AkilIQ Privacy Policy

Effective date: June 1, 2026
Last updated: [LAST UPDATED DATE]

This Privacy Policy explains how AkilIQ Inc., trading as AkilIQ (“AkilIQ”, “we”, “us”, or “our”), collects, uses, shares, stores, and protects personal data in connection with the AkilIQ website, products, services, communications, and related activities.

Legal entity: AkilIQ Inc.
Registered address: 00100, Nairobi, Kenya
Company registration number: [COMPANY NUMBER]
Privacy contact: [email protected]
Data Protection Officer, if applicable: [DPO NAME / DPO EMAIL]

This Policy is intended to provide transparent information to users in multiple markets, including users protected by the EU General Data Protection Regulation (“GDPR”), UK GDPR, and other applicable privacy laws.

Draft notice: This document contains placeholders and must be reviewed and completed before publication. Legal requirements vary by jurisdiction.

1. Scope

This Policy applies to personal data AkilIQ processes for its own purposes when you:

• visit akiliq.net;
• contact us;
• request a demonstration or information;
• create or administer an AkilIQ account;
• purchase or evaluate our services;
• communicate with our support or sales teams;
• subscribe to communications;
• interact with AkilIQ services where AkilIQ determines the purposes and means of processing.

When an organization uses AkilIQ to process personal data contained in its own datasets, documents, databases, integrations, or other Customer Data, AkilIQ will generally process that information on the organization’s behalf. In those circumstances, the organization is ordinarily the controller and AkilIQ is ordinarily its processor or subprocessor. That processing is governed by our applicable agreement and Data Processing Agreement (“DPA”).

2. Personal Data We May Collect

Depending on how you interact with AkilIQ, we may collect:

Account and identity information

• name;
• business email address;
• organization;
• job title or role;
• account identifiers;
• authentication and account-security information.

Commercial information

• subscription plan;
• billing contact details;
• transaction and invoice information;
• purchasing history;
• organization and workspace information.

Payment-card information may be processed directly by an authorized payment provider rather than stored by AkilIQ.

Communications

• contact-form submissions;
• support requests;
• emails and correspondence;
• feedback;
• sales enquiries;
• meeting information.

Technical and usage information

• IP address;
• browser and device information;
• operating system;
• timestamps;
• authentication events;
• pages or features used;
• logs;
• error and diagnostic information;
• security events.

Cookie and similar technology information

Where used and permitted, we may collect information through cookies and similar technologies as described in our Cookie Policy.

Customer Data

Customers may submit data, documents, prompts, files, records, API payloads, or connect databases and external services to AkilIQ.

Where we process Customer Data solely on behalf of a Customer, our DPA and the Customer’s instructions govern that processing.

3. How We Use Personal Data

We may process personal data to:

• provide and operate AkilIQ;
• create and secure accounts;
• authenticate users;
• administer subscriptions and billing;
• respond to enquiries and support requests;
• maintain, troubleshoot, and improve our services;
• monitor availability, reliability, and security;
• prevent fraud, misuse, and unauthorized access;
• communicate service and account information;
• comply with legal obligations;
• establish, exercise, or defend legal claims;
• understand website and product usage where permitted;
• send marketing communications where we have an appropriate lawful basis.

We will not use personal data for materially incompatible purposes without an appropriate legal basis and, where required, additional notice or consent.

4. Legal Bases for Processing

Where the GDPR or UK GDPR applies, we rely on one or more lawful bases depending on the activity:

Contract

Processing necessary to enter into or perform a contract with you.

Legitimate interests

Processing necessary for legitimate business interests, such as operating and securing AkilIQ, preventing fraud, improving our services, and communicating with business customers, where those interests are not overridden by your rights.

Consent

Where required, we may rely on consent, for example for certain cookies or marketing activities. You may withdraw consent at any time without affecting processing that occurred before withdrawal.

Legal obligation

Processing necessary to comply with applicable law.

Legal claims

Where applicable, processing necessary to establish, exercise, or defend legal claims.

5. Customer Data and Processor Activities

Customers retain their rights in Customer Data.

When AkilIQ processes personal data contained in Customer Data on behalf of a Customer, AkilIQ processes that data according to:

• the Customer’s documented instructions;
• the applicable services agreement;
• our DPA;
• applicable data-protection law.

If you believe your personal data is contained in Customer Data controlled by an AkilIQ customer, you should normally direct your privacy request to that customer. We will assist our customers with applicable data-subject obligations as required by our DPA and law.

