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Privacy Policy

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Updated January  2025

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Privacy Policy

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1. Introduction

Welcome to Kolabrya AI (“Kolabrya,” “we,” “our,” or “us”). Our AI-powered web application, kolabrya.ai, enhances legal investigation productivity by analyzing large volumes of documents and transcripts, generating summaries, and assisting with fact-finding.

This Privacy Policy explains how we collect, use, store, and protect your data when you use our services. By using Kolabrya, you agree to the terms outlined below. If you do not agree, please discontinue use of our services.

2. Data Collection & Use

We collect and process the following data to provide and improve our services:

  • User-Provided Information:

    • Transcripts, meeting recordings, files, and documents uploaded for AI processing.

    • Prompts and instructions entered into our platform.

    • Calendar data (meeting titles, links, dates, times) for scheduling Kolabrya’s AI assistant.

    • Personal information, including name, email, and login credentials.

    • Payment details, where applicable.

  • Automatically Collected Information:

    • IP addresses, device and browser details, and session activity for security and performance monitoring.

    • Aggregated analytics, such as page response times, interaction patterns, and error reports for troubleshooting and service optimization.

We do not use your data to train AI models and do not share personal data with third parties for marketing purposes.

3. AI Processing & Data Handling

Kolabrya uses Large Language Models (LLMs) to analyze transcriptions and documents. These models process your data only for the purpose of providing AI-driven insights.

  • Data Security & Storage:

    • All data is securely stored in encrypted databases within Microsoft Azure data centers.

    • We employ zero-decryption policies, meaning your data remains encrypted during storage and transmission.

    • Users can delete uploaded files and generated reports at any time.

  • Third-Party AI Platforms:

    • Your content may be processed through AI models hosted within our secure Azure infrastructure.

    • We do not share user data with AI providers for model training.

  • Integration with Conferencing Tools:

    • Kolabrya integrates with Google Meet, Zoom, and Microsoft Teams to provide transcription services.

    • For Google Services: We comply with the Google API Services User Data Policy, including Limited Userequirements. Kolabrya only accesses meeting data to provide transcription services.

4. User Rights & Control Over Data

As a Kolabrya user, you have rights regarding your personal data, including:

  • Right to Access: You may request access to the personal data we hold about you.

  • Right to Rectification: You can request corrections if your data is inaccurate.

  • Right to Erasure (“Right to be Forgotten”): You may request deletion of your personal data under certain conditions.

  • Right to Restrict Processing: You can ask us to limit how we process your data.

  • Right to Data Portability: Where applicable, you can request a copy of your data in a structured format.

  • Right to Object: You may object to data processing, particularly for direct marketing purposes.

How to Exercise Your Rights:
To access, update, or delete your personal data, contact us at info@kolabrya.com. We will respond within the timeframes required by applicable laws.

5. Data Retention & Deletion Policy

  • Files & Transcripts: Stored securely until the user deletes them.

  • Account Data: Retained as long as necessary to provide services, comply with legal obligations, or resolve disputes.

  • Automatic Data Deletion: Users can delete their data directly through the platform or request deletion via email.

6. Security Measures & Compliance

We take data security seriously and implement industry-standard protections, including:

  • Encryption: All data is encrypted in transit and at rest.

  • Access Controls: Only authorized personnel have access to critical systems.

  • Regular Security Audits: Our systems undergo routine security reviews and monitoring.

  • Third-Party Security Tools: We use external monitoring services to detect and prevent unauthorized access.

7. Communications & Notifications

We may contact you for:

  • Service-related notifications (e.g., security alerts, feature updates).

  • Account-related communications (e.g., billing, troubleshooting).

  • Surveys or feedback requests (optional participation).

You can opt out of non-essential communications by emailing info@kolabrya.com.

8. Third-Party Services & Payment Processing

  • Kolabrya’s website is hosted on Wix.com, while our AI platform is hosted on Microsoft Azure.

  • Payments are processed through PCI-DSS compliant gateways to ensure secure transactions.

9. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. If significant changes occur, we will notify users through our platform or email. Continued use of our services after updates constitutes acceptance of the revised policy.

Last updated: [Insert Date]

10. Contact Information

If you have questions about this Privacy Policy, contact us at:
📧 Email: info@kolabrya.com

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