Privacy Policy

This policy applies to Aptoria websites, apps, portals, support, and enabled integrations. Some records are required to create an account, secure it, perform a workflow you request, meet a contract, or keep an audit or financial record. Optional analytics is separate: you can reject it without losing core service access.

Policy version: 2026-08-22. We record the version, time, account, and method when an account holder acknowledges this policy. Existing users may be asked to review a materially changed version before continuing. Acknowledgment does not turn optional analytics on and does not waive privacy rights.

Depending on the person and jurisdiction, these uses rest on performing a contract, complying with law, protecting the service and its users, Aptoria’s legitimate interests in safe service operation, or consent where required. Customers must have an appropriate basis and authority for personal data they place in Aptoria.

When an AI-assisted feature is enabled, Aptoria may send the minimum relevant content to the configured model provider to classify, extract, summarize, draft, or recommend. We keep source, model/prompt/policy versions, output, review, correction, and outcome references when needed for safety and replay. Aptoria does not opt that API content into provider model training and does not pool one customer’s tenant, pricing, or operating data to train another customer’s experience. Any future enabled AI subprocessors are documented before they receive production content.

AI outputs and derived facts can be wrong. Consequential eligibility, screening, housing, payment, legal-notice, or other restricted decisions must follow the applicable configured workflow, authority, provider, and human-review requirements. Aptoria does not create a secret person-level tenant score from unrelated behavior.

We disclose the minimum data needed to workspace members and authorized representatives, a recipient or vendor involved in the requested workflow, and enabled service providers. Access depends on role, organization, relationship, and workflow. Providers process data under applicable contracts and their own service terms.

We may also disclose data for a business transfer, legal process, safety or security response, or to protect rights, but only as permitted by law. We do not sell personal data and do not share it for cross-context behavioral advertising.

We keep each category only as long as needed for its stated purpose, the customer relationship, security, dispute resolution, legal holds, or applicable financial, tax, housing, communications, and audit obligations. Retention therefore varies by record and jurisdiction; an account deletion does not erase another party’s lawful business record.

Canonical workflow events snapshot the governing retention-policy version and expiry when collected. Active legal holds suspend expiry. When the period ends, an audited privileged process may delete, anonymize, or cryptographically unlink the record; it cannot silently bypass the append-only control. A purge receipt and an externally anchored checkpoint preserve evidence that the retained chain existed without retaining the expired event itself. Backups age out on their normal protected cycle.

Canonical events use pseudonymous actor keys instead of a permanent profile foreign key. Account deletion destroys the separately protected identity mapping where required, while a lawful non-identifying operational record may remain.

Unless a defined workflow and lawful need require it, do not provide protected-class data, unrelated social-media or browsing history, precise location, unrelated contact lists, biometrics, full bank/card credentials, indefinite identity-document copies, or unstructured notes that could become shadow screening criteria. We prohibit unsupported personality, character, and emotion inferences and cross-customer behavioral profiles.

You can request access, a portable copy, correction, or deletion from Settings → Account → Data export / Delete account or by emailing privacy@aptoria.ai. Depending on law, you may also object to or restrict processing, withdraw consent prospectively, appeal a response, or complain to a regulator. We verify the requester and explain any legal exception. We do not discriminate for exercising a privacy right.

We store a session token to keep you signed in and a small set of preferences locally (theme, last-viewed tab, dismissed banners). We do not use third-party advertising cookies and we do not track you across other sites. A cookie banner appears for first-time visitors so you can accept or reject optional analytics.

Aptoria uses workspace-scoped access controls, least-privilege service access, encryption in transit and at rest where supported, redaction, monitoring, backups, and audit evidence. No system is risk-free. If an incident requires notice, we will notify affected parties as required by law. For current controls, contact security@aptoria.ai.

Raw canonical metric evidence is limited to defined management and audit-capable roles. Other users receive bounded self-service receipts rather than organization-wide actor, security, commercial, dimension, provenance, or hash data. Daily chain checkpoints are signed and anchored outside the operational database so privileged reconstruction can be detected.

The service is not intended for users under 18 and we don't knowingly collect their data.

We version this policy. Material changes are announced before they take effect through an appropriate account notice, such as an in-app notice or email. When law or the nature of the change requires renewed acknowledgment or consent, we request it rather than relying only on continued use.

Privacy questions: privacy@aptoria.ai. Account-specific support: open a ticket at /support.