Privacy Policy

Effective date: January 1, 2025 · Last updated: April 10, 2026

Data controller: CyberPod Technologies, Inc. · contact: [email protected]

1. Information We Collect

We collect information you provide directly, including your name, email address, and password when you create an account. We also collect usage data such as conversation history, workflow configurations, and knowledge base content you upload.

2. How We Use Your Information

We process your personal data only where a lawful basis under Art. 6 GDPR applies. The table below sets out each processing purpose and its corresponding lawful basis.

Processing purpose	Lawful basis (Art. 6 GDPR)
Account creation & authentication — storing your name, email, and hashed password to identify you and secure your session.	Art. 6(1)(b) — performance of a contract
Providing & improving the Service — processing conversation history, workflow configurations, and knowledge base content to deliver AI features.	Art. 6(1)(b) — performance of a contract
AI Memory — storing contextual information from conversations to personalise and improve agent responses over time.	Art. 6(1)(f) — legitimate interests (improving service quality; you may object at any time — see Your Rights below)
Service communications — sending account-related notices (e.g. password resets, billing receipts, security alerts).	Art. 6(1)(b) — performance of a contract
Legal compliance — retaining records to meet applicable legal, regulatory, and tax obligations.	Art. 6(1)(c) — compliance with a legal obligation

3. AI Memory

CyberPod may store contextual information from your conversations ("AI Memory") to improve agent responses over time. You can view, edit, or delete stored memories at any time from Settings → AI Memory.

Retention: AI Memory data is retained for the lifetime of your account. Individual memories you delete are removed immediately. Upon account closure, all AI Memory data is permanently purged within 30 days (Art. 13(2)(a) GDPR).

4. Data Sharing

We do not sell your personal information. We may share data with service providers acting on our behalf, subject to confidentiality obligations. We may disclose data when required by law.

5. Data Retention

We retain your personal data for as long as your account is active. Upon account deletion: active data is removed within 30 days; items in Trash are permanently purged after 60 days; backups are rotated and fully expired within 90 days. We may retain certain records (e.g. billing history, audit logs) for up to 7 years where required by law (Art. 6(1)(c) GDPR). AI Memory data is deleted within 30 days of account closure. You may request account deletion by contacting [email protected].

6. Your Rights

If you are in the EU/EEA, UK, or California, you have the following rights:

Access — obtain a copy of your personal data
Rectification — correct inaccurate data
Erasure — request deletion of your data
Restriction — limit how we process your data (Art. 18 GDPR)
Portability — receive your data in a machine-readable format
Object — object to processing based on legitimate interests, including AI Memory profiling (Art. 21 GDPR)
Withdraw consent — where processing is based on consent, withdraw it at any time without affecting prior lawful processing (Art. 7(3) GDPR)

To exercise these rights, contact [email protected]. You also have the right to lodge a complaint with your local supervisory authority (EU: edpb.europa.eu; UK: ico.org.uk).

7. Cookies

We use session cookies (HTTP-only, secure) strictly necessary for authentication. We do not use third-party tracking or advertising cookies.

8. Contact & DPO

For privacy questions: [email protected]. Full data processing agreements available for Enterprise customers.

Data Protection Officer: [email protected] · CyberPod Technologies, Inc., Privacy Office, 548 Market Street, San Francisco, CA 94104.