Wolfia Inc. Privacy Policy

Last updated: April 2, 2025

1. Introduction and Scope

Welcome to Wolfia Inc. ("Wolfia," "we," "us," or "our"). This Privacy Policy details how we collect, use, share, secure, and otherwise process information relating to identified or identifiable individuals ("Personal Information") in connection with our business activities.

This policy applies when you visit our websites (such as wolfia.com and docs.wolfia.com), use the Wolfia Platform (our AI-powered answer engine and related features), interact with our marketing, sales, or customer support teams, or otherwise engage with our Services (collectively, the "Services").

Please note this policy does not cover third-party websites, applications, or services that may integrate with or be linked from our Services ("Third-Party Services"). We encourage you to review the privacy policies of those third parties. Additionally, the use of the Wolfia Platform by our business customers ("Customers") is governed by our Master Subscription Agreement ("MSA"). The Customer controls their instance of the Platform and the associated data ("Service Data") processed within it. In relation to Service Data, Wolfia acts primarily as a "processor" or "service provider" on behalf of the Customer, who is the "controller" or "business". This policy primarily describes how Wolfia processes Personal Information for its own purposes (where Wolfia is the controller), such as website visitor data, marketing contact information, and account administration data ("Other Information").

2. Personal Information We Collect

We collect Personal Information from various sources to provide and improve our Services:

2.1 Information You Voluntarily Provide

Account and Profile DataWhen you or your organization (our Customer) registers for an account, we collect information such as your name, email address, phone number, password, company name, job title, and similar contact or professional details.
Payment DataFor paid Services, we or our third-party payment processors collect payment details like credit card numbers or bank account information, billing address, and transaction history. We do not store full payment card numbers ourselves.
Communications DataIf you contact us via email, support channels, surveys, feedback forms, or social media, we collect the content of your messages, your contact details, and associated metadata.
Marketing DataWhen you subscribe to newsletters, register for webinars, download content, or attend events, we collect your contact information and marketing preferences.
Job Applicant DataIf you apply for a job with Wolfia, we collect information included in your application, such as your resume, cover letter, employment history, and references.

2.2 Information Collected Automatically via Technology

Log DataLike most websites and online services, our servers automatically record information when you access our Services. This includes your Internet Protocol (IP) address, browser type and settings, operating system, device identifiers, date/time stamps, referring/exit pages, and clickstream data.
Usage DataWe collect information about how you interact with our Services, such as features accessed, time spent on pages, actions taken within the platform, performance metrics, and error reports.
Cookies and Similar TechnologiesWe use cookies (small text files stored on your device) and similar tracking technologies (like web beacons or pixels) to operate and personalize the Services, analyze usage, and support marketing efforts. These may collect identifiers, usage data, and preferences. Types of cookies we may use include essential, functional, analytics, and advertising cookies. You can typically manage cookie preferences through your browser settings. For more details, please refer to our Cookie Policy (if available) or contact us.
Location DataWe may infer your general geographic location (e.g., city, country) based on your IP address. More precise location data may be collected if enabled on your device settings, typically for specific features.

2.3 Information from Other Sources

Customers (Service Data)Our Customers upload or connect data sources to the Wolfia Platform (Service Data). While Wolfia processes this data as instructed by the Customer, it may contain Personal Information about the Customer's employees, users, or contacts.
Third-Party ServicesIf you or your Customer integrates Third-Party Services with Wolfia (e.g., SSO providers, data repositories), we may receive profile information or content from those services according to the permissions granted during the integration setup.
Partners and Public SourcesWe may receive information from business partners, data brokers, or publicly available sources (like LinkedIn) to supplement our records, identify potential customers, or enhance marketing accuracy.

3. How and Why We Use Personal Information (Legal Basis)

We process your Personal Information only for specific, legitimate purposes and rely on one or more legal bases for doing so, depending on the context:

To Provide and Manage the ServicesBasis: Contractual Necessity, Legitimate Interests. Operating, maintaining, securing, and improving our websites and the Wolfia Platform; creating and managing user accounts; processing payments; providing customer support; fulfilling our obligations under the MSA.
To Communicate with YouBasis: Legitimate Interests, Contractual Necessity, Consent. Responding to inquiries; sending important service-related announcements (e.g., maintenance, security alerts, policy updates); sending marketing communications about products, promotions, or events (where consent is obtained or otherwise permitted). You can opt-out of marketing emails at any time.
For Research and DevelopmentBasis: Legitimate Interests. Analyzing usage patterns and feedback to understand user needs, enhance existing features, develop new products and services, and improve user experience. We prioritize using aggregated or de-identified data for this purpose where feasible.
For Security and Fraud PreventionBasis: Legitimate Interests, Legal Obligation. Detecting, preventing, and responding to security threats, fraud, abuse, technical issues, or violations of our terms.
To Comply with Legal ObligationsBasis: Legal Obligation. Meeting legal and regulatory requirements; responding to lawful requests from public authorities (e.g., subpoenas, court orders).
For Business Operations and AnalyticsBasis: Legitimate Interests. Performing data analysis, audits, financial reporting, measuring marketing effectiveness, and general business administration.

Service Data Processing: When processing Service Data on behalf of a Customer, we do so solely based on the Customer's instructions as outlined in the MSA. The Customer is responsible for ensuring they have a valid legal basis for processing the Personal Information within their Service Data.

