Last Updated: February 25, 2026

Personaify, LLC ("Personaify," "we," "our," or "us") respects your privacy and is strongly committed to keeping secure any information we obtain from you or about you. This Privacy Policy describes our practices with respect to Personal Data ("Personal Data") we collect from or about you when you use our website, applications, and services (collectively, "Services"). This Privacy Policy does not apply to content that we process on behalf of customers under separate enterprise agreements.

1. Summary of the Policy

Personal Data we collect – We collect Personal Data you provide during registration, account use, file and document uploads, and through your engagement with our AI-powered platform and website.

Purposes of use – We use Personal Data to deliver, maintain, improve, and protect our Services, including to power AI-driven analysis on your uploaded documents, conversations, and query interactions.

Third-party sharing – We share data with service providers as necessary to operate our business, including cloud infrastructure, AI model, and payment processing providers.

Your privacy choices and rights – You may access, correct, delete, or port your Personal Data, opt out of certain uses, and terminate your account at any time.

Security – We implement technical and organizational security measures appropriate to the sensitivity of the data we process.

Cross-border transfers – We store and process data in the United States. By using our Services, you consent to this processing.

Aggregated analytics – We may use de-identified, aggregated data for product improvement and business intelligence purposes.

U.S. State Law Disclosures – Residents of California, Virginia, Colorado, Connecticut, Texas, and other applicable U.S. states have specific rights regarding Personal Data.

Children – Our Services are not directed to children under 13.

Data retention – We retain Personal Data as long as needed to deliver our Services, comply with law, resolve disputes, and enforce agreements.

Contact – legal@personaify.ai

2. Personal Data We Collect

The categories of Personal Data we collect depend on how you interact with us, our Services, and applicable law requirements. We collect information you provide directly, information generated automatically when you use our Services, and information from third-party sources.

A. Information You Provide Directly

Account Registration. When you create an account (including through single sign-on), we collect your name, email address, email verification status, and a user identifier assigned by the authentication provider. We may also collect a display nickname.

User Content. When you use our Services, we collect Personal Data that may be included in:

Text prompts, queries, and instructions submitted to our AI models.
Documents, contracts, rate sheets, leases, images, videos, audio files, spreadsheets, PDFs, and other files you upload (supported formats include: CSV, DOC, DOCX, EML, EPUB, GIF, HTML, JPG, JSON, MD, MSG, ODT, PDF, PNG, PPT, PPTX, RST, RTF, TIF, TIFF, TSV, TXT, XLSX, XML, and video formats processed via our video analysis pipeline).
Feedback, annotations, and corrections you provide to AI-generated outputs.
Conversation history including your messages and AI-generated responses ("Chat History").

Third-Party Integration Credentials. When you connect third-party services (e.g., Gmail, cloud storage providers) to our platform, we collect OAuth tokens and related credentials necessary to access and retrieve data on your behalf. These credentials are encrypted at rest and stored securely in our credential management system.

Account Settings and Preferences. We collect your user settings, organizational preferences, role configurations, and workflow configurations as you configure them within the platform.

Payments. If you purchase a paid subscription, payment processing is handled by our third-party payment processor. We do not directly collect or store your payment card information. We may receive billing metadata (e.g., billing name, last four digits, billing country, subscription tier, invoice history).

Contact and Inquiry Data. When you contact us for demos, support, partnerships, or other purposes, we collect your name, company, phone number, email address, and the content of your communications.

Surveys and Research. We may collect survey responses, product feedback, and research interview notes from participants who opt in.

Job Applications. Applicants provide identifiers, contact details, employment and educational history, work authorization status, and other resume information.

B. Information Collected Automatically

When you access or use our Services, we automatically collect:

Log and Usage Data. Our servers collect log data including your IP address, browser type, device type, operating system, screen resolution, referring URL, pages viewed, features accessed, timestamps, search queries, document upload events, AI model interactions, error reports, and diagnostic information.

Device Information. We collect device identifiers, hardware model, operating system version, and browser version.

Cookies and Tracking Technologies. We use cookies, pixel tags, and similar technologies for authentication, session management, security, analytics, and performance monitoring. You may control cookie preferences through your browser settings; however, disabling certain cookies may impair Service functionality. We honor applicable Do Not Track signals where legally required.

AI Interaction Metadata. We collect metadata about your use of our AI features, including token usage, model versions called, response latencies, step execution logs, and workflow/automation execution records.

Document Processing Metadata. When you upload files, we collect metadata about those files (file name, type, size, upload time, processing status, page count, document classification results) as well as the processed content (text extracted, embeddings generated, structured data derived from AI analysis).

Vector Embeddings. We generate and store numeric vector representations (embeddings) of your document content and queries for the purpose of enabling semantic search, retrieval-augmented generation, and AI analysis features.

