Privacy Policy.
What we collect when you use Ashsyn, why we collect it, and the controls you have over it. Connected documents are treated as your confidential data at all times.
01What this policy covers
This policy applies to the Ashsyn website, the Ashsyn application, and the connectors that read your documents. It describes two kinds of data: account data about the people who use the service, and workspace data, meaning the documents, questions and answers inside your workspace.
02Data we collect
- Account data: name, work email, company, role and the team size you give at sign up.
- Connection data: the identity of each connected source, the folders you choose, and the sharing settings needed to apply permissions.
- Workspace data: text extracted from connected documents, the index built from it, questions asked and answers given.
- Usage data: sign in times, feature use and error logs used to run and improve the service.
- Website enquiries: the details you send through the contact or sign up forms.
03How we use it
Workspace data is used only to answer questions for the people in your workspace who are allowed to see the underlying documents, and to show admins the audit log.
Your documents and questions are never used to train models for other customers. We do not sell personal data, and we do not use workspace data for advertising.
04Permissions and access
Answers are built only from documents the person asking can open in the original source system. Access is checked on every question. Our staff do not access workspace data except when you ask us to for support, or when required by law, and every such access is logged.
05Service providers
We use carefully selected providers for cloud hosting, email delivery and language model processing. They act on our instructions, are bound by confidentiality and data protection terms, and may not use your data for their own purposes, including training their models.
06Security
Data is encrypted in transit with TLS and at rest. Each workspace's index is kept logically separate. Access to production systems is limited to named engineers, protected by multi-factor authentication and reviewed regularly.
07Retention and deletion
- Removing a source deletes its extracted text and index.
- Questions and the audit log are kept for the period your admin sets, by default 12 months.
- When a workspace is closed or a trial ends without a plan, workspace data is deleted within 30 days.
- Backups containing deleted data are overwritten within a further 35 days.
08Your rights
You can ask to access, correct, export or delete personal data we hold about you. If your account belongs to a company workspace, we may pass your request to that workspace's admin, who controls the workspace data. To make a request, write to us through the contact page.
10Changes to this policy
If we make a material change, admins are notified by email before it takes effect.