6. Artificial Intelligence

AkilIQ may provide AI-assisted functionality such as document extraction, classification, schema inference, summarization, enrichment, matching, transformation assistance, and anomaly explanation.

AI-generated results may contain inaccuracies and should be reviewed where appropriate.

Private Customer Data is not used to train shared or general-purpose AkilIQ AI models by default.

If AkilIQ introduces an optional program that uses Customer Data for model training or improvement beyond what is necessary to provide the service, participation will require an appropriate legal basis and, where promised or legally required, explicit customer choice.

Third-party AI providers may process data where required to provide enabled AI functionality. Such providers will be handled in accordance with applicable contractual and data-protection requirements and identified as subprocessors where required.

7. Sharing Personal Data

We may disclose personal data to:

• infrastructure and hosting providers;
• security providers;
• communications providers;
• payment and billing providers;
• analytics providers, where enabled;
• AI service providers, where required for enabled functionality;
• professional advisers;
• regulators, courts, or authorities where legally required;
• a successor in connection with a merger, acquisition, financing, reorganization, or sale of relevant business assets.

We do not sell personal data to advertisers.

A current list of relevant subprocessors should be maintained at [SUBPROCESSOR PAGE URL].

8. International Data Transfers

AkilIQ and its service providers may process personal data in countries different from your own.

Where European personal data is transferred to a country that does not benefit from an applicable adequacy decision, we will use an appropriate transfer mechanism where required, which may include:

• European Commission Standard Contractual Clauses;
• the UK International Data Transfer Agreement or UK Addendum;
• another legally recognized transfer mechanism.

Additional safeguards may be used where appropriate.

9. Data Residency

Available data-residency options depend on the service and deployment model.

AkilIQ may offer options including:

• managed cloud;
• selected regional hosting;
• dedicated infrastructure;
• customer-controlled databases;
• customer-controlled data environments;
• on-premise deployments.

Specific residency commitments must be stated in the applicable order form, DPA, or enterprise agreement.

10. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, security, and contractual requirements.

Indicative retention periods should be completed before publication:

Data may be retained longer where required by law or necessary for legal claims.

11. Security

AkilIQ uses technical and organizational measures designed to protect personal data.

Depending on the relevant service and deployment, these may include:

• encryption in transit;
• encryption at rest where applicable;
• access controls;
• authentication and authorization;
• tenant isolation;
• audit and security logging;
• backups;
• vulnerability management;
• secret and credential protection;
• incident-response procedures.

No system can guarantee absolute security.

12. Your Privacy Rights

Depending on applicable law and your location, you may have rights including:

• access to personal data;
• correction;
• deletion;
• restriction of processing;
• objection to certain processing;
• data portability;
• withdrawal of consent;
• rights concerning certain automated decision-making;
• the right to lodge a complaint with a competent supervisory authority.

To exercise a right relating to data for which AkilIQ is controller, contact [email protected].

We may need to verify your identity before fulfilling a request.

Where AkilIQ acts as processor for a Customer, we may direct your request to the relevant Customer.

13. Marketing Communications

Where permitted, we may send information about AkilIQ products, services, and events.

You may unsubscribe using the mechanism in the communication or by contacting [email protected].

Service, security, legal, and account communications are not marketing and may still be sent where necessary.

14. Cookies

akiliq.net may use cookies and similar technologies.

Non-essential cookies will be used only in accordance with applicable consent requirements.

See our Cookie Policy at [COOKIE POLICY URL].

15. Children’s Privacy

AkilIQ is primarily intended for organizations and professional users and is not directed to children.

We do not knowingly seek to collect personal data from children through our business services.

If you believe a child has provided personal data to us improperly, contact [email protected].

16. Automated Decision-Making

AkilIQ AI and AkilIQ Procure may provide recommendations, matching information, classifications, summaries, or other decision-support information.

Unless expressly stated otherwise, AkilIQ does not intend these features to make legally significant decisions about individuals without appropriate human involvement.

Customers are responsible for determining whether their use of AkilIQ involves automated decision-making regulated by applicable law.

17. Changes to this Policy

We may update this Policy as our services, processing activities, or legal obligations change.

The current version will display its effective date and last-updated date.

Where required, we will provide additional notice of material changes.

18. Contact

For privacy enquiries:

AkilIQ Inc.
00100, Nairobi, Kenya
Email: [email protected]
DPO, if applicable: [DPO CONTACT]

EU representative, if required: [EU REPRESENTATIVE]
UK representative, if required: [UK REPRESENTATIVE]

You may also have the right to complain to your local data-protection supervisory authority.