We care about your privacy

1. INTRODUCTION AND SCOPE

Welcome to Inktrail. This Privacy Policy explains how Inktrail OÜ ("Inktrail," "we," "us," or "our"), an Estonian entity, collects, uses, and safeguards your information.

We provide an AI-assisted workspace designed for professional document creation and collaboration. Because AI technology and our product are rapidly evolving, we may improve, change, or remove specific features and functionalities at any time. This policy applies to all users globally and is designed to ensure your data is handled in accordance with the General Data Protection Regulation (GDPR) and other applicable laws.

2. INFORMATION WE COLLECT

We collect only the information necessary to provide and secure our Services:

• Account Information: We collect your name, email address, and authentication credentials (e.g., Google OAuth) to manage your access.
• User Content: This includes the "Input" you provide (such as text, data, or files) and the "Output" generated by AI in response.
• Technical and Usage Data: We collect aggregated data, including interaction logs, feature usage counts, IP addresses, and browser types to maintain security and monitor system performance.
• Billing Data: For paid subscriptions, billing is handled by third-party payment providers. We store your subscription status and plan type but do not store full payment card details on our servers.

3. HOW WE USE YOUR INFORMATION

We process your data based on Contractual Necessity and our Legitimate Interest in providing a secure, high-performing AI service:

• Service Delivery: To facilitate document generation, persistence, and collaboration.
• AI Operations: To process your prompts and deliver responses from integrated AI models.
• Plan Enforcement: To track usage (such as AI request counts) to ensure compliance with your subscription tier.
• Security: To detect fraud, prevent system abuse (such as scraping), and monitor reliability.

Why this is more protective:

• Feature Agnostic: I have removed the specific list of documents (PRDs, memos, etc.) found in the original draft. This prevents the policy from becoming outdated as you add or remove templates.
• Dynamic Product Language: It explicitly states that features may be "removed at any time," addressing your concern about product growth and change.
• Broad Collection: It covers "User Content" generally rather than itemizing file types like CSVs, giving you broader coverage for any new data types you might support in the future.

4. AI PROCESSING AND DATA TRAINING

4.1 Third-Party Model Integration

To provide our Services, we utilize powerful artificial intelligence models provided by third-party entities, such as OpenAI, Meta, and Anthropic. When you provide Input, it is transmitted to these providers via secure APIs to generate the corresponding Output. These providers are selected based on their commitment to enterprise-grade security and data protection standards.

4.2 Non-Training Policy

We respect the confidentiality of your professional work. Inktrail does not use your User-Generated Content (Input or Output) to train, retrain, or improve our proprietary algorithms or the models provided by our third-party partners. Your data is processed in real-time solely to fulfill your specific service requests.

4.3 No Mandatory Human-in-the-Loop.

While we may utilize human review for quality assurance, troubleshooting, or safety monitoring, we do not guarantee that all AI-generated Output is reviewed by a human before being presented to you. You acknowledge that the Services are automated in nature and that the responsibility for final review lies with you.

4.4 Voluntary Opt-In for Research

We may, in the future, offer features that allow you to voluntarily share certain data to help us improve Inktrail's performance. No such data usage for training will occur without your explicit, documented consent.

5. AI PROCESSING AND ETHICAL SAFEGUARDS

Inktrail is built with specific privacy-first AI principles.

5.1 User-Directed AI Assistance

Inktrail provides AI-generated content as part of its automated Services. Users retain full control over how AI-generated Output is reviewed, modified, accepted, or used within their projects. Inktrail does not make final decisions on behalf of users, and responsibility for reviewing and using AI-generated content remains with the user.

5.2 No Automated Decision-Making

Inktrail does not engage in automated decision-making or profiling that produces legal or similarly significant effects on users. All final decisions regarding the content and use of documents remain with the human user.

