Privacy Policy

PRIVACY POLICY

Last updated Feb 22, 2026

This Privacy Notice for nSymbol Technology Inc. ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

  • Visit our website at https://www.nsymbol.com or any website of ours that links to this Privacy Notice
  • Download and use our desktop application (Tag), or any other application of ours that links to this Privacy Notice
  • Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@nsymbol.com.

SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? We do not process sensitive personal information. However, with the Managed Plan, we do track AI-usage credit balances and transaction history in our database.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

TABLE OF CONTENTS

  1. WHAT INFORMATION DO WE COLLECT?
  2. HOW DO WE PROCESS YOUR INFORMATION?
  3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
  4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
  5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?
  6. HOW LONG DO WE KEEP YOUR INFORMATION?
  7. HOW DO WE KEEP YOUR INFORMATION SAFE?
  8. DO WE COLLECT INFORMATION FROM MINORS?
  9. WHAT ARE YOUR PRIVACY RIGHTS?
  10. CONTROLS FOR DO-NOT-TRACK FEATURES
  11. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
  12. DO WE MAKE UPDATES TO THIS NOTICE?
  13. PLAN-SPECIFIC DATA PRACTICES
  14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
  15. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

  • names
  • email addresses
  • usernames
  • passwords
  • company names (optional, for business users)

Sensitive Information. We do not process sensitive information.

Payment Data

We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Chargebee Inc.. You may find their privacy notice link(s) here: https://www.chargebee.com/privacy/.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

AI usage credits data (Managed Plan only)

For users subscribed to the Managed Plan, we collect and store:

  • AI-usage credits balance
  • Credits purchase history and amounts
  • Credits usage (deductions from balance)
  • Auto top-up preferences
  • Welcome credits allocation and usage

This data is maintained in our database for the duration of your active subscription plus 90 days after subscription termination, after which it is permanently deleted.

Usage and Analytics Data

We collect anonymized and aggregated usage statistics for product improvement purposes, including:

  • Types of AI and other features used
  • Number and frequency of AI requests
  • Error rates and performance metrics
  • Feature adoption metrics

This data is aggregated and anonymized and cannot be used to identify individual users or reconstruct specific prompts or documents. For Managed Plan users, detailed per-request logs (including tokens, model, timestamp, and cost) are stored as described in Section 13 for billing and support purposes.

Third-Party AI Service Integrations

Managed Plan

  • We use AWS Bedrock (Anthropic Claude) and Google Vertex AI (Google Gemini) to provide AI features
  • Provides access to Tag AI features and unlimited report generations
  • Uses Tag-managed API keys on HIPAA/PIPEDA-aligned infrastructure
  • Zero data retention by AI providers
  • AI providers will not train on your data or prompts
  • Includes one-time $10 welcome AI-usage credits (deducted from first month's subscription fee)
  • Additional AI-usage credits can be purchased
  • Optional auto top-up of AI-usage credits available
  • Optional access to BYOK for fallback routing flexibility (you remain responsible for understanding your chosen BYOK vendor's data handling policies)
  • Subject to 30-day money-back guarantee (see SUBSCRIPTIONS section)

BYOK Plan

  • Provides access to Tag AI features and unlimited report generations
  • Requires you to supply your own API key(s) purchased directly from AI vendor(s)
  • You are responsible for:
    • Understanding and complying with your chosen vendor's data retention, security, and training policies
    • Understanding your vendor's terms of service and acceptable use policies
    • Verifying your vendor's compliance capabilities if you handle regulated data
    • Managing your API keys and associated costs
  • Supports Anthropic, Google (Gemini), OpenAI, and Cohere
  • Subject to 7-day free trial

Google APIs

Information automatically collected

In Short: We automatically collect certain information when you visit our website, including your IP address and browsing behavior on our site.

When you visit our website (https://www.nsymbol.com), we automatically collect certain information through Google Analytics, including:

  • Your IP address
  • Browser type and version
  • Pages you visit on our website
  • Time spent on pages
  • Referring website
  • Device and operating system information

This information is collected only for website visits and is not linked to your Tag desktop application usage. Google Analytics does not track your browsing activity outside our website or your use of the Tag application. For more information about how Google uses data, visit https://policies.google.com/technologies/partner-sites.

You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process the personal information for the following purposes listed below. We may also process your information for other purposes only with your prior explicit consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
  • To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
  • To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.
  • To process AI requests and manage AI-usage credits for Managed Plan subscribers
  • To facilitate direct API connections to user-selected AI vendors for BYOK Plan subscribers
  • To track and manage subscription plan selection and changes

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in the EU or UK, this section applies to you.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

  • Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
  • Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
  • Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
  • Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

If you are located in Canada, this section applies to you.

