Privacy Policy

Last updated: August 3, 2026

1. Who This Applies To

This policy covers AIInsights365.net (the “Service”), operated by AI Insights 365. It describes how we handle personal data and the business data you connect or upload. For your own end users and customers whose data you bring into the Service, you are the data controller and we act as a processor on your behalf.

2. Data We Collect

• Account details — name, email address, password, organization name, role, and (for paid plans) the billing address and contact details you enter. Passwords are stored only as a salted one-way hash, never in readable form.
• Business data you connect or upload — files you upload (CSV, Excel, JSON) and the results of queries run against datasources you connect (SQL databases, REST APIs, cloud warehouses, SaaS connectors, and similar). We also store the connection details needed to reach those datasources, such as connection strings, database usernames and passwords, and API keys.
• Content you create — workspaces, chat conversations, transforms, dashboards, reports, schedules, and their configuration.
• Usage and activity logs — sign-ins, actions taken in the app, AI token consumption, errors, and administrative changes. These are used for security, troubleshooting, billing accuracy, and audit.
• Technical data — IP address, browser and device type, and timestamps, captured in ordinary server and analytics logs.

We do not sell your data, and we do not use your business data to train any AI model.

3. How We Use It

We process this data to run the Service: authenticating you, executing the queries and transforms you ask for, generating answers, charts, dashboards, and reports, delivering scheduled reports by email, enforcing plan and license limits, billing your subscription, responding to support requests, and keeping the platform secure.

4. AI Processing

When you ask a question in plain English, request an explanation, or generate an AI report, the prompt is sent to Microsoft Azure OpenAI for processing. That prompt can include your question, the schema of the datasource in scope, and a sample of the relevant rows — whatever is needed to produce the answer. Azure processes the request and returns a response; it is our AI subprocessor for this purpose.

If you would rather no data leave your network at all, see the on-premises option in section 10.

5. Payments

Subscription payments are processed by HyperPay / OPPWA (card payments) and PayPal. Card details are entered and handled by those providers on their own payment infrastructure. We do not store full card numbers, expiry dates, or security codes — we retain only the card brand and the last four digits so you can recognise the card on your invoices, together with the transaction identifiers those providers return to us.

6. Who Else Sees Your Data

We share data only with the providers we need to operate the Service — our hosting and database provider, Microsoft Azure OpenAI for AI processing, HyperPay/OPPWA and PayPal for payments, and our email provider for transactional and scheduled-report email. Each processes data only on our instructions. We will also disclose data where we are legally required to. A fuller breakdown is on our Compliance & Security page.

7. Retention

Account and content data is retained for as long as your organization has an account with us. Uploaded files, datasource configuration, dashboards, and reports remain until you delete them or the organization is closed. Activity and audit logs are kept for a limited period for