5.3 AI Training Policy

We do not use your User-Generated Content to train our AI models. Your data is processed in real-time to fulfill your requests. We may introduce a voluntary opt-in mechanism in the future if we decide to allow users to contribute data toward model improvement, but this will never be done without your express consent.

5.4 Third-Party AI Providers

To provide AI features, your inputs and limited project context are sent to external AI model providers. These providers are contractually obligated to process data only for the purpose of providing the requested output and are prohibited from using your data for their own purposes.

6. COOKIES AND TRACKING TECHNOLOGIES

We use cookies to:

• Authenticate users and maintain secure sessions.
• Enable core application functionality.
• Measure product usage and performance via analytics.
• Improve user experience by remembering preferences.

You can manage cookie preferences through your browser settings. However, disabling essential cookies may prevent the Service from functioning correctly.

7. DATA SHARING AND DISCLOSURE

7.1 Collaborative Sharing

The Services are designed to allow you to share Content with others. When you invite collaborators to a Project Container, they may access the Input, Output, and project history within that specific container. You are responsible for the permission levels you grant and for the actions of those you invite.

7.2 Public Content

If you choose to generate a public, read-only link, that specific Content becomes accessible to anyone with the link. We are not responsible for how third parties use Content that you have voluntarily made public.

7.3 Service Providers

We share your information with trusted third-party service providers who assist us in operating our platform, including cloud hosting, payment processing, and AI model generation. These providers are contractually bound to protect your data and are prohibited from using it for their own purposes.

7.4 Legal Requirements

We may disclose your information if required to do so by Estonian or EU law, or in response to valid requests by public authorities.

8. INTERNATIONAL DATA TRANSFERS

8.1 Global Processing

As an Estonian company, we process data within the European Union (EU). However, to provide our Services, your data may be transferred to and processed in other countries, including the United States, where our third-party AI providers are located.

8.2 Safeguards

For transfers of personal data outside the European Economic Area (EEA), we utilize Standard Contractual Clauses (SCCs) or other legally approved mechanisms to ensure your data receives a level of protection equivalent to that in the EU.

9. DATA SECURITY AND RETENTION

9.1 Security Measures

We implement industry-standard technical and organizational measures—such as encryption in transit and at rest—to protect your information. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

9.2 Retention

We retain your personal data and Content for as long as your account is active or as needed to provide you with the Services. Upon account deletion, we initiate a process to remove your data from our active systems, subject to standard backup cycles and legal requirements for financial records.

10. YOUR RIGHTS

Depending on your location, you have specific rights regarding your personal data. As an Estonian-based service, we facilitate the following rights in accordance with the GDPR:

• Access and Portability: You have the right to request a copy of the personal data we hold about you in a structured, machine-readable format.
• Correction: You may request that we rectify any inaccurate or incomplete personal information.
• Deletion ("Right to be Forgotten"): You may request the deletion of your personal data and User Content. This is also facilitated by our self-service account deletion tools.
• Restriction and Objection: You have the right to object to or restrict the processing of your data under certain circumstances, such as for direct marketing.
• Withdrawal of Consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.

To exercise these rights, please contact us through your account dashboard or our official support email.

11. CHILDREN'S PRIVACY

Our Services are intended for a professional audience and are not directed at children. We do not knowingly collect personal data from individuals under the age of 13, or the equivalent minimum age in your jurisdiction. If you are under 18, you must have your parent or legal guardian's permission to use the Services. If we become aware that a minor has provided us with personal data without proper consent, we will take steps to delete that information and terminate the account.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our technology, feature set, or legal requirements.

• Notification: We will notify you of any material changes by posting the updated policy on our platform and updating the "Effective Date".
• Acceptance: Your continued use of Inktrail after the effective date of a new policy constitutes your acceptance of the changes. If you do not agree with the updated terms, you must discontinue use and delete your account.

13. CONTACT US

If you have any questions or concerns regarding this Privacy Policy or our data handling practices, please contact:

Inktrail OÜ Tallinn, Estonia
Email: admin@inktrail.ai