C. Information from Third-Party Sources

We may receive information about you from:

Identity providers when you use single sign-on.
Third-party services you connect to our platform (e.g., email or cloud storage providers), based on permissions you grant.
Publicly available sources for business development purposes.
Analytics partners, subject to their privacy policies and your applicable privacy rights.

D. Sensitive Information

Our platform is not designed or intended to process sensitive personal information categories such as government-issued identifiers, health or medical data, biometric identifiers or information, financial account numbers, payment card data, or racial or ethnic origin data. You are prohibited from uploading documents, files, or content containing such categories without prior written authorization and your own lawful basis for processing under applicable law. If you believe you have inadvertently transmitted sensitive information, contact us at legal@personaify.ai and we will assist with deletion.

3. How We Use Personal Data

We use Personal Data for the following purposes:

To provide and operate our Services:

Authenticating your identity and managing your account, organization, and tenant.
Delivering AI analysis, document processing, chat, search, and workflow automation features.
Processing files you upload (OCR, classification, entity extraction, structured data extraction, video analysis).
Returning AI-generated analysis results and responses to your queries.
Enabling knowledge base management, document auditing, and invoice/contract review features.

To secure and protect our Services:

Detecting and preventing fraud, security incidents, unauthorized access, and abuse.
Enforcing our Terms of Service and acceptable use policies.
Monitoring platform health and reliability.

To improve and develop our Services:

Analyzing usage patterns to improve product features and user experience.
Conducting research and development, including improving AI model quality using de-identified and aggregated usage data (see Section 4 regarding AI training).
Debugging, identifying, and resolving errors.

To communicate with you:

Sending account-related transactional communications (billing, security alerts, product updates).
Sending marketing and promotional communications (with opt-out available at any time).
Responding to support requests and inquiries.

To fulfill legal obligations and enforce rights:

Complying with applicable law, legal process, regulatory requirements, and government requests.
Exercising and enforcing our contractual and legal rights.
Performing audits and compliance activities.

4. AI Model Training

Customer Content. By default, we do not use the specific documents, files, or conversational inputs you submit through the Services to train our AI foundation models without your explicit consent or a separate data processing agreement.

Usage Metadata and De-identified Data. We may use de-identified, aggregated behavioral data (such as usage patterns, latency metrics, and error rates) to improve platform performance and AI capabilities. Such data does not identify you individually.

Feedback. If you voluntarily provide feedback ratings or corrections to AI outputs, we may use that feedback to improve our Services.

First-Party AI Providers. Our primary AI infrastructure providers (such as our cloud-hosted language model providers) are contractually required not to use your content to train their foundational models.

Video Processing — Third-Party Provider Notice. If you use video analysis features of the Services, your video content is processed by third-party video intelligence providers. These providers operate under their own terms of service and privacy policies, which may permit them to use video content to train or improve their own models. This is a carve-out from our general first-party policy described above. By enabling video analysis features, you acknowledge that video content you upload may be processed under the terms of those third-party providers. If you have questions or require stricter data handling for video content, please contact legal@personaify.ai to discuss enterprise arrangements.

5. How We Share Personal Data

We share Personal Data only as described below and do not sell your Personal Data for monetary consideration.

A. Service Providers

We share data with vendors and service providers who assist us in operating the Services. These include providers of:

Cloud infrastructure and storage – for hosting, file storage, and data processing
AI and machine learning services – for document processing, analysis, and language model features
Authentication services – for identity verification and single sign-on
Payment processing – for subscription billing and invoicing
Email and communications – for transactional and marketing messages
Analytics – for understanding platform usage and performance

All service providers are contractually required to protect Personal Data and comply with applicable privacy laws.

Video Content Processing. If you use video analysis features of our Services, your video content may be transmitted to and processed by third-party video intelligence providers. Such providers may process your video content in accordance with their own terms of service and privacy policies, which may include use of content to improve their services. By using video analysis features, you acknowledge and consent to this processing. We encourage you to review the terms of our video processing providers before uploading sensitive video content.

B. Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, Personal Data may be transferred as part of that transaction. We will notify you of any such change via email or prominent notice on our Services.

C. Legal Requirements and Protection

We may disclose Personal Data to government authorities or third parties when required by law, legal process, or governmental request, or when we believe disclosure is necessary to (i) comply with applicable law or legal obligations; (ii) protect and defend our rights or property; (iii) prevent or investigate fraud, security threats, or violations of our policies; or (iv) protect the safety of our users, employees, or the public.

D. With Your Consent

We may share your Personal Data with third parties for other purposes not described above when you have consented.

E. Do Not Sell or Share

We do not sell Personal Data. If you are a California resident under the CCPA, you may exercise your right to opt out of the "sharing" of personal information for cross-context behavioral advertising by contacting us at legal@personaify.ai.

