Certainty at the speed of asking.

We collect only what is required to create your account, process your files, operate the service, and communicate with you. We never resell your data or track you across other websites for advertising. Your data and documents belong to you.

01Data We Collect & Why

• Account Data: Email address and login credentials to secure your account.
• Outreach & Customer Identification: We may use account and technical information — such as your email domain, IP-derived location, referral source, and information you voluntarily provide — to identify current and prospective business customers and to conduct targeted business outreach and communications.
• User Content: Uploaded source documents, derived search indexes (embeddings), and both user queries and COB responses to provide the service.
• Usage & Billing Data: Per-query usage records (such as token counts and processing costs) to meter the service and calculate billing.
• Technical Logs: IP address, browser type, and service logs (which may include query text and generated answers) to prevent abuse, diagnose failures, and maintain answer quality.

02Storage & Deletion

• On-Demand Deletion: When you delete a document from your dashboard, the document and its derived search indexes (embeddings) are immediately and permanently removed from our active databases. Query and answer history is retained until you delete the associated conversation or close your account.
• Account Closure: If you close your account, your files, embeddings, conversations, and associated account records are permanently deleted from our active systems.
• Backups & Logs: Residual data may persist in encrypted backups and service logs for up to 30 days before being permanently removed. These are used strictly for disaster recovery and abuse prevention.

03Data Restrictions & Security

• No AI Training: Your documents and summaries are never used to train, fine-tune, or improve our machine learning models or algorithms.
• No Third-Party Ad Tracking: We do not use cross-site tracking cookies, advertising pixels, or third-party ad networks.
• No Third-Party Sales: We never sell, lease, or rent your data. Third-party infrastructure providers (cloud hosting and model inference) process your data solely to deliver the service, under agreements that prohibit using your data to train their models.
• Data Security: We implement industry-standard encryption protocols (SSL/TLS in transit and AES-256 at rest) to protect your files against unauthorized access or disclosure.

04Eligibility & Updates

• Children’s Privacy: Our services are intended solely for users who are 13 years of age or older. We do not knowingly collect personal information from children under 13.
• Policy Updates: We may update this privacy policy from time to time. If we make material changes, we will notify you via a website notification or email before the changes take effect.

05Contact Us

If you have any questions about this policy or wish to request manual data removal, please contact us at support@phoros.systems.

We respect the intellectual property rights of others and expect our users to do the same. Because our service relies on user-uploaded content, we maintain a strict policy regarding copyright ownership and compliance with the Digital Millennium Copyright Act (DMCA).

01User Warranties and Account Creation

By creating an account on our platform, you are required to explicitly acknowledge and check a box confirming that:

• You own the copyright to any documents or files you upload to our servers, or;
• You have the express legal right, license, or permission from the copyright owner to upload and process those materials.

We operate under the assumption that you possess these rights for all uploaded content. Uploading material that violates someone else’s copyright is a direct violation of our terms and will result in account termination.

02DMCA Takedown Notices

If you are a copyright owner or an authorized agent thereof and believe that any content hosted on our platform infringes upon your copyright, you may submit a formal DMCA notification. To be effective under the law, your notice must be written and include the following details:

1. A physical or electronic signature of a person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.
2. Identification of the copyrighted work claimed to have been infringed.
3. Identification of the material that is claimed to be infringing and information reasonably sufficient to permit us to locate the material (e.g., specific user account information, filenames, or unique text content).
4. Information reasonably sufficient to permit us to contact you, such as an address, telephone number, and email address.
5. A statement that you have a good faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or the law.
6. A statement that the information in the notification is accurate, and under penalty of perjury, that you are authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.

Please send your takedown notice directly to our designated copyright contact:

• Email: copyright@phoros.systems
• Mailing Address: [Insert Company Physical Address]

We aim to review and process all legally compliant DMCA notices within three (3) to five (5) business days of receipt.

03Content Removal and Counter-Notices

Upon receipt of a valid, compliant DMCA notice, we will expeditiously remove or disable access to the infringing material.

If a user believes their content was removed by mistake or misidentification, they may submit a counter-notification to the email address above containing the elements required by 17 U.S.C. § 512(g)(3). If a valid counter-notice is received, we may restore the content within 10 to 14 business days unless the complaining party files a lawsuit seeking a court order against the user.

04Important Considerations & Enforcement

• Repeat Infringer Policy: We maintain a zero-tolerance policy for intentional copyright infringement. In accordance with the DMCA, we reserve the right to terminate, in appropriate circumstances, the accounts of users who are deemed to be repeat infringers.
• Liability for Misrepresentation: Under Section 512(f) of the DMCA, any person who knowingly materially misrepresents that material or activity is infringing may be subject to liability for damages, including costs and attorneys’ fees incurred by us or our users.