Privacy Policy
1. Who we are
Imikan AI is operated by Imikan Technologies Ltd, a company registered with the Registrar of Companies for England and Wales (Company Registration Number 17364117), and also registered with the Corporate Affairs Commission of Nigeria (CAC), RC9774268. For the purposes of UK data protection law, Imikan Technologies Ltd is the data controller for personal information processed through the Service.
2. Information we collect
We collect information in the following categories:
Account information
When you register for an account with your email address, we collect your full name, email address, phone number, and a securely hashed password. If you sign in using a third-party identity provider instead (see "Sign-in information" below), we do not collect a phone number.
Content you upload
The documents and files you upload for ingestion into the Service — PDF, Epub, Word (.docx), PowerPoint (.pptx), Excel/CSV, plain text, or Markdown files — along with any titles, descriptions, or metadata you provide about them. This content is processed to extract text (including, for scanned or image-based PDFs, via optical character recognition), generate embeddings, and make it searchable and retrievable through the Service, including via requests to our AI processing provider (see "Who we share information with" below). Each document is private to the conversation it was uploaded in and access is governed by role-based access control.
Sign-in information
In addition to email and password sign-in, you may sign in using a third-party identity provider — currently Google or Microsoft. If you do, we receive the basic profile information those providers share as part of the sign-in process (such as your name and email address) in order to create and authenticate your account; we do not receive your password for those services.
Usage and query data
The questions and prompts you submit to the Service, along with technical usage metrics such as query counts and token consumption, which we use to operate the Service and enforce the usage limits associated with your subscription tier.
Payment information
If you subscribe to a paid tier, billing is handled by our payment processor, Stripe. We do not store your card number or other card payment details on our own systems. We receive limited billing information from Stripe, such as subscription status, plan, and transaction history, in order to manage your account.
Technical and log data
Like most web services, our infrastructure automatically logs technical information when you use the Service, including your IP address, browser type, device information, and request timestamps. This is meant for security (including bot and account abuse protection), troubleshooting, and maintaining the reliability of the Service.
Cookies
See the "Cookies and similar technologies" section below for details.
3. How we use your information
We use the information we collect to:
- Create and administer your account, including authentication via email/password or third-party sign-in (Google or Microsoft);
- Provide the core Service — ingesting, indexing, and retrieving your documents, and generating responses to your queries;
- Process payments and manage subscriptions;
- Enforce usage limits and prevent abuse of the Service;
- Monitor, secure, and improve the performance and reliability of our platform;
- Send transactional communications, such as account verification, billing receipts, and service notices;
- Understand aggregate usage trends on our marketing site via analytics; and
- Comply with our legal obligations and enforce our terms of service.
Your documents are stored primarily in your chat, in an Aurora database, and in an S3 bucket with intelligent tiering. All three locations are locked to your account and are only accessible by you.
4. Our legal basis for processing (UK GDPR)
Where UK or EU data protection law applies, we rely on the following legal bases:
- Contract — processing necessary to provide the Service you've signed up for, including account management, document ingestion, and query processing;
- Legitimate interests — for security, fraud and abuse prevention, service improvement, and aggregate analytics, balanced against your rights and interests;
- Consent — for non-essential cookies and analytics, where required by applicable law (see "Cookies" below); and
- Legal obligation — where we must retain or disclose information to comply with the law, such as tax and accounting requirements.
7. International data transfers
Our service providers, including AWS and OpenAI, may process and store information in countries outside the United Kingdom or European Economic Area, including the United States. Where this occurs, we rely on appropriate safeguards recognised under UK and EU data protection law, such as Standard Contractual Clauses or equivalent mechanisms offered by our providers, to protect your information.
8. Account Deletion
If you delete your account, your account is deleted forever and you cannot sign up again with that email address. Your documents and chat history are also lost forever. This is an irreparable operation, and users must be aware of the consequences. We cannot be held liable for any data or information you lose when you delete your account yourself, by error, or when someone else deletes your account. Make use of MFA to secure your account against malicious actors.
9. Data security
We apply technical and organisational safeguards designed to protect your information, including encryption of data in transit and at rest, access controls, and web application firewall protection. No method of transmission or storage is completely secure, and we cannot guarantee absolute security, but we work to maintain safeguards appropriate to the risk.
10. Your rights
If UK or EU data protection law applies to you, you have the right to:
- Request access to the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Request deletion of your personal information, subject to certain exceptions;
- Request restriction of, or object to, certain processing of your information;
- Request a portable copy of information you have provided to us; and
- Withdraw consent at any time, where processing is based on consent.
To exercise any of these rights, contact us using the details below. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, or with your local data protection authority if you are located elsewhere.
11. Children's privacy
The Service is intended for business and professional use and is not directed at children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact us so we can delete it.
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will update the "Last updated" date at the top of this page when we do. We encourage you to review this page periodically.
13. Contact us
If you have questions about this Privacy Policy or how we handle your information, contact us at:
Imikan Technologies Ltd
Email: support@imikan-technologies.com
Company Registration Number: 17364117 (England and Wales)