Privacy Policy

This Privacy Policy ("Privacy Policy") explains how Apodex US, Inc. ("Apodex", "we", "us", "our") collect, use, disclose, and protect personal data for which Apodex is the controller in connection with our products, applications, websites, and services (collectively, the "Services") — including when you use our consumer products (such as Apodex.ai), visit our websites, or interact with us as a business account administrator, billing contact, or other representative. Where we rely on your consent, we will obtain it as required by applicable law; where permitted, we also process personal data on other lawful bases, such as performance of our contract with you, our legitimate interests, and compliance with legal obligations, as described below.

Business and API customers. If you access Apodex through an organization (for example, via our API or an enterprise or pilot arrangement), the personal data contained in the content we process on that organization's behalf is handled by Apodex as a processor under our Data Processing Addendum and our agreement with that organization; that organization's own privacy policy governs its use of your data. This Privacy Policy does not apply to that processing, except for the account and contact data that Apodex controls.

If you do not agree with the terms of this Privacy Policy, you must not access or use any Services.

Unless otherwise specified, the Privacy Policy does not apply to any products and/or services provided by any third party independently through our Services. We are not responsible for the privacy practices of third parties.

I. Collection of Personal Data

1. Personal Data You Provide Directly

Account Information: When you create an Apodex account or request service information, we collect identifiers such as your name, email address, phone number, and system-generated IDs.

User Content: Inputs you provide ("Inputs") and corresponding AI-generated Outputs ("Outputs") may contain personal data if included in your submissions.

User Feedback: Improvement suggestions and related conversation histories are stored when you provide feedback.

Communications: Correspondence via support channels is retained, including contact details and message content.

2. Automatically Collected Technical Data

Device/Connection Metadata: device specifications, network information (ISP, IP-derived approximate location), and unique identifiers.

Usage Analytics: access timestamps, navigation paths, and feature utilization patterns.

System Logs: error reports, application state during incidents, and related user-provided context.

Tracking Technologies: cookies and similar tools (see our Cookie Policy) enable user recognition, personalization, optimization, and targeted communications.

3. Model Training Data Sources

To develop our AI models, we responsibly aggregate data from publicly available internet sources, commercially licensed third-party datasets, user-contributed and crowd worker-sourced materials, and internally generated synthetic data.

II. How Do We Use Your Personal Data

1. Service Provision & Account Management: to deliver, maintain, and improve our products and services, to create and administer your account, and to facilitate payments.

2. Communication & Support: to contact you regarding service updates, security alerts, and promotional materials (where permitted), and to respond to inquiries and provide support. Where we use your personal data for direct marketing, we will do so in accordance with applicable law and give you an easy way to opt out at any time.

3. Security & Compliance: to detect, prevent, and investigate fraud, abuse, or violations; to comply with legal obligations and enforce our Terms and Acceptable Use Policy; and to protect the security and integrity of our systems.

4. Service Improvement & Research: to debug errors, optimize performance, and conduct research and development for improving our AI models and services.

5. Model Training. Whether we use your content to train and improve our AI models depends on the product you use and your choices: (a) for our consumer products, we may use your Inputs and Outputs to train and improve our models unless you opt out through your account settings; (b) for our API and other business services, we do not use customer content to train our foundational models by default, except where you participate in a free, trial, or promotional program and do not opt out; and (c) in all cases, we may use content as necessary for safety, security, and legal-compliance purposes, and we may use de-identified or aggregated data. You may exercise or change your training choice at any time through your account settings or by contacting us at legal@apodex.com, and opting out will not affect your access to the core features of the Services. For details, see the terms applicable to your product (the Consumer Terms of Service, the Commercial Terms of Service, and any applicable program terms).

III. How Do We Use Cookies and Similar Technologies

We may use cookies and similar technologies (including browser cookies and web beacons) to authenticate users, remember your preferences, analyze trends, and understand how our Services are used. Some functions of our Services depend on cookies. If you disable or delete cookies, some features may not operate as intended. Please refer to your browser documentation to manage your cookie preferences, and see our Cookie Policy for how to control non-essential cookies, including how we honor Global Privacy Control (GPC) signals.

IV. How Do We Disclose Your Personal Data

1. Internal & Affiliated Entities: we share personal data within our corporate group and affiliated entities to provide, maintain, and improve our services.

2. Service Providers & Business Partners: we engage trusted third parties for hosting and infrastructure, compliance and auditing, research and data processing, payment processing, and customer support.