AI Training Limitation: As stated in our MSA, we commit not to use Customer's Service Data (content indexed or queries made within their specific instance) to train general-purpose AI models offered externally by Wolfia or third parties, without explicit, prior written consent. Aggregated, anonymized usage statistics may be used for internal model refinement related to service performance and reliability, but not in a way that exposes Customer-specific content.

4. Data Sharing and Disclosure

We share Personal Information only when necessary and in the following circumstances:

Service ProvidersWith trusted third-party companies that help us operate our business (e.g., cloud hosting providers like AWS/GCP/Azure, payment processors, CRM systems, analytics tools, email service providers). These providers are contractually obligated to protect the data and use it only for the services they provide to us.
Customer InstructionsService Data is shared as directed by the Customer, for example, when they grant access to Authorized Users or enable integrations with Third-Party Services.
Corporate AffiliatesWithin the Wolfia group of companies for operational efficiency and purposes consistent with this policy.
Business TransactionsIn connection with a potential or actual merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or transition of service, information may be transferred to the relevant third parties, subject to confidentiality agreements.
Legal Compliance and SafetyIf required by law or if we believe in good faith that disclosure is necessary to protect our rights, property, or safety, or that of our users, employees, or the public (e.g., responding to legal requests, preventing fraud).
Aggregated/De-identified DataWe may share data that has been aggregated or de-identified such that it cannot reasonably be used to identify an individual.
With Your ConsentFor any other purpose disclosed to you at the time we collect the information or pursuant to your explicit consent.

5. Data Security

We implement robust technical and organizational security measures designed to protect Personal Information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These include measures like data encryption (in transit and at rest), access controls, network security monitoring, vulnerability management, regular security testing, employee security training, and incident response procedures.

However, please understand that no security system is impenetrable. While we strive to protect your information, we cannot guarantee absolute security. You also play a role in security by safeguarding your account credentials and using secure networks.

6. Data Retention

We retain Personal Information for as long as is necessary to fulfill the purposes for which it was collected, including providing our Services, complying with legal obligations (e.g., tax, accounting, E-discovery), resolving disputes, enforcing agreements, and pursuing legitimate business interests.

Retention periods vary depending on the type of information and the context. For example, account information is generally kept for the duration of your active relationship with us, plus a reasonable period for operational or legal needs. Service Data retention is primarily governed by the Customer's agreement (MSA) and their configuration choices within the Service. When retention is no longer necessary, we securely delete or anonymize the information. If deletion is not immediately possible (e.g., due to backup archives), we will securely store the data and isolate it from further processing.

7. Your Privacy Rights and Choices

Depending on your geographic location and applicable data protection laws, you may have certain rights concerning your Personal Information. These rights may include:

AccessRequesting a copy of the Personal Information we hold about you.
Correction (Rectification)Requesting correction of inaccurate or incomplete data.
Deletion (Erasure)Requesting deletion of your data under certain circumstances (e.g., if it's no longer needed for the original purpose).
Restriction of ProcessingRequesting that we limit how we use your data in certain situations.
Data PortabilityRequesting your data in a structured, machine-readable format, where applicable.
ObjectionObjecting to processing based on legitimate interests or for direct marketing purposes.
Withdrawal of ConsentIf processing is based on consent, you can withdraw it at any time (this doesn't affect past processing).
Opt-Out of MarketingYou can unsubscribe from marketing emails using the link provided in the emails or by contacting us.

To exercise applicable rights, please contact us using the details in the "Contacting Wolfia" section below. We will respond to verifiable requests within the timeframe required by law. We may need to request additional information to verify your identity. Please note that certain rights may be limited, for example, if fulfilling your request would impede our legal obligations or affect the rights of others. If your request pertains to Service Data controlled by one of our Customers, we will direct you to contact the Customer administrator.

You may also have the right to lodge a complaint with your local data protection supervisory authority.

8. Children's Privacy

Our Services are not designed for or directed at individuals under the age of 16 (or other applicable minimum age). We do not knowingly collect Personal Information from children. If we become aware that we have inadvertently collected Personal Information from a child, we will take steps to delete it promptly. Please contact us if you believe a child has provided us with Personal Information.

9. Third-Party Links

Our Services may contain links to external websites or services operated by third parties. This Privacy Policy does not apply to the practices of those third parties. We encourage you to review their privacy policies before providing them with any Personal Information.

10. Google API Services User Data Policy

For features involving Google integrations, Wolfia's use and transfer of information received from Google APIs adhere strictly to the Google API Services User Data Policy, including its Limited Use requirements. Information obtained via Google APIs is used solely to provide the specific functionality enabled by the user within our Service and is not used for developing or training general AI models, for serving advertising, or transferred to others except as necessary for providing the feature, security purposes, legal compliance, or with user consent for specific approved use cases.

11. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. The "Last updated" date at the top indicates the latest revision. If we make significant changes, we will provide more prominent notice, such as by email or through a notification within the Services, and may seek consent if required by law. We encourage you to review this policy periodically.

12. Contacting Wolfia

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your Personal Information, please contact our Privacy Team:

Emailprivacy@wolfia.com
Postal MailWolfia Inc., Attn: Privacy Team, 10500 Avery Club Drive Unit 6, Austin TX 78717