Privacy Policy

Privacy Policy for Proxii Technologies

Effective Date: May 28 2025

At Proxii Technologies, your privacy is paramount. This Privacy Policy describes how Proxii Technologies ("Proxii", "Proxii AI" "we," "us," or "our") collects, uses, processes, and shares your information when you use our SaaS application and related services (the "Service"). It also explains your rights and choices regarding your information.

We are committed to full transparency regarding our data practices. We want you to understand how your data enables us to provide and improve Proxii, including its AI-powered features, and how we leverage certain data for analytics and targeted advertising, while always prioritizing your privacy and keeping your data secure.

1. Information We Collect

We collect information to provide and improve our Service, fulfill our contractual obligations, and for legitimate business purposes as described below. The types of information we collect include:

a. Account and Profile Information: * Contact Information: Your email address (for login, verification, and communication). * Profile Details: Username, password (hashed).

b. User Content: * Productivity Data: Tasks (descriptions, categories, priorities, due dates, completion status), Goals (names, descriptions, categories, deadlines, progress). * Reflections & Input: Any text, thoughts, or insights you input into the daily reflection feature or other AI-enabled input fields. This includes both the raw input and any AI-generated analyses or suggestions related to it.

c. Usage Data: * Interaction Data: Information about how you interact with the Service, such as pages visited, features used, time spent on pages, clicks, scrolls, and other user interface events. * Performance Data: Information about the performance of the Service, such as crash reports and error logs. * Daily Streak Information: Your consistent daily activity within the app.

d. Technical Data: * Device Information: IP address, device type, operating system, browser type, screen resolution. * Unique Identifiers: Cookie IDs, advertising IDs (where applicable, for analytics and advertising). * Referral Information: The website or application that referred you to Proxii.

e. Payment Information: * When you subscribe, your payment information (e.g., credit card details) is collected and processed directly by our third-party payment processor, Stripe. We do not directly store your full payment card details on our servers. We receive limited information about your payment, such as the last four digits of your card and its expiration date, for record-keeping and billing management.

2. How We Use Your Information

We use the information we collect for the following purposes:

a. To Provide and Maintain the Service (Contractual Necessity): * To operate and deliver the core functionalities of Proxii, including task management, goal tracking, and user account management. * To process your subscriptions, payments, and manage your billing through Stripe. * To send you service-related communications, such as account confirmations, password resets, and important updates.

b. To Improve and Develop the Service (Legitimate Interest & Contractual Necessity): * Internal AI Model Training: We use your User Content (including tasks, goals, reflections, and other input data) and Usage Data to internally train and improve Proxii's AI models. This is fundamental to enhancing existing AI features (e.g., "Next Best Task," "Productivity Score," "Intelligent Task Suggestions," "Areas for Improvement," "Weekly Summary," "Daily Reflection Analysis") and developing future AI-powered functionalities. Your data used for this purpose is kept strictly confidential, is not sold or given to any third parties for their independent use (including their AI model training), and is used solely to make the app run better for you and all users. * To understand user behavior and preferences, enabling us to optimize the user experience, design new features, and refine existing ones. * To monitor and analyze trends, usage, and activities in connection with our Service to ensure it is functioning correctly and efficiently.

c. For Analytics and Performance Tracking (Consent where required, otherwise Legitimate Interest): * We use Google Analytics to gather data on how users interact with our website and application. This includes understanding traffic sources, user flows, engagement with features, and overall performance. This data helps us make informed decisions about product development and marketing. * When required by law (e.g., under GDPR and similar privacy regulations), we obtain your explicit consent before collecting and processing data for analytics purposes.

d. For Targeted Advertising and ROI Tracking (Consent & Legitimate Interest): * We may use data collected through cookies and other tracking technologies (as described below) to deliver targeted advertisements to you on other platforms (e.g., social media sites) and to measure the effectiveness of our advertising campaigns (Return on Investment - ROI). This allows us to reach relevant audiences and optimize our marketing spend. * This may involve sharing certain Technical and Usage Data with advertising partners (e.g., Google Ads, Meta). We only do so with your explicit consent where required by applicable laws (e.g., under GDPR and CCPA/CPRA).

e. For Security and Compliance (Legal Obligation & Legitimate Interest): * To detect, prevent, and address technical issues, fraud, abuse, or other harmful activities. * To enforce our Terms of Service. * To comply with legal obligations and respond to lawful requests from public authorities.