3. Legal & Compliance Disclosures: we may disclose personal data to comply with legal obligations, to protect safety, rights, or property, and to enforce our Terms and Acceptable Use Policy.

4. Business Transfers: if Apodex undergoes a merger, acquisition, or asset sale, personal data may be transferred as part of the transaction.

5. Third-Party Integrations: our services may include links or integrations with third-party platforms that operate under their own privacy policies.

6. With Your Consent: we will share personal data with additional third parties only with your explicit permission.

We do not sell your personal data for money, and we do not "sell" or "share" it for cross-context behavioral advertising as those terms are defined under California law.

V. How Your Personal Data May Be Transferred Globally

1. Depending on where you are located and the features you use, your personal data may be transferred to, and stored and processed in, the United States, Singapore, and other countries where we, our affiliates, or our service providers (including cloud hosting providers) operate. These locations may change from time to time as we update our infrastructure and service providers; our current sub-processors and the regions in which they process data are identified in, or made available through, our Data Processing Addendum.

2. These countries may have data protection laws that differ from those in your jurisdiction.

3. We take appropriate safeguards to ensure your personal data remains protected in accordance with this Privacy Policy and applicable laws. Where we transfer personal data across borders, we use legally valid transfer mechanisms and take steps designed to ensure a comparable standard of protection, including through contractual protections with the recipients of the data.

VI. How Do We Retain Your Personal Data

We retain personal data only as long as necessary for legitimate business needs or legal compliance. In determining retention periods we consider the amount, nature, and sensitivity of the data, the purposes for which we process it, whether we can achieve those purposes by other means, and applicable legal, tax, accounting, and reporting requirements. For example, account information is generally retained for the life of your account and for a limited period afterwards; billing records are retained as required by tax and accounting law; and system logs are retained for a shorter period. In some cases we may retain data even after account deletion (for example, to comply with law or resolve disputes). Once no longer needed, we securely delete or anonymize the data.

VII. How We Protect Your Personal Data

We implement industry-standard technical and organizational security measures to protect your personal data, including encryption (in transit and at rest), a comprehensive Information Security Program, malware protection, and access controls. However, no internet or wireless transmission can be 100% secure. You are responsible for maintaining the confidentiality of your account password and device security.

Data Breach Notification. Where required by applicable law, we will notify the relevant authorities and affected individuals of a data breach involving your personal data without undue delay and in accordance with applicable law.

VIII. How Do We Process Children's Personal Data

Our Services are not directed towards, and we do not knowingly collect information about, children under the age of 18. If you become aware that a child under the age of 18 has provided personal data to us, please email us at legal@apodex.com and we will investigate and, if appropriate, delete the personal data.

IX. Your Rights to Your Personal Data

Depending on the jurisdiction in which you reside, you may have the right to: access your personal data; erase or delete your personal data; update or correct your personal data; data portability; restrict or object to processing; withdraw your consent; and/or make a complaint to your data protection authority. You can exercise some of these rights through your account, or by submitting a request to legal@apodex.com. We will respond within the time required by applicable law. We will not discriminate against you for exercising your privacy rights.

X. Additional Information for California Residents

If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) gives you the right to know the categories and specific pieces of personal information we collect, use, and disclose; to delete personal information; to correct inaccurate personal information; to opt out of the "sale" or "sharing" of personal information; to limit the use of sensitive personal information; and to be free from discrimination for exercising these rights. As stated in Section IV, we do not sell or share your personal information. We honor opt-out preference signals, including Global Privacy Control (GPC). To exercise your rights, contact us at legal@apodex.com; you may use an authorized agent, and we will verify your request as required by law. Some of the information you provide (for example, the contents of your communications with the Services) may be "sensitive personal information"; you may request that we limit our use of it, and we do not use sensitive personal information to infer characteristics about you.

XI. How to Update the Privacy Policy

We may update this Privacy Policy from time to time in response to changing legal, regulatory, technical or business developments. Any changes will be communicated by updating the Privacy Policy accessible via the Services. For material changes, we will provide additional prominent notice (for example, by email or in-product notice) before the change takes effect. The updated Privacy Policy will become effective on the date specified.

XII. How to Contact Us

If you have any questions about this Privacy Policy, or any complaints or requests regarding your personal data, you can contact us at:

Apodex US, Inc., 303 Twin Dolphin Dr, Ste 6054, Redwood City, CA 94065, USA

By email: legal@apodex.com. Our Data Protection Officer can be reached at dpo@apodex.com.

For our commitments when we process personal data on behalf of business customers, please see our separate Data Processing Addendum.