PRIVACY POLICY

Effective Date: March 19, 2025

This Privacy Policy explains how HUB4AI S.R.L (“HUB4AI”, “we”, “our” or “us”) collects, uses, shares, stores, and protects information obtained from you (“you” or “User”) when you access and use our software-as-a-service (SaaS) products—including, but not limited to, Chat, AI Researcher, Memory Box, and Office Add-ins (collectively, the “Services”). By using our Services, you agree to the data practices described in this Privacy Policy.

Information We Collect

a. Personal Information

• Account Registration: When you create an account using your Microsoft authentication, we obtain the personal information associated with your Microsoft account (such as your email address and name), subject to Microsoft’s privacy policies and terms of use.

• Communication: If you contact us for support, feedback, or inquiries, we may collect additional information to address your request.

b. Usage and Interaction Data

• User Data: This includes the content you generate—conversations, interactions, documents, research inputs, and data stored in your Memory Box.

• Service Activity: Information regarding your interactions with our Services is collected to help us provide a better user experience and to improve our offerings.

c. Payment Information

• Payment Processing: We use Stripe to facilitate payments; as such, any credit card or payment information you provide is processed and stored by Stripe. We do not store your financial data on our servers. Please review Stripe’s privacy policies for details on how they handle your payment information.

d. Analytics Data

• Frontend Analytics: We use Microsoft Clarity to collect data on how you navigate and engage with our Services. This information is used for analyzing usage trends and improving functionality. Microsoft Clarity’s use of your data is governed by Microsoft’s privacy policies, and no personal data is directly linked to your identity through this tool.

How We Use Your Information

a. Service Provision

• We use the collected information to register and manage your account, operate our Services, and ensure a secure and personalized experience.

• Your input and interactions help us enhance the functionality, reliability, and quality of our Services.

b. Service Improvement

• Analyzing data: We review and analyze usage patterns and interactions to continually improve our Services and develop new features.

• Research and Development: Internal research may use aggregated or anonymized data to enhance system performance and user experience.

c. Communication

• We use your contact information to send you notifications regarding account updates, service changes, policy updates, or important security information.

• You may receive marketing communications, which you can opt out of in accordance with Section 6 below.

d. Legal and Security Purposes

• We may process your data in order to comply with applicable laws, resolve disputes, maintain security, and enforce our Terms and Conditions.

How We Share and Disclose Your Information

a. Third-Party Service Providers

• We share your information only with trusted third parties (such as Stripe for payment processing and Microsoft services, including Microsoft Clarity and authentication) to help operate our Services. These providers are bound by contractual and legal obligations to ensure your data remains secure and confidential.

• We do not sell or trade your personal data to third parties.

b. Data Transfers and International Processing

• Primary Storage: Your data is primarily stored on servers in the European Union (EU).

• Transfers: Occasionally, to support our hosting or processing needs, data may be transferred to and stored on servers located in the United States. In such cases, we use appropriate safeguards to ensure that your data is handled in accordance with applicable data protection laws.

c. Legal Requirements

• We may disclose your personal information if required to do so by law or in response to a valid legal request from a governmental authority, or when necessary to protect our rights, safety, or property, or those of our Users or others.

Data Security

a. Protection Measures

• We implement robust security measures—including encryption, access controls, and monitoring—to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

• While we take these steps to secure your data, no method of transmission over the Internet or electronic storage is completely 100% secure. Consequently, we cannot guarantee absolute security.

b. Internal Access

• Access to your stored information is limited to authorized personnel who require such access to provide our Services and to ensure data security.

Data Retention

a. Retention Period

• We retain your personal and usage information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or to comply with legal and regulatory requirements.

• Upon termination of your account or discontinuation of our Services, your data may be retained for a reasonable period as required by applicable law or for legitimate business purposes.

Your Rights and Choices

a. Access and Correction

• You have the right to access, review, and update your personal information by logging into your account or contacting us directly at contact@hub4ai.com.

b. Deletion and Data Portability

• Subject to legal or contractual obligations, you may request the deletion or export of your personal data. We will respond to such requests in accordance with applicable laws.

c. Marketing Communications

• If you prefer not to receive marketing or promotional emails, you can opt out by following the unsubscribe instructions provided in our communications or by contacting us directly.

d. Consent Withdrawal

• Where your data is processed based on your consent, you have the right to withdraw such consent at any time. Note that withdrawing consent will not affect the lawfulness of processing prior to the withdrawal, nor may it impact our ability to provide you with the Services.

Cookies and Tracking Technologies

a. Use of Cookies

• We may use cookies and similar tracking technologies to collect information about your browsing activities on our Services. These technologies help us understand usage patterns, enhance your user experience, and improve our Services.

b. Management and Opt-Out

• Your browser settings may allow you to manage or block cookies. However, disabling cookies may adversely affect the functionality and user experience provided by our Services.

Changes to This Privacy Policy

• We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on our website along with an updated effective date.

• We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: contact@hub4ai.com

By using our Services, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.