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

  • If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
  • For investigations and fraud detection and prevention
  • For business transactions provided certain conditions are met (e.g., during a merger, acquisition, sale of business assets, restructuring)
  • If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
  • For identifying injured, ill, or deceased persons and communicating with next of kin
  • If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
  • If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
  • If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
  • If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
  • We may disclose de-identified information for approved research or statistics projects, subject to ethics oversight and confidentiality commitments

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • AI Service Providers (Managed Plan Only): When you use the Managed Plan, we transmit your data via HTTPS to AWS Bedrock and Google Vertex AI for AI processing. These providers operate under Business Associate Agreements and are contractually prohibited from retaining your data or using it for training. We do not share your account information, payment details, or other personal information with these AI providers - only the specific data you choose to process through AI features.
  • AI Service Providers (BYOK Plan): When you use the BYOK Plan, your data is transmitted directly from your desktop application to your chosen AI vendor. We do not act as an intermediary and do not share your data with these providers - you establish a direct connection using your own API credentials. You are responsible for understanding your chosen vendor's privacy practices.
  • Payment Processor and Fraud Prevention:
    • We share the following information with our payment processor, Chargebee Inc., for payment processing and fraud prevention:
      • Name and email address
      • Last 4 digits of payment method
      • Transaction history and amounts
      • IP address associated with transactions
    • Chargebee uses this information to process payments and to detect fraudulent activity through payment gateway fraud signals, IP address monitoring, and pattern analysis. Chargebee may flag transactions or accounts as suspicious based on these fraud detection mechanisms. See our Terms of Use for more information about fraud prevention measures.

5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer products, features, and tools powered by artificial intelligence through two distinct subscription models with different data handling practices.

As part of our Services, we offer AI-powered features through third-party AI providers. How your data is handled depends on which subscription plan you choose:

MANAGED PLAN

When you use the Managed Plan, we route your AI requests through protected enterprise AI environments:

  • AWS Bedrock (Anthropic Claude): Used for complex data transformations
  • Google Vertex AI (Google Gemini): Used for PDF data extraction

Data Flow:

  1. Your data is transmitted via HTTPS from the Tag desktop application to our servers in Canada
  2. Our servers process and route the request to the appropriate AI provider
  3. The AI provider processes your request and returns results
  4. Results are transmitted back through our servers to your desktop application

Data Protection:

  • All transmissions use HTTPS encryption
  • AI providers operate under Business Associate Agreements (BAAs)
  • Zero data retention - AI providers do not store your data
  • No training - AI providers do not use your data or prompts for model training
  • We track your AI-usage credit balance but do not store your prompts or AI responses

BYOK (BRING YOUR OWN KEY) PLAN

When you use the BYOK Plan with your own API keys:

  • Your data is transmitted directly from the Tag desktop application to your chosen AI vendor via HTTPS
  • We do not receive, process, store, or have access to your prompts, context data, or AI responses
  • You are solely responsible for:
    • Selecting AI vendors whose privacy practices meet your requirements
    • Understanding your chosen vendor's data retention, security, and training policies
    • Complying with your vendor's terms of service and privacy policies
    • Managing your API keys and associated costs

Our servers are accessed only for authentication and authorization of your Tag license, not for routing AI requests.

AI FEATURES PROVIDED

Our AI Products are designed for the following functions:

  • AI automation
  • AI document generation 
  • Text analysis
  • Data extraction from PDFs
  • Complex data transformations

SECURITY MODEL: USER-CONTROLLED EXECUTION

Tag does not use autonomous AI agents or provide AI with independent control over your system. Our security model ensures:

  • Every action requires explicit user initiation
  • AI cannot independently access files, execute programs, or modify your system
  • No autonomous background tasks or automated decision-making
  • AI provides recommendations and generates content, but you control all execution
  • File system access occurs only through standard user-initiated operations
  • No AI-directed tool use or function calling that could execute commands without user review

We use "AI-Chains" (structured combinations of context, prompts, and model settings) that process data you explicitly provide, rather than autonomous agents that can independently navigate your system or make decisions about what actions to take.

This approach is designed for environments requiring high security and accountability, such as healthcare and education.

USER RESPONSIBILITIES

Regardless of plan:

  • You must not use the AI features in any way that violates the terms or policies of any AI Service Provider
  • You are responsible for reviewing all AI-generated content for accuracy
  • You are responsible for securely storing source documents and generated outputs
  • For Managed Plan users handling regulated data: You must implement appropriate administrative, physical, and technical safeguards to achieve full HIPAA/PIPEDA compliance

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than ninety (90) days past the termination of the user's subscription. After 90 days, all account information, including any unused AI-usage credits for Managed Plan subscribers, is permanently deleted.

For Managed Plan subscribers: If you cancel your subscription and resubscribe within 90 days, your AI-usage credit balance will be restored. If you resubscribe after 90 days, all previous credit data is permanently deleted and cannot be recovered.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.

