Privacy Policy

1. Scope and roles

This Policy applies to personal information we process in two distinct capacities.

As a processor. When a customer connects a business system to the Service, we process the information in that system, and personal information contained within it, solely on that customer's documented instructions. The customer is the controller (or "business" under applicable U.S. state privacy laws). Our processing of that information is governed by our agreement with the customer, which prevails over this Policy in the event of a conflict. Individuals whose personal information appears in a customer's systems should direct privacy requests to that customer in the first instance; §10 describes how we assist.

As a controller. We act as a controller with respect to information we collect directly: account registration and authentication data, business contact information, Site visitors and registrants, and information generated in operating and securing the Service.

This Policy does not apply to the practices of third parties whose systems a customer elects to connect.

2. Information we collect

Account and identity information. Name, business email address, organizational affiliation, authentication identifiers issued through the customer's identity provider, and role assignments within the customer's workspace.

Customer content. Information from business systems a customer authorizes us to access, and information derived from it. Because such systems are general-purpose, they may contain personal information relating to individuals who are not users of the Service, including third parties who have corresponded with the customer's personnel.

Usage and device information. Log data, IP address, browser and device characteristics, timestamps, and records of actions taken within the Service, collected for security, reliability and abuse prevention.

Site and registration information. Business contact details and responses submitted through forms on the Site, and the aggregate analytics described in §3.

We do not require, and do not intentionally collect, government identification numbers, payment card data, financial account credentials, biometric identifiers, precise geolocation, or information concerning health.

3. Cookies and Site analytics

We use strictly necessary cookies to authenticate sessions and to protect authorization flows against cross-site request forgery. Session cookies expire thirty (30) days after sign-in, or after seven (7) days of inactivity, whichever occurs first. Authorization-flow cookies expire after ten (10) minutes. All are set with the HttpOnly, Secure and SameSite=Lax attributes.

We use a privacy-preserving analytics service on the Site that sets no cookies, assigns no persistent identifier, and does not track visitors across websites. It reports aggregate metrics such as page views, referring source, country and device category, together with limited events indicating that a registration form was opened or submitted and the organization-size and role categories selected. Email addresses and free-text entries are not transmitted to that service.

We do not use advertising cookies, advertising networks, cross-site tracking technologies or session-recording tools. Because we set only strictly necessary cookies, we do not display a cookie consent banner.

4. Google user data

Where a customer authorizes access to Google Workspace services, our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We request only the scopes necessary to deliver the functionality the customer has enabled, and we access Google user data solely to provide and improve that functionality at the customer's direction. We do not use Google user data to develop, train or improve generalized artificial-intelligence or machine-learning models. We do not transfer Google user data except as necessary to provide the Service, to comply with applicable law, or in connection with a merger, acquisition or sale of assets following notice to the customer. We do not sell Google user data and we do not use it for advertising.

Access to Google user data by our personnel is limited to purposes necessary to operate and secure the Service, to respond to a support request initiated by the customer, or as required by law.

A user or administrator may revoke our access at any time through their Google account settings. Revocation prevents further access; §9 governs information already processed.

5. How we use information

We use personal information to:

• provide, operate, maintain and support the Service;
• authenticate users and administer access permissions;
• organize and index customer content so that authorized personnel can locate and use it;
• generate summaries, answers and related outputs at the direction of authorized users;
• monitor, investigate and prevent security incidents, fraud and violations of our agreements;
• comply with legal obligations and establish, exercise or defend legal claims; and
• communicate with customers and with business contacts who request information about the Service.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use customer content for advertising.

6. Permissions

The Service is designed so that information is made available to an individual only where that individual's own authorized access to the underlying source supports it. Administrative roles govern workspace management and do not confer access to content beyond what the role-holder's own authorizations support.

7. Artificial intelligence

We engage third-party model providers to process customer content in order to provide the Service. That processing requires transmission of customer content to those providers, including complete documents and messages during indexing, and relevant extracts when responding to a user request.

We do not train models on customer content. We do not develop models of our own using customer content, and we do not permit our providers to use content we transmit to train, fine-tune or otherwise improve their models. Our language-model provider is engaged on zero-retention terms. Our embeddings provider does not train on data submitted through its interface; a zero-retention arrangement is not presently in place with that provider, and its standard retention terms apply to embedding requests.

Outputs are generated by automated systems and may be incomplete or inaccurate. The Service does not make decisions producing legal or similarly significant effects concerning individuals, and we do not engage in automated decision-making of that kind within the meaning of Article 22 of the GDPR.

8. Sub-processors and disclosure

Where we act as a processor, the entities below are our sub-processors within the meaning of Article 28 of the GDPR. Where we act as a controller, they are our service providers, and they are service providers within the meaning of the California Consumer Privacy Act. Each is engaged under written terms that impose data protection obligations no less protective than those to which we are subject, restrict processing to the purposes we specify, and prohibit any use of the information for the sub-processor's own purposes. We remain responsible to our customers for the performance of our sub-processors.

Business systems that a customer connects to the Service are not our sub-processors. They are the customer's own vendors, governed by the customer's agreements with them.

We otherwise disclose personal information only: to a customer's authorized administrators in respect of their workspace; to professional advisors under duties of confidentiality; where required by law, regulation, legal process or governmental request; where necessary to establish, exercise or defend legal claims; to protect the rights, safety or property of WonderForce, our customers or others; and in connection with a merger, acquisition, financing or sale of assets, subject to the protections in this Policy.

