Platform Privacy Policy
At UtopikAI, we are committed to maintaining the confidentiality and security of your personal information. Your privacy is a top priority.
This Privacy Policy explains:
- Who we are
- How we collect, use, and disclose your personal data
- How you can exercise your rights under applicable data protection laws
For any questions, see Section 13 – How to contact us.
1. About This Privacy Policy
This policy applies when you:
- Use the UtopikAI Platform (our online software-as-a-service platform and APIs)
- Participate in user research activities
- Interact or communicate with us
2. Who is Responsible for Processing Your Personal Data?
We act as Data Controller under the General Data Protection Regulation (GDPR) when processing data for our own purposes.
When we process data on behalf of Customers (i.e., Customer Personal Data), we act as Data Processor and this policy does not apply. In such cases, please contact your organization directly.
3. What Personal Data We Collect
We may collect the following categories of data:
- Contact information
- User account and authentication data
- Usage data
- Information from marketing interactions (e.g., demos, newsletters)
- Publicly available information
- Aggregated or anonymized data for internal development, such as platform improvement, analytics, research, and machine learning
4. Why and How We Process Your Data
We process your data to:
- Provide and operate the Platform
- Manage customer relationships (e.g., billing, transactions)
- Communicate about features, events, and updates
- Improve and develop our Platform
Legal Bases:
We rely on:
- Performance of a contract
- Legal obligations
- Legitimate interests
- Consent, when required
You may withdraw your consent at any time (see Section 13).
5. How Long We Retain Your Data
We keep your Personal Data only as long as necessary to fulfill the purposes outlined in this policy, in accordance with our Data Retention Policy and applicable law.
6. When and With Whom We Share Your Data
Internal Access
Only authorized UtopikAI personnel may access your Personal Data.
External Disclosure
We may share your Personal Data with:
- Service Providers: Under strict contractual and security safeguards
- Foundation Model Providers: (OpenAI, Anthropic, Mistral, Google, Fireworks) under a Zero Data Retention policy; no data is stored or logged for model training
- Affiliates: For the same purposes described in this policy
- Corporate Transactions: As part of mergers, acquisitions, or similar
- Legal Authorities: When required by law
- Google Integrations: If you connect your Google Drive, we access your selected Google Docs, Slides, PDFs, and .txt files solely to support the Platform’s functionality, not for marketing
We comply with the Google API Services User Data Policy, including Limited Use restrictions.
7. Global Transfers
Your data may be processed outside the EEA. We ensure lawful transfers using:
- Adequacy decisions by the EU Commission
- Standard Contractual Clauses or other legal safeguards
8. Security Measures
We use industry-standard technical and organizational measures, including:
- Encrypted databases (PostgreSQL)
- Cloud infrastructure (AWS, Google Cloud)
- Strict access controls and user-specific permissions
- Physical security for on-site infrastructure
9. Your Rights
Subject to applicable law, you may:
- Request access to your data
- Correct or delete your data
- Restrict or object to processing
- Exercise data portability rights
- Withdraw consent where applicable
- Lodge a complaint with your data protection authority
See Section 13 to exercise these rights.
10. California Privacy Rights
California residents may request a list of third parties with whom we’ve shared personal information for direct marketing in the past year.
Contact: privacy@utopikai.com
11. Children’s Privacy
The Platform is not intended for children under 16. If we discover such data, we will block access and delete the information.
12. Third-Party Links
Our Platform may link to third-party websites or services. This policy does not apply to those sites. You are subject to their terms and privacy policies.
13. How to Contact Us
14. Updates to This Policy
The “Effective Date” reflects when this policy was last revised.
If we make material changes, we will notify you via email or through the Platform.
