Privacy Policy

1. Introduction

Welcome to Aeethera, an artificial intelligence platform developed, owned, and operated by Elyvaris Limited ("Elyvaris", "we", "our", or "us").

Aeethera provides businesses, organizations, developers, and individuals with AI-powered assistants, knowledge bases, automation tools, APIs, widgets, document processing, workflow automation, and related artificial intelligence services.

This Privacy Policy explains how we collect, use, process, store, transfer, disclose, and safeguard personal information and business data when you access or use Aeethera, our website, applications, APIs, embedded widgets, knowledge bases, integrations, documentation, and all related services (collectively, the "Services").

We recognize the importance of protecting your privacy and are committed to handling your information responsibly, transparently, and in accordance with applicable privacy and data protection laws.

By creating an account, accessing our Services, uploading information, integrating your systems, embedding our AI widgets, or otherwise using Aeethera, 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, you should discontinue use of the Services.

2. Information We Collect

Depending on how you use Aeethera, the features you enable, and the Services you access, we may collect the following categories of information.

Account Information

  • Full name.
  • Email address.
  • Username.
  • Company or organization name.
  • Profile photo (if provided).
  • Country or region.
  • Account preferences and settings.
  • Authentication credentials.
  • Encrypted passwords.

Assistant Configuration Data

  • Assistant names.
  • System instructions.
  • Custom prompts.
  • Response settings.
  • Model preferences.
  • Temperature and AI configuration.
  • Widget appearance and branding.
  • Automation settings.
  • API configuration.

Knowledge Base Content

When you upload documents or connect data sources, Aeethera may collect and process:

  • PDF documents.
  • Word documents.
  • Text files.
  • Presentations.
  • Spreadsheets.
  • Images uploaded for OCR processing.
  • Website content.
  • Connected Google Sheets data.
  • Extracted text.
  • Metadata.
  • Embeddings.
  • Vector representations.
  • Search indexes.
  • Knowledge retrieval metadata.

Conversations

  • Messages you send to AI assistants.
  • Messages sent through embedded website widgets.
  • Responses generated by AI.
  • Conversation timestamps.
  • Session identifiers.
  • Conversation history.
  • Feedback you submit.

API Usage Information

  • API requests.
  • API responses.
  • Authentication tokens.
  • Rate-limit usage.
  • Error logs.
  • Usage statistics.
  • Credit consumption.

Billing Information

If you subscribe to paid Services, we may collect information necessary to process payments and manage subscriptions.

  • Subscription plan.
  • Credit purchases.
  • Transaction history.
  • Invoices.
  • Billing address.
  • Payment status.

Payment card information is generally processed directly by our third-party payment providers and is not stored on Aeethera servers except where required for transaction records.

Device & Technical Information

  • Browser type.
  • Browser version.
  • Operating system.
  • Device type.
  • Screen resolution.
  • IP address.
  • Language preferences.
  • Time zone.
  • Approximate geographic location.
  • Referral URLs.
  • Diagnostic logs.

Usage Information

  • Pages visited.
  • Features accessed.
  • Knowledge Base usage.
  • Assistant activity.
  • API activity.
  • Login history.
  • Session duration.
  • Credits consumed.
  • System performance metrics.
  • Error reports.

We collect only the information reasonably necessary to provide, maintain, improve, secure, and support the Services.

3. How We Use Your Information

We use personal information and business data for legitimate operational, contractual, security, and legal purposes, including the following:

  • Providing and maintaining Aeethera Services.
  • Creating and managing user accounts.
  • Authenticating users.
  • Generating AI-powered responses.
  • Processing uploaded documents.
  • Building searchable knowledge bases.
  • Generating embeddings and search indexes.
  • Supporting AI retrieval systems.
  • Delivering website widget conversations.
  • Operating APIs and integrations.
  • Processing subscriptions and billing.
  • Providing customer support.
  • Responding to technical issues.
  • Monitoring platform performance.
  • Detecting abuse, spam, fraud, or malicious activity.
  • Maintaining platform security.
  • Enforcing our Terms of Service.
  • Sending important account notifications.
  • Improving AI quality and system reliability.
  • Developing new features.
  • Conducting internal analytics.
  • Performing debugging and troubleshooting.
  • Meeting regulatory and legal obligations.
  • Protecting the rights, safety, and security of users, Elyvaris Limited, and third parties.