6. Your Privacy Choices and Rights

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

Access – Request access to your Personal Data and information about how it is processed.
Correction – Rectify inaccurate or incomplete Personal Data.
Deletion – Request deletion of your Personal Data from our systems.
Data Portability – Receive a copy of your Personal Data in a structured, machine-readable format.
Restriction – Request restriction of processing in certain circumstances.
Objection – Object to our processing where we rely on legitimate interests.
Withdraw Consent – Withdraw consent at any time where processing is consent-based.
Opt Out of Marketing – Unsubscribe from marketing communications via the link in any email or by emailing legal@personaify.ai.
Do Not Sell/Share (California) – Opt out of any sharing of personal information as defined under CCPA.

To exercise any of these rights, submit your request to: legal@personaify.ai

We will respond within the timeframe required by applicable law (e.g., 45 days under CCPA). We may need to verify your identity before processing requests. We will not discriminate against you for exercising privacy rights.

AI Output Accuracy Disclaimer. Our AI Services generate responses based on statistical patterns in training data. Outputs may be inaccurate, incomplete, or reflect biases present in training data. You should not rely solely on AI-generated outputs for legal, medical, financial, or other professional decisions. You retain the right to request human review of any decision made solely by automated processing that significantly affects you.

7. Cookies and Tracking

We use the following types of cookies:

Type	Purpose
Strictly Necessary	Authentication, security, session management
Functional	User preferences, language settings
Analytics	Usage analysis, product improvement
Marketing	Targeted advertising (with consent where required)

You can manage cookie preferences through your browser settings. For more information, see AllAboutCookies.org.

8. Data Retention and Deletion

We retain Personal Data for as long as necessary to fulfill the purposes described in this policy, maintain your account, comply with legal obligations, resolve disputes, and enforce our agreements.

Specific retention periods:

Account data: Retained for the duration of your account and for a reasonable period thereafter (up to 90 days) to allow recovery.
Document and file data: Subject to your organization's configured retention settings and applicable platform defaults. Documents may be automatically purged after configurable retention periods (minimum 7 days by platform default). Enterprise customers may configure longer retention windows subject to their service agreement.
Conversation and chat history: Retained while your account is active; deleted upon account deletion or upon request.
Audit logs: Retained for compliance purposes in accordance with applicable law.
Payment records: Retained as required by applicable tax and financial regulations.
Inactive accounts: Accounts inactive for 12 or more consecutive months may be treated as inactive and permanently deleted along with associated data.

When we delete data, we will remove it from active systems. Residual copies in backups will be deleted in accordance with our backup rotation schedule.

9. Security

We implement commercially reasonable technical, administrative, and organizational security measures to protect Personal Data, including:

Encryption of data in transit (TLS) and at rest.
Multi-tenant isolation enforced at the database layer to ensure strict separation of customer data.
Secure authentication supporting multi-factor authentication (MFA).
Role-based access control (RBAC) with least-privilege principles.
Encrypted credential management for third-party integrations.
Periodic security assessments and monitoring.

No transmission or storage system is 100% secure. If you believe your account or data has been compromised, contact us immediately at legal@personaify.ai. In the event of a data breach that triggers legal notification obligations, we will notify affected individuals and authorities as required by applicable law.

10. Children

Our Services are not directed to children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect Personal Data from children. If you believe a child has provided us with Personal Data, please contact us at legal@personaify.ai and we will take steps to delete it promptly. Users aged 13-17 must have parental or guardian consent to use our Services.

11. Links to Third-Party Sites

Our Services may contain links to third-party websites and integrated services. We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party sites you visit.

12. International Users

Our Services are operated and hosted in the United States. By using our Services, you understand and acknowledge that your Personal Data will be processed and stored in the United States. If you are accessing our Services from outside the United States, you consent to the transfer of your Personal Data to the United States and acknowledge that U.S. privacy laws may differ from the laws of your country.

13. U.S. State Privacy Rights

If you are a resident of California, Virginia, Colorado, Connecticut, Texas, or another U.S. state with applicable privacy laws, you may have additional rights including the right to:

Know what personal information is collected, used, shared, or sold.
Delete personal information held about you.
Correct inaccurate personal information.
Opt out of the sale or sharing of personal information.
Non-discrimination for exercising privacy rights.

California Residents (CCPA/CPRA). You may designate an authorized agent to submit requests on your behalf. We will not discriminate against you (in pricing, service level, or quality) for exercising your CCPA rights. We do not engage in the "sale" of personal information as defined under the CCPA. We may share personal information with advertising partners for cross-context behavioral advertising; you may opt out as described above.

To submit a state privacy request: legal@personaify.ai (Subject line: "State Privacy Request – [Your State]")

14. Changes to This Privacy Policy

We will update this Privacy Policy from time to time. When material changes are made, we will notify you by email or by prominent notice within the Services at least 30 days prior to the change taking effect. We will update the "Last Updated" date at the top of this policy. Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

15. Contact Us

For questions, concerns, or to exercise your privacy rights, please contact:

Personaify, LLC – Legal & Privacy Email: legal@personaify.ai Mailing Address: 8 The Green STE B, Dover, DE 19901