We will provide a current list of sub-processors to a customer on request. We will give customers advance notice before engaging a new sub-processor that processes customer content, and a customer may object on reasonable data protection grounds, in which case the parties will work in good faith to resolve the objection.

9. Retention and deletion

We retain personal information for as long as necessary to provide the Service, and thereafter as required to comply with legal obligations, resolve disputes and enforce our agreements. Retention of customer content is governed by our agreement with the applicable customer.

Account information relating to an individual user is deleted or de-identified following a verified request or following termination of that individual's access, subject to the exceptions in this section.

Information derived from a customer's business systems constitutes that customer's business records and is retained for the customer's account notwithstanding the departure of an individual from the customer's organization. A customer may direct us to delete such information. An individual's request to delete it will be referred to the customer as controller, on the basis that the information belongs to the customer's organization and its deletion is the customer's decision.

Backups are retained on a rolling basis and are overwritten in the ordinary course. Information persisting solely in backups is not available for operational use and is deleted through backup rotation.

10. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict or object to the processing of your personal information, to receive a copy in a portable format, and to withdraw consent where processing is based on consent. Residents of certain U.S. states may have rights to know, delete and correct personal information, and to opt out of its sale, sharing or use for targeted advertising; we do not engage in those activities. California residents should also read §11, which supplements this section.

Where we act as a controller, submit requests to privacy@wonderforce.ai. We will take reasonable steps to verify your identity and will respond within the period required by applicable law. We will not discriminate against you for exercising these rights.

Where we act as a processor, we will refer your request to the relevant customer and will assist that customer in responding as required by our agreement with them.

If you are in the European Economic Area or the United Kingdom, you may lodge a complaint with your local supervisory authority.

11. California privacy rights

This section applies to California residents and supplements the disclosures above. Terms defined in the California Consumer Privacy Act, as amended by the California Privacy Rights Act ("CCPA"), have the meanings given there.

Our role. With respect to customer content, we act as a service provider. We process that information only to perform the services specified in our written agreement with the customer, and we do not retain, use or disclose it for any other purpose, including for any commercial purpose other than performing those services. We do not combine customer content with personal information obtained from other sources, except as permitted by the CCPA.

Categories collected. In the twelve months preceding the date above, we have collected the following categories of personal information: identifiers (name, business email address, account and authentication identifiers, IP address); professional or employment-related information (organizational affiliation and role); internet or network activity (log data and records of actions taken within the Service); and, within customer content, categories determined by the customer's own systems, which may include the contents of communications where we are not the intended recipient. We collect these categories from the individual, from the customer, and from systems the customer authorizes. The purposes are those described in §5.

Sensitive personal information. Customer content may contain sensitive personal information, including the contents of communications where we are not the intended recipient. We use and disclose such information only to perform the services and for purposes permitted under the CCPA without a right to limit. We do not use sensitive personal information to infer characteristics about any individual.

No sale or sharing. We do not sell personal information and we do not share it for cross-context behavioral advertising, and we have not done so in the twelve months preceding the date above. We do not knowingly sell or share the personal information of individuals under sixteen.

Your rights. Subject to verification, California residents may request to know the categories and specific pieces of personal information we have collected, the sources, the purposes, and the categories of third parties to whom it was disclosed; to correct inaccurate personal information; and to delete personal information. We will not discriminate against you for exercising these rights.

How to exercise. Submit a request to privacy@wonderforce.ai. We will verify your identity by reference to information already in our possession before responding, and will respond within forty-five (45) days, extendable by a further forty-five (45) days where reasonably necessary and with notice to you. An authorized agent may submit a request on your behalf with written permission signed by you, and we may require you to verify your own identity directly.

Requests concerning customer content. Where we hold personal information as a service provider, we will refer your request to the relevant customer, who is the business responsible for responding, and will assist that customer as required by our agreement with them.

12. Legal bases

Where the GDPR or UK GDPR applies and we act as a controller, we rely on: performance of a contract, for account administration and provision of the Service; our legitimate interests, in securing the Service, preventing abuse and communicating with business contacts; compliance with legal obligations; and consent, where required and separately obtained.

Where we act as a processor, the controller is responsible for establishing a lawful basis for the processing it instructs.

13. International transfers

We operate primarily in the United States, and personal information may be transferred to and processed in the United States and other jurisdictions in which we or our service providers operate. Where we transfer personal information from the European Economic Area, the United Kingdom or Switzerland, we rely on the European Commission's Standard Contractual Clauses, together with the UK International Data Transfer Addendum where applicable, and we implement supplementary measures where appropriate.

14. Security

We maintain administrative, technical and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration and destruction. These include encryption of data in transit and at rest, logical separation of customer environments, access controls limiting personnel access to what their role requires, controlled management of third-party authorization credentials, and logging of security-relevant events.

No method of transmission or storage is entirely secure and we do not warrant absolute security. We will notify affected customers of a personal data breach without undue delay and as required by applicable law and our agreements.

15. Children

The Service is intended for business use and is not directed to individuals under the age of eighteen. We do not knowingly collect personal information from children. If we become aware that we have done so other than as incidental content within a customer's systems, we will delete it.

16. Changes

We may update this Policy from time to time. We will post the revised version at this URL and update the date above. Where a change materially affects the processing of personal information, we will provide notice to affected customers before it takes effect. Prior versions are available on request.

17. Contact

WonderForce Inc.
Palo Alto, California 94301
United States

Privacy: privacy@wonderforce.ai
Security: security@wonderforce.ai
Legal: legal@wonderforce.ai
General: hello@wonderforce.ai