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Privacy Policy

Updated: 02 June 2026

AI Project Partners Inc. ("Company," "we," "us," or "our") is committed to protecting the privacy and security of our clients, website visitors, and users of our software products. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you visit our website, use our products, or engage with our services, including integrations with third-party platforms such as Google, Zoom, and OpenAI.

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please discontinue use of our Services.

1. Information We Collect

1.1 Information You Provide Directly

  • Contact Information: Name, email address, phone number, company name, and job title, collected when you complete forms, request product demonstrations, or contact us directly.
  • Account Credentials: Login credentials and user profile details established when creating an account or accessing our products.
  • Business Data: Information you input during normal use of our software, including project data, contact records, call logs, analytics data, and other business records.
  • Payment Information: Billing details processed securely through our third-party payment providers. We do not store full payment card numbers on our servers.
  • Communications: Records of correspondence with our support, sales, or account management teams.

1.2 Information Collected Automatically

  • Usage Data: Pages visited, features accessed, session duration, and interaction patterns within our products and website.
  • Device & Technical Information: Browser type, operating system, device identifiers, and screen resolution.
  • Log Data: IP addresses, access timestamps, referring URLs, and server logs.
  • Cookies & Tracking Technologies: We use cookies, web beacons, and similar tools to enhance functionality and gather analytics. See Section 6 for details.

1.3 Information from Third-Party Integrations

APMA integrates with Google (Google Calendar and Google Meet), Zoom, and OpenAI. The Google and Zoom integrations are entirely optional; no data is accessed until you explicitly connect your account and grant permission. OpenAI powers the AI features across the platform and processes project content such as SOW documents, project data, and meeting transcripts when you use those features.

For more details on our integration data practices, including your controls and deletion rights, see Section 11.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Providing, operating, and maintaining our products and services
  • Processing transactions and delivering associated billing communications
  • Responding to inquiries, support requests, and product demonstration requests
  • Sending product updates, security alerts, and administrative notices
  • Improving our products, services, and user experience through analytics and feedback
  • Detecting, preventing, and remediating technical issues and security threats
  • Complying with applicable legal obligations and enforcing our Terms of Service
  • Sending marketing communications where you have provided consent or where otherwise permitted by law

3. Data Ownership

Your data belongs to you. All business data you input into our software products remains your property at all times. We do not sell, license, or share your business data with third parties for their independent commercial purposes. We access your data solely as necessary to provide the Services, troubleshoot issues, or as explicitly directed by you.

4. How We Share Your Information

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

  • Service Providers: Trusted third-party vendors engaged to support our operations, including cloud hosting, payment processing, email delivery, and analytics. These providers are contractually obligated to protect your data and may only process it on our behalf.
  • Third-Party Integrations: When you authorize connections to external services such as Google or Zoom, data is shared only to the extent necessary to operate those integrations. Section 11 provides a complete disclosure of exactly what data is transmitted to each service and under what circumstances.
  • Legal Requirements: When required by applicable law, regulation, legal process, court order, or governmental authority.
  • Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your data may be transferred to a successor entity. We will provide advance notice of any such transfer and any choices available to you.
  • With Your Consent: When you have provided explicit, informed authorization to share your information for a specified purpose.

5. Data Security

We implement industry-standard technical and organizational measures to protect your data against unauthorized access, disclosure, alteration, or destruction. These measures include:

  • Encryption in transit using TLS/SSL protocols
  • Encryption at rest for stored data
  • Role-based access controls and least-privilege principles
  • Regular security assessments and vulnerability management
  • Secure software development lifecycle (SDLC) practices

Security is an ongoing commitment. While no method of electronic transmission or storage can be made completely impervious to risk, we continuously monitor, assess, and improve our controls to stay ahead of emerging threats. We ask that you use strong, unique credentials on your end, and report any suspected security incidents to us promptly so we can respond immediately.

6. Cookies & Tracking Technologies

We use cookies and similar technologies for purposes including authentication, preference management, performance monitoring, and analytics. You may control cookie settings through your browser preferences. Please note that disabling certain cookies may impair the functionality of our products and services.

Third-party services integrated into our platform (including Google and Zoom) may set and access cookies on your device as part of their own functionality. We limit which third-party services are embedded in our platform and only include those necessary to deliver the features described in this policy. For details on how those services use cookies, refer to their privacy policies linked in Section 11.