3. How We Share Your Information

We do not sell your personal information. We only share your information in the following limited circumstances:

a. With Your Consent: We may share your information if you give us explicit permission to do so.

b. For Service Provision (Third-Party Service Providers): We engage trusted third-party service providers to perform functions and provide services to us. These include: * Hosting and Database Providers: For secure data storage and infrastructure (e.g., PostgreSQL for core data, Pinecone for AI-related vector data). * Payment Processors: Stripe for handling all subscription and billing transactions. * Analytics Providers: Google Analytics for website and app usage analytics. * Advertising Partners: Such as Google Ads and Meta for targeted advertising and ROI tracking, but only with your explicit consent where required. * Email and Communication Services: For sending service-related notifications. These providers are obligated to protect your information and use it only for the purposes for which we disclose it to them, consistent with this Privacy Policy.

c. For Legal Reasons: We may disclose your information if we are required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect the rights or property of Proxii, prevent fraud, or protect the safety of our users or the public.

d. Business Transfers: If Proxii is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction, provided that the recipient agrees to protect your information in a manner consistent with this Privacy Policy.

4. Cookies and Other Tracking Technologies

We and our third-party partners (like Google Analytics and advertising partners) use cookies, pixels, web beacons, and similar tracking technologies to collect information about your Browse activities and device.

a. What are Cookies? Cookies are small data files placed on your device. They allow us to recognize your browser and capture certain information. b. Types of Cookies We Use: * Essential Cookies: Strictly necessary for the operation of our Service (e.g., for login, security, basic functionality). These cannot be opted out of. * Analytics/Performance Cookies: Help us understand how users interact with our Service (e.g., which pages are most popular, how much time is spent on features). This data helps us improve the Service. We use Google Analytics for this purpose. * Advertising/Targeting Cookies: Used to build a profile of your interests and show you relevant advertisements on other sites. They also help measure the effectiveness of advertising campaigns. c. Your Choices and Controls (Cookie Consent): * Cookie Consent Banner (CMP): Upon your first visit to our website, you will be presented with a prominent Cookie Consent Management Platform (CMP). This banner allows you to: * Accept All: Consent to all types of cookies. * Reject All (Non-Essential): Only allow essential cookies to be loaded. * Customize Preferences: Select which categories of non-essential cookies (e.g., analytics, advertising) you wish to allow. * Crucially, non-essential cookies (analytics and advertising) will NOT be loaded until you provide your affirmative consent. * Browser Settings: Most web browsers allow you to control cookies through their settings. You can set your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you disable cookies, some features of our Service may not function properly. * Opt-Out Mechanisms for Advertising: You can opt-out of targeted advertising by: * Adjusting your advertising preferences on platforms like Google Ads Settings, Facebook Ad Preferences, and other social media platforms. * Visiting industry opt-out pages, such as those provided by the Network Advertising Initiative (NAI) at https://optout.networkadvertising.org/ and the Digital Advertising Alliance (DAA) at https://optout.aboutads.info/. * Using the Google Analytics Opt-out Browser Add-on available at https://tools.google.com/dlpage/gaoptout. * "Do Not Sell/Share My Personal Information" (for CCPA/CPRA): If you are a California resident, you have the right to opt-out of the "sale" or "sharing" of your personal information (which may include the sharing of data for targeted advertising).

5. Data Security

We implement robust security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption: Data in transit and at rest is encrypted where appropriate.
• Secure Database Storage: Your core application data is securely stored in a PostgreSQL database. Your AI-related reflections and input data are securely stored in a Pinecone vector database.
• Access Controls: Strict access controls and authentication mechanisms are in place to limit data access to authorized personnel only.
• Regular Security Audits: We conduct regular security assessments and updates to identify and address vulnerabilities.
• Secure Stripe Portal: All payment information is handled directly by Stripe, a highly secure and PCI DSS compliant payment processor.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information for as long as necessary to provide the Service, fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. Once your data is no longer needed, we will securely delete or anonymize it.

7. Your Data Protection Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

a. Right to Access: You have the right to request a copy of the personal information we hold about you. b. Right to Rectification/Correction: You have the right to request that we correct any inaccurate or incomplete personal information. c. Right to Erasure ("Right to Be Forgotten"): You have the right to request the deletion of your personal information under certain circumstances. d. Right to Restrict Processing: You have the right to request that we restrict the processing of your personal information under certain circumstances. e. Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that data to another controller. f. Right to Object: You have the right to object to the processing of your personal information under certain circumstances, particularly where processing is based on legitimate interest or for direct marketing. g. Right to Withdraw Consent: If we are relying on your consent to process your personal information, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal. h. Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request in accordance with applicable laws.

8. International Data Transfers

Your information, including personal data, may be stored and processed in any country where we have facilities or where we engage service providers. By using the Service, you consent to the transfer of information to countries outside of your country of residence, which may have different data protection laws than those in your jurisdiction. We will ensure that appropriate safeguards are in place to protect your data during such transfers.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: [email protected]