Privacy Policy

Introduction

Welcome to Ascend. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our workspace application and website.

Information We Collect

Personal Information

When you create an account, we collect:

• Name and email address
• Password (encrypted and never stored in plain text)
• Profile information you choose to provide
• Payment information (processed securely through Stripe)

Workspace Content

We store the content you create in Ascend, including:

• Pages, documents, and notes
• Database entries and structured data
• Comments and collaboration activity
• Time tracking entries and invoices
• Contacts and email metadata (when you connect your inbox)
• Files and attachments you upload

Usage Information

We automatically collect certain information about your device and usage:

• IP address and browser type
• Device information and operating system
• Pages visited and features used
• Time spent in the application
• Error logs and performance data

How We Use Your Information

We use your information to:

• Provide, maintain, and improve our services
• Process your transactions and send related information
• Send you technical notices, updates, and security alerts
• Respond to your comments, questions, and customer service requests
• Monitor and analyze usage patterns and trends
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

AI Features and Data Processing

Ascend offers optional AI features with strong privacy protections:

• Opt-in Only: AI features are disabled by default and must be explicitly enabled per workspace
• Field-level Redaction: You can mark specific database fields as sensitive to exclude them from AI processing
• No Training: Your data is never used to train AI models
• Third-party Processing: When AI features are enabled, content may be sent to OpenAI or Anthropic for processing
• Temporary Processing: AI providers process your data only to generate responses and do not retain it

Data Sharing and Disclosure

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

With Your Consent

We share information when you explicitly authorize us to do so, such as when you enable integrations with third-party services (Gmail, Outlook, etc.).

Service Providers

We work with trusted third-party service providers who help us operate our business:

• Cloud hosting providers (Azure, AWS)
• Payment processors (Stripe)
• Email delivery services
• Analytics providers
• Customer support tools

Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

If Ascend is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

Data Security

We implement industry-standard security measures to protect your information:

• Encryption in transit (TLS/SSL) and at rest (AES-256)
• Regular security audits and penetration testing
• Access controls and authentication requirements
• Automated backups and disaster recovery procedures
• Employee training on data protection and privacy

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as your account is active or as needed to provide services. When you delete your account:

• Your personal information and workspace content are permanently deleted within 30 days
• Backups containing your data are purged within 90 days
• Some information may be retained longer if required by law or for legitimate business purposes

Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Export: Download your workspace content in standard formats
• Opt-out: Unsubscribe from marketing communications
• Restrict Processing: Limit how we use your information

To exercise these rights, contact us at privacy@optivationai.com or use the settings in your account.

International Data Transfers

Your information may be transferred to, stored, and processed in the United States, European Union, or other countries where our service providers operate. We ensure appropriate safeguards are in place for international data transfers in compliance with applicable laws.

Children's Privacy

Ascend is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Keep you logged in to your account
• Remember your preferences and settings
• Analyze usage patterns and improve our services
• Provide personalized content and features

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of Ascend.

Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions or concerns about this privacy policy or our data practices, please contact us:

• Email: privacy@optivationai.com