7. Data Retention

We retain your personal information for as long as your account remains active, as required to provide the Services, or as otherwise mandated by applicable law. Business data stored within our products is retained for the duration of your active Hosting Services agreement.

Upon termination of Hosting Services, your data will be retained for a period of ninety (90) days to facilitate data export and transition. After this period, your data will be securely and permanently deleted, unless retention is required to satisfy legal, regulatory, or contractual obligations.

8. Your Privacy Rights

Depending on your jurisdiction and applicable data protection laws, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate or incomplete personal data
  • Request deletion of your personal data, subject to applicable legal retention requirements
  • Object to or request restriction of certain processing activities
  • Request portability of your data in a structured, machine-readable format
  • Withdraw consent for marketing communications at any time, without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us using the information provided in Section 13. We will respond to your request within the timeframe required by applicable law.

9. Children's Privacy

Our Services are not directed to individuals under the age of eighteen (18). We do not knowingly collect, process, or retain personal information from children. If we become aware that we have inadvertently collected data from a minor, we will take prompt steps to delete such information from our systems. If you believe we may have collected data from a child, please contact us immediately.

10. International Data Transfers

Your personal information may be transferred to, stored in, or processed in jurisdictions other than your country of residence, including jurisdictions that may not provide the same level of data protection as your home country. Where such transfers occur, we implement appropriate safeguards, such as Standard Contractual Clauses or equivalent mechanisms, to ensure your data is protected in accordance with applicable data protection laws.

11. Third-Party Integration Data Disclosure

This section provides a detailed account of how APMA accesses, uses, stores, and shares data through its third-party integrations: Google, Zoom, and OpenAI. This Privacy Policy governs how we handle that data on our end. Each third-party platform also operates under its own privacy policy, which independently governs how they collect and process your information within their own systems.

What We Store

Google

We store your Google account identifier, encrypted authorization credentials, and data retrieved or created through the integration during normal use of connected features. This includes calendar and meeting data, transcripts, attendance records, and synchronization configuration. We do not access or store personal calendar data unrelated to APMA.

Zoom

We store your Zoom account identifier, encrypted authorization credentials, and data retrieved or created through the integration during normal use of connected features. This includes meeting data, transcripts, attendance records, and recording metadata. Recording files themselves remain on Zoom's servers and are not stored by APMA.

OpenAI

When you use AI-powered features, relevant content from your workspace is transmitted to OpenAI for processing. This may include document content, structured project data, and text records, depending on the feature used. OpenAI processes this content solely to generate the requested output and does not retain it for model training. All AI-generated outputs are stored within your APMA workspace as part of your records.

Integration Data Sharing

We do not sell, rent, trade, or otherwise share your data with any third party. Data processed through these integrations is used solely to provide the service. The only external services your data is transmitted to are:

  • Google APIs: to manage calendar events and retrieve Meet data, when you use the Google integration
  • Zoom APIs: to manage meetings and retrieve recordings/transcripts, when you use the Zoom integration
  • OpenAI: content from your workspace is transmitted to OpenAI when you use AI-powered features, solely to generate the requested output

Integration Controls & Data Deletion

Both integrations are optional. You can disconnect either integration at any time from the Settings > Integrations page in APMA. When you disconnect, your authorization credentials are immediately deactivated and APMA will no longer be able to access your account. You can also revoke access directly from your Google account settings or the Zoom App Marketplace.

If you would like your stored integration data to be permanently deleted, please contact us (see Section 13). Upon request, we will remove all stored credentials, meeting data, transcripts, and AI-generated insights associated with your account.

Integration Data Retention

  • While connected: Your integration data is retained as long as your account is connected and your APMA account is active.
  • After disconnecting: Authorization credentials are deactivated immediately. Meeting data, transcripts, and AI insights that were previously retrieved remain in your workspace as part of your project records until you request deletion.
  • Account deletion: If you delete your APMA account, all associated integration data is removed.

For full details on how each platform handles your data within their own systems, the complete privacy policies for these services are available at:

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or product offerings. Material changes will be communicated by posting the updated policy on our website with a revised "Last Updated" date. For significant changes affecting your rights or how we process your data, we will provide additional notice (such as via email or in-product notification) where required.

We encourage you to review this policy periodically. Your continued use of our Services following the effective date of any update constitutes your acceptance of the revised policy.

13. Contact Us

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

We are committed to resolving any concerns regarding our handling of your personal information.