We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age or the equivalent age as specified by law in your jurisdiction has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18 or the equivalent age as specified by law in your jurisdiction, please contact us at support@nsymbol.com.

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: Depending on your state of residence in the US or in some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

  • Use our customer billing portal under the "Subscriptions" menu item in the Account menu.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

If you have questions or comments about your privacy rights, you may email us at support@nsymbol.com.

10. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.

Note that the Tag desktop application does not collect browsing activity or interact with web browser tracking mechanisms. Google Analytics on our website collects website visit information as described in Section 1, but does not track your activity outside our website or within the Tag application.

11. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of the United States, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.

Categories of Personal Information We Collect

The table below shows the categories of personal information we have collected in the past twelve (12) months. The table includes illustrative examples of each category and does not reflect the personal information we collect from you. For a comprehensive inventory of all personal information we process, please refer to the section "WHAT INFORMATION DO WE COLLECT?"

Category Examples Collected
A. Identifiers Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name YES
B. Protected classification characteristics under state or federal law Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data NO
C. Commercial information Transaction information, purchase history, financial details, and payment information | YES (for Managed Plan: includes AI-usage credit purchases, balance, and usage history) YES
D. Biometric information Fingerprints and voiceprints NO
E. Internet or other similar network activity Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements YES (only for Google Analytics related to visitors to our website)
F. Geolocation data Device location YES (only for Chargebee to track fraudulent behavior by IP address)
G. Audio, electronic, sensory, or similar information Images and audio, video or call recordings created in connection with our business activities NO
H. Professional or employment-related information Company name provided during account registration for business users YES (company name only - we do not collect job titles, work history, or professional qualifications except from job applicants)
I. Education Information Student records and directory information NO
J. Inferences drawn from collected personal information Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual's preferences and characteristics NO
K. Sensitive personal Information
NO

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

  • Receiving help through our customer support channels;
  • Participation in customer surveys or contests; and
  • Facilitation in the delivery of our Services and to respond to your inquiries.

We will use and retain the collected personal information as needed to provide the Services or for:

  • Category A - As long as the user has an account with us, plus 24 months after account termination

Sources of Personal Information

Learn more about the sources of personal information we collect in "WHAT INFORMATION DO WE COLLECT?"

How We Use and Share Personal Information

Learn more about how we use your personal information in the section, "HOW DO WE PROCESS YOUR INFORMATION?"

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Learn more about how we disclose personal information to in the section, "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?"

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be "selling" of your personal information.

We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We will not sell or share personal information in the future belonging to website visitors, users, and other consumers.

Your Rights

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

  • Right to know whether or not we are processing your personal data
  • Right to access your personal data
  • Right to correct inaccuracies in your personal data
  • Right to request the deletion of your personal data
  • Right to obtain a copy of the personal data you previously shared with us
  • Right to non-discrimination for exercising your rights
  • Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")

How to Exercise Your Rights

To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at support@nsymbol.com, or by referring to the contact details at the bottom of this document.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

12. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

13. PLAN-SPECIFIC DATA PRACTICES

MANAGED PLAN

When you subscribe to the Managed Plan, we collect and store:

  • Subscription status and billing information
  • AI-usage credit balance and transaction history
  • Credit auto top-up preferences
  • Usage logs including:
    • Number of tokens processed per request
    • AI model used (modelId)
    • Timestamp of requests
    • Account name
    • Cost per request
    • Associated email address and IP address

We route your AI requests through our Canadian servers to protected AI environments (AWS Bedrock and Google Vertex AI). While data passes through our systems for routing, we do not store your prompts, source documents, or AI-generated responses beyond the logging information described above, which is retained for billing, support, and fraud prevention purposes.

Usage logs are retained for the duration of your active subscription plus 90 days after subscription termination, after which they are permanently deleted along with your account data.

BYOK PLAN

When you subscribe to the BYOK Plan, we collect and store:

  • Subscription status and billing information
  • Authentication data: Account name and bcrypt-hashed password

Your AI requests go directly from your desktop application to your chosen AI vendor. We do not receive, access, process, or store your prompts, source documents, AI responses, or API keys. Our servers are accessed only for user authentication and authorization.

During authentication, your account name and password are transmitted via HTTPS. Passwords are never stored in plain text - only bcrypt hashes are stored in our database.

DATA STORAGE LOCATIONS

  • Account and subscription data: Stored on servers in Canada
  • AI-usage credit data (Managed Plan): Stored in our database in Canada
  • Your documents and generated content: Stored on your local computer, network drives, or cloud storage of your choice - we do not have access to this data
  • AI request routing (Managed Plan only): Processed through Canadian servers before routing to AWS Bedrock (US) or Google Vertex AI (US)
  • AI requests (BYOK Plan): Transmitted directly from your computer to your chosen AI vendor's servers

14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at support@nsymbol.com

15. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.