Privacy Policy

When using the AIGENCY platform, the following personal data may be collected: • Identity information (name, surname, email address) • Contact information (phone number, address) • Account information (username, password - stored encrypted) • Usage data (session information, IP address, browser data) • Payment information (billing address, payment method details - credit card info is not stored by us) • Content created on the platform and AI interaction data

Collected personal data is processed for the following purposes: • Providing and improving platform services • Creating and managing user accounts • Personalizing AI models • Processing payment transactions • Providing customer support services • Fulfilling legal obligations • Ensuring platform security Your data will not be shared with third parties without your explicit consent or legal basis.

AIGENCY platform uses cookies to improve user experience: • Essential Cookies: Required for platform functionality, session management and security. • Analytics Cookies: Used to analyze platform usage statistics. • Preference Cookies: Used to store user preferences such as language and theme. You can manage or disable cookies through your browser settings. However, disabling essential cookies may affect platform functionality.

As eCloud Yazılım Teknolojileri, we act as data controller within the scope of the Turkish Personal Data Protection Law (KVKK) No. 6698. Your rights under KVKK: • Learning whether your personal data is processed • Requesting information if processed • Learning the purpose of processing and whether it is used in accordance with its purpose • Knowing the third parties to whom it is transferred domestically or abroad • Requesting correction if processed incompletely or incorrectly • Requesting deletion or destruction • Requesting notification of correction/deletion to third parties • Objecting to results arising from analysis exclusively through automated systems • Requesting compensation for damages due to unlawful processing

Your personal data is not shared with third parties except in the following cases: • Legal obligations (court orders, prosecution requests, etc.) • Payment processors (minimum information required for payment security) • Infrastructure providers (server and cloud services - under data processing agreements) • Analytics services (anonymous and aggregated data) Our third-party service providers have KVKK and GDPR compliant data processing policies. Your data is not shared with third parties for marketing purposes without your explicit consent.

Retention periods for your chat and interaction data on the AIGENCY platform: • For active account holders: Your chat history is retained for as long as your account remains active. You can delete individual chats or bulk delete them at any time from your profile. • Account closure: When you delete your account, all chat and usage data is permanently removed from our systems within 30 days at most. • Inactive accounts: Chat data for accounts with no login activity for 24 months is automatically deleted; the account holder is notified by email in advance. • Legal retention: Billing and payment records must be retained for 10 years under the Turkish Tax Procedure Law. • Backups: Your data in system backups is automatically deleted within 90 days at most through backup rotation. You can submit deletion requests to [email protected]. Your request will be processed within 30 days under KVKK regulations.

Your messages and content on the AIGENCY platform are NOT used for AI model training: • User messages, chat content, uploaded files, and AI interactions are not used for AI model training or fine-tuning. • Your content is not shared with third-party providers to improve the models of other users. • We operate under a zero data retention policy with our AI model infrastructure providers; requests sent through the API are processed anonymously and are not retained by the provider. • Only anonymous and aggregate usage statistics may be analyzed to improve service quality; these statistics do not identify you personally. • Your messages are stored only for the purpose of showing them back to you, protecting account security, and fulfilling legal obligations.

The AIGENCY platform takes children's online privacy seriously: • The platform is not directed to children under 13 years of age. • We do not knowingly or intentionally collect personal data from users under 13. • Users between 13 and 18 may use the platform only with the permission and supervision of a parent or legal guardian. • If we become aware that we have collected personal data from a child under 13, we take immediate steps to delete such data. • Parents or legal guardians may contact us at [email protected] to request removal of their child's account. This policy has been prepared in accordance with the U.S. Children's Online Privacy Protection Act (COPPA), GDPR-K (European child data regulation), and KVKK child rights frameworks.

Information about files (PDF, DOCX, DOC, TXT, MD) you upload via the Knowledge Base feature: • Your files are stored encrypted on our platform servers and are used only for semantic search within your own chats. • Uploaded file content is split into small text chunks and converted into numerical vector representations (embeddings), which are stored in a pgvector database. • These files and the derived chunks/embeddings are NEVER used for AI training and are not shared with third parties. • When you delete a KB or a single document, the file is permanently removed from disk and the embedding records from the database. • Uploads exceeding your plan limit are blocked; total storage capacity depends on your plan. • In a KB-attached chat, the assistant converts your query into an embedding, searches for similar chunks in your KB, and passes the matched excerpts to the AI model as context. The response cites your own chunks.

About the Scheduled Tasks feature: • At the cron time you set, an assistant is automatically run on your behalf with the prompt you defined; the result is saved as a new chat in your account. • Task records (title, prompt, assistant, run time, result summary, status) are stored in the database associated with your account. • If you enabled the "Notification email" option, a mail containing a short summary of the task is sent to your account email address upon completion. The full content is available only in your AIGENCY account. • When you delete a task, all past run records are also deleted; old emails already delivered to your inbox are outside our control. • Auto-triggered chats are subject to our regular chat retention policy.

About the Deep Research feature: • This feature runs a 5–10 minute multi-step background research on a topic you provide, verifying it through publicly available web sources. • During research, web search and web fetch tools retrieve data from public URLs. These calls behave like general web traffic; no private or licensed content is requested. • The research result is saved as an assistant response in the chat you used; a monthly usage counter is maintained (for anti-abuse and plan-limit enforcement). • Fetched web content is not stored raw; only the summary result of the research remains in your chat history. • When you cancel a research mid-way, partial results are saved and the quota is not refunded (subject to plan-based monthly quota).

About the Canvas Editor feature: • When you open an assistant response in the editor via "Open in Canvas", the created canvas documents are stored in a separate table associated with your chat. • When you use "Edit with AI" on canvas content, only the selected text portion is sent to the AI model; the full canvas content is not required. • Canvas documents are permanently deleted when the associated chat is deleted or when the canvas is deleted on its own. • The number of daily AI edits is limited based on your plan; this counter is tracked per account.

About the Advanced Memory feature: • In chats where you enabled the "Memory" toggle, the assistant stores inferences about you (your name, profession, frequently discussed topics, etc.) in a summary field associated with your user account. • This summary is only passed to the model as "user context" in your new chats; it is not shared with third parties and is not used in AI training. • In chats where the Memory toggle is off, no writes are made to the memory field; existing memory is not passed to that chat. • When you delete your account, the memory summary is also deleted. To manually view or reset memory content, contact [email protected].

About API access offered on Pro and Business plans: • The "applications" (apps) you create from your account are separate records, each with its own API key and separate credit balance. • Every request coming through the API is logged in the api_logs table as: endpoint, HTTP method, status code, short response summary, IP address, and browser/client info. These logs are retained for 12 months for abuse detection and billing control. • Since your API key is sent as a URL parameter, it must be stored only on the server side; if you suspect a leak, you can regenerate the key from the API Applications page. • Resources opened via the API (chats, folders, KBs, tasks, canvases) are subject to the same policy as your account resources.

For questions about our privacy policy or KVKK applications: Company: eCloud Yazılım Teknolojileri Email: [email protected] You can submit your KVKK applications to the email address above with identity verification documents. Your applications will be answered free of charge within 30 days at the latest.