Privacy Policy

1. Information We Collect

A. Information You Provide Directly

• Account information (name, email address, password, profile details)
• Billing and payment information (processed securely by our payment processors)
• Workspace and team information (organization name, member details, roles)
• Content you submit (prompts, messages, files, feedback)
• Support requests and communications with us

B. Information Collected Automatically

• Device and browser information (IP address, device type, operating system, browser type)
• Usage data (features used, models selected, session duration, error logs)
• Cookies, pixels, and similar tracking technologies

C. Information Processed by the Privacy Scanner

When you use the Service, our Privacy Scanner automatically analyzes your inputs in real time to detect personally identifiable information (PII) and other sensitive data. Detected PII may be masked, blocked, highlighted, or processed according to your selected privacy mode. We do not store raw PII longer than necessary to provide the Service. Metadata about privacy events may be retained for audit and security purposes.

D. Information from Third-Party AI Providers

Prompts (after privacy processing) may be sent to third-party large language model providers depending on your Workspace configuration and selected model. We only transmit the minimum information required and in accordance with your chosen privacy mode.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Provide and operate the Service (including multi-LLM routing and privacy controls)
• Run the Privacy Scanner and apply masking/Smart Mask features
• Improve the Service and develop new features (using aggregated or anonymized data where possible)
• Process billing and manage subscriptions
• Ensure security, prevent fraud, and comply with legal obligations
• Respond to customer support requests

Important: We do not use your raw Content to train third-party foundation models without your explicit consent.

3. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Third-party AI Providers — Prompts (after Privacy Scanner processing) are sent to enabled AI model providers.
• Service Providers — Trusted vendors who help operate the Service (hosting, payments, analytics, support tools).
• Legal Requirements — When required by law, court order, or to protect rights and safety.
• Business Transfers — In connection with mergers, acquisitions, or asset sales.
• With Your Consent — When you explicitly instruct us to share data.

4. Data Retention

5. Your Rights and Choices

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

• Access — Request a copy of your personal information.
• Correction — Request correction of inaccurate information.
• Deletion — Request deletion of your personal information.
• Data Portability — Request your data in a machine-readable format.
• Opt-out — Opt out of certain processing or marketing.

California Residents (CCPA/CPRA) and EEA/UK Residents (GDPR) have additional rights. To exercise any rights, email support@ultimize.ai.

6. Security

We implement industry-standard safeguards including encryption in transit and at rest, strict access controls, regular security audits, and real-time monitoring.

7. Cookies and Tracking Technologies

We use cookies to keep you logged in, remember preferences, analyze usage, and provide personalized features. You can control cookies through your browser settings.

8. International Data Transfers

Your information may be transferred to and processed in the United States and other countries. We use appropriate safeguards such as Standard Contractual Clauses when required.

9. Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal information from children.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email or prominent notice on the Service.

11. Contact Us

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

Email: support@ultimize.ai