We will not sell your personal information to third parties. We do not use your confidential business documents to train publicly available AI models unless you have explicitly provided consent or instructed us to do so.

4. Google Workspace and Google User Data

Aeethera allows users to connect their Google Workspace accounts to use authorized Google services, including Google Drive and Google Sheets, as sources for their Aeethera AI Knowledge Base.

When a user chooses to connect Google Workspace, Aeethera may access Google account information and Google Workspace data that the user has specifically authorized through Google's OAuth authorization process.

Information We Access

Depending on the Google Workspace features selected by the user, Aeethera may access:

  • Google account information such as the user's Google account ID, name, email address, and profile picture.
  • Google Drive files and folders that the user has authorized Aeethera to access.
  • Google Sheets files and the spreadsheet information contained in authorized Sheets.
  • Information about connected Google Drive resources that is necessary to detect changes and keep the user's Knowledge Base up to date.

Aeethera does not intentionally access Google Workspace information that the user has not authorized through Google's permission system.

How We Use Google Data

Aeethera uses information received from Google APIs only to provide and improve the Google Workspace functionality requested by the user.

  • Importing authorized Google Drive documents into an Aeethera Knowledge Base.
  • Reading authorized Google Sheets data when a user connects a Sheet as a Knowledge Base source.
  • Processing authorized files and data so that the selected Aeethera AI assistant can retrieve relevant information when answering questions.
  • Detecting changes to connected Google Drive resources so that Aeethera can update the corresponding Knowledge Base content.
  • Maintaining the authorized connection and communicating securely with Google's APIs.
  • Maintaining the security, reliability, and functionality of the Google Workspace integration.

Google API Services User Data and Limited Use

Aeethera's use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy , including the Limited Use requirements.

Aeethera only uses Google user data to provide or improve the Google Workspace features that the user has requested and authorized.

Aeethera does not use Google user data for advertising, targeted advertising, or selling user information.

How Google Data Is Processed

When a user connects a Google Workspace resource to an Aeethera Knowledge Base, Aeethera may retrieve authorized content from Google and process it through its Knowledge Base processing system.

Depending on the connected resource, this processing may include:

  1. Retrieving information from the authorized Google resource.
  2. Extracting and processing the information into usable text or structured data.
  3. Dividing the information into smaller sections for Knowledge Base processing.
  4. Creating vector representations used for semantic search and retrieval.
  5. Storing processed Knowledge Base information associated with the user's Aeethera account or organization.
  6. Retrieving relevant Knowledge Base information when the user's selected AI assistant needs it to answer a question.

Sharing of Google User Data

Aeethera does not sell Google user data.

Aeethera does not share Google user data with third parties for advertising or targeted advertising.

Google-derived information may be processed by service providers that help Aeethera operate its infrastructure and provide its services. Where this occurs, access is limited to what is reasonably necessary to provide the requested service and is subject to appropriate confidentiality and security obligations.

Aeethera may also disclose information where required by applicable law, to protect the security of the service, or where disclosure has otherwise been authorized by the user.

Storage and Retention of Google Data

Authorized Google Workspace information may be stored within Aeethera while the user uses the connected Google Workspace features.

Processed information derived from connected Google resources may remain in the user's Knowledge Base until the user removes the resource, deletes the relevant Knowledge Base content, disconnects the Google Workspace integration, or requests deletion, subject to applicable legal and operational requirements.

OAuth access and refresh tokens are stored securely and are used only to maintain the authorized connection to Google's services.

Disconnecting Google Workspace

Users can disconnect their Google Workspace account from Aeethera at any time through their Aeethera account settings.

