisdictions, you may have the right to receive your Personal Information in a structured, commonly used, and machine-readable format and to transmit that data to another controller.

To exercise any of these rights, please contact us using the contact information provided in Section 12 below. We will respond to your request in accordance with applicable privacy laws. We may require you to verify your identity before processing your request.

9. Opt-Out of Marketing Communications

You have the right to opt-out of receiving marketing communications from us at any time. You can do so by:

• Clicking the "unsubscribe" link in any marketing email we send you.
• Contacting us directly using the contact information in Section 12 below and requesting to be removed from our marketing lists.

Even if you opt-out of marketing communications, we may still send you non-promotional communications, such as service announcements, account updates, and responses to your inquiries.

10. International Data Transfers

Your Personal Information may be transferred to and processed in countries other than your country of residence, including Canada and potentially other countries where our service providers are located. These countries may have data protection laws that are different from the laws of your country. We will take appropriate safeguards to ensure that your Personal Information remains protected in accordance with this Privacy Policy when transferred internationally. This may include using Standard Contractual Clauses approved by applicable regulatory bodies or relying on other legally recognized transfer mechanisms.

11. Children's Privacy

Our Services are not intended for children under the age of 18. We do not knowingly collect Personal Information from children under this age. If you are a parent or guardian and believe that your child has provided us with Personal Information, please contact us immediately. If we become aware that we have collected Personal Information from a child under the specified age without verifiable parental consent, we will take steps to delete such information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: [email protected]

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post any changes on our website and update the "Effective Date" at the top of this Privacy Policy. If we make material changes, we will provide you with additional notice, such as by email or through a prominent notice on our website, as required by applicable law. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your Personal Information. Your continued use of our Services after the posting of changes constitutes your acceptance of such changes.

Last Updated: March 6, 2025