When a user disconnects Google Workspace, Aeethera stops using the stored Google OAuth credentials for future Google Workspace operations and removes the stored Google OAuth access and refresh tokens.

Previously imported Knowledge Base content derived from Google Workspace may remain in the user's Aeethera Knowledge Base until the user removes that content or requests its deletion.

Deleting Google-Derived Data

Users may request deletion of Google-derived information associated with their Aeethera account.

Users can also remove connected Google resources from their Aeethera Knowledge Base through the available Knowledge Base controls.

Requests concerning deletion of Google-derived information can be made using the contact information provided in this Privacy Policy.

Security of Google Data

Aeethera uses reasonable technical and organizational measures to protect Google-derived information against unauthorized access, disclosure, alteration, or destruction. Access to Google Workspace information is limited to systems and personnel that require such access to provide and maintain the requested functionality.

Google and Aeethera

Google Workspace is a third-party service. Aeethera is not affiliated with, sponsored by, or endorsed by Google. Google's own privacy policies and terms may also apply to a user's use of Google services.

5. Legal Basis for Processing

Where required by applicable law, including the Nigeria Data Protection Act (NDPA), the UK General Data Protection Regulation (UK GDPR), and the European Union General Data Protection Regulation (EU GDPR), we process personal information on one or more of the following lawful bases:

  • Consent — where you have voluntarily provided consent for specific processing activities.
  • Contractual Necessity — where processing is necessary to provide the Services requested by you or your organization.
  • Legal Obligation — where processing is required to comply with applicable laws or lawful governmental requests.
  • Legitimate Interests — where processing is reasonably necessary to operate, improve, secure, and protect Aeethera, provided that such interests do not override your fundamental rights and freedoms.
  • Protection of Vital Interests where necessary to protect the rights, safety, or security of individuals.

6. Data Breach Notification

Elyvaris Limited maintains security procedures designed to detect, investigate, contain, and respond to security incidents involving personal information.

In the event of a confirmed personal data breach that is reasonably likely to result in a risk to the rights and freedoms of individuals, we will investigate the incident without undue delay, implement appropriate remediation measures, and notify affected users and competent regulatory authorities where required by applicable law.

Notifications may be delivered through email, dashboard notifications, website announcements, or other reasonable communication methods, depending on the nature and severity of the incident.

While we implement commercially reasonable safeguards to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.

7. AI Processing

Aeethera uses artificial intelligence models to process prompts, uploaded documents, conversations, instructions, and other information submitted through the Services in order to generate responses, automate workflows, retrieve knowledge, summarize information, classify content, and perform other AI-powered tasks requested by users.

Depending on the AI model or provider selected by you or configured by Aeethera, certain prompts, uploaded documents, or conversation content may be securely transmitted to trusted third-party AI service providers solely for the purpose of generating responses or completing requested AI tasks.

We carefully select service providers that maintain appropriate security, privacy, and confidentiality standards. These providers are contractually obligated to process information only as necessary to provide AI services.

Unless you expressly opt into a feature that permits such use, Elyvaris Limited does not intentionally use your confidential business data, uploaded documents, or private conversations to train publicly available AI models.

Certain AI providers may temporarily retain prompts for abuse detection, service reliability, security monitoring, or compliance with their own legal obligations. Such processing is governed by the privacy policies of those providers.

AI-generated responses are created using statistical models and machine learning techniques. As a result, responses may occasionally be incomplete, inaccurate, outdated, or inappropriate for a particular use case.

Users remain solely responsible for reviewing, validating, and approving AI-generated content before relying upon it for business, legal, financial, medical, engineering, educational, or other important decisions.

8. Knowledge Base Processing

Aeethera allows users to create AI-powered knowledge bases by uploading documents or connecting external data sources. To enable intelligent retrieval, search, and question answering, uploaded information may undergo several automated processing steps.

Depending on the file type and configuration, Aeethera may perform one or more of the following operations:

  • Extract textual content from uploaded documents.
  • Perform Optical Character Recognition (OCR) on images or scanned files.
  • Detect document language.
  • Normalize document formatting.
  • Split content into searchable chunks.
  • Generate semantic embeddings.
  • Create vector representations.
  • Generate searchable indexes.
  • Store metadata required for retrieval.
  • Associate documents with one or more AI assistants.
  • Remove duplicate content where applicable.
  • Generate previews and extraction summaries.

These processes are designed solely to improve retrieval quality, search performance, and the relevance of AI-generated responses.

Knowledge Base processing is performed only for content that you upload, authorize, or otherwise make available through the Services.

You represent and warrant that you have all necessary rights, permissions, and legal authority to upload any documents, files, or information submitted to Aeethera.

Elyvaris Limited is not responsible for content uploaded by users, including copyrighted, confidential, regulated, or unlawful material uploaded without appropriate authorization.

9. Automated Processing and AI Decisions

Aeethera relies extensively on automated systems and artificial intelligence to deliver many of its features.

Automated processing may include:

  • Answer generation.
  • Knowledge retrieval.
  • Document summarization.
  • Content classification.
  • Workflow automation.
  • Search ranking.
  • Language translation.
  • Text generation.
  • Recommendation generation.
  • Intent recognition.
  • Conversation routing.
  • Spam detection.
  • Fraud detection.
  • Security monitoring.

These automated processes are intended to improve efficiency, productivity, and user experience.

However, AI-generated content should not be interpreted as legal advice, medical advice, financial advice, engineering advice, tax advice, investment advice, or any other professional opinion.

Users should independently verify important information and seek qualified professional advice where appropriate.

Elyvaris Limited makes no representation or warranty that AI-generated responses will always be complete, accurate, current, or suitable for every intended purpose.

10. Cookies, Sessions & Local Storage

Aeethera uses cookies, browser storage technologies, local storage, session storage, secure tokens, and similar technologies to improve functionality, maintain security, and provide a better user experience.

These technologies may be used to:

  • Keep users signed into their accounts.
  • Maintain website widget sessions.
  • Authenticate API requests.
  • Remember user preferences.
  • Store interface settings.
  • Prevent fraud and abuse.
  • Improve website performance.
  • Analyze platform usage.
  • Detect unusual activity.
  • Improve system reliability.

Most web browsers allow users to control or disable cookies. However, disabling certain cookies may affect the functionality or availability of portions of the Services.

Embedded AI widgets may also create anonymous session identifiers necessary to maintain conversations between website visitors and AI assistants.

11. Data Security

Elyvaris Limited implements commercially reasonable administrative, technical, organizational, and physical safeguards designed to protect personal information and business data from unauthorized access, disclosure, alteration, destruction, or misuse.

Our security measures may include:

  • Encrypted password storage.
  • Secure authentication mechanisms.
  • Encrypted HTTPS communications.
  • Access controls.
  • Role-based permissions.
  • Infrastructure monitoring.
  • Security logging.
  • Rate limiting.
  • Backup procedures.
  • Incident response processes.
  • Regular software updates.
  • Reasonable vulnerability management practices.

Access to customer information is limited to authorized personnel and service providers who require such access to perform their duties.

While we continually work to improve security, no method of electronic transmission over the Internet or electronic storage can be guaranteed to be completely secure.

Accordingly, Elyvaris Limited cannot guarantee absolute security and disclaims liability for unauthorized access, loss, alteration, or disclosure caused by circumstances beyond our reasonable control, except where otherwise required by applicable law.

12. Third-Party Services

Aeethera may integrate with carefully selected third-party service providers to operate and improve our Services.

Depending on the features you use, these providers may assist with:

  • Cloud hosting and infrastructure.
  • Artificial Intelligence model providers.
  • Payment processing.
  • Email delivery.
  • Analytics and monitoring.
  • Authentication services.
  • File storage.
  • Content delivery networks (CDNs).
  • Customer support tools.

These providers process information only as necessary to perform services on our behalf and are contractually or legally required to protect such information where applicable.

13. Data Retention

We retain personal information only for as long as reasonably necessary to provide the Services, fulfill contractual obligations, resolve disputes, maintain security, comply with legal obligations, enforce our agreements, and support legitimate business operations.

Retention periods may vary depending on the nature of the data, legal requirements, customer preferences, subscription status, and operational needs.

When information is no longer required, we will delete, anonymize, or securely dispose of it using commercially reasonable methods, except where retention is required by law.

14. Your Rights

Depending on your jurisdiction and applicable law, you may have certain rights regarding your personal information. These rights may include:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of your account and personal information, subject to legal or contractual obligations.
  • Request deletion of uploaded documents, knowledge bases, AI assistants, conversations, or other stored content.
  • Object to or restrict certain types of data processing where permitted by law.
  • Withdraw consent where processing is based on consent.
  • Request a copy of your personal information in a portable format, where technically feasible.
  • Request information regarding the categories of personal data collected and how it has been used.

Requests may be submitted through your account dashboard or by contacting our support team.

15. Compliance with Privacy Laws

Elyvaris Limited is committed to complying with applicable privacy and data protection laws in jurisdictions where Aeethera operates.

Depending on your location, this may include compliance with:

  • Nigeria Data Protection Act (NDPA)
  • General Data Protection Regulation (GDPR)
  • United Kingdom GDPR
  • California Consumer Privacy Act (CCPA), where applicable
  • Other applicable regional privacy regulations

Where local laws provide additional privacy rights, those rights shall apply to the extent required by applicable law.

16. Children's Privacy

Aeethera is designed primarily for businesses, organizations, professionals, and individuals who are legally capable of entering into binding agreements.

We do not knowingly collect personal information from children below the minimum age permitted under applicable law without appropriate parental or guardian consent.

If we become aware that personal information belonging to a child has been collected without appropriate authorization, we will take reasonable steps to remove such information.

17. International Data Transfers

Aeethera operates globally and may process information using data centers, infrastructure providers, cloud services, or AI providers located in different countries.

Personal information may therefore be transferred outside your country of residence where necessary to provide the Services.

Where applicable, Elyvaris Limited implements reasonable contractual, organizational, and technical safeguards intended to protect personal information during cross-border transfers, including safeguards recognized under applicable privacy legislation.

By using Aeethera, you acknowledge that international transfers may be necessary to provide AI-powered functionality.

18. Data Deletion

Users may delete assistants, conversations, knowledge bases, uploaded documents, widgets, API credentials, and other resources directly from the Aeethera dashboard where such functionality exists.

Deleted information may remain in encrypted backups for a limited period where necessary for disaster recovery, legal compliance, fraud prevention, security investigations, or legitimate business purposes before being permanently removed.

19. Changes to this Privacy Policy

We may modify this Privacy Policy periodically to reflect changes in our Services, legal requirements, technology, or business practices.

When material changes are made, we may notify users through the dashboard, email, website announcements, or other reasonable communication channels.

Continued use of Aeethera after such updates constitutes acceptance of the revised Privacy Policy.

20. Contact Us

Questions, concerns, or requests regarding this Privacy Policy or our privacy practices may be directed to:

Elyvaris Limited
Aeethera Privacy Team
Email: support@aeethera.com
Website: https://aeethera.com

21. Disclaimer

While Elyvaris Limited implements commercially reasonable, industry-standard administrative, technical, and organizational safeguards designed to protect customer information, no method of electronic transmission, cloud infrastructure, internet communication, artificial intelligence processing, or electronic storage can be guaranteed to be completely secure.

Accordingly, except where prohibited by applicable law, Elyvaris Limited disclaims any warranty of absolute security and shall not be liable for unauthorized access, cyberattacks, service interruptions, data corruption, third-party failures, force majeure events, governmental actions, internet outages, or other events beyond our reasonable control.

Nothing in this Privacy Policy shall limit any rights that cannot legally be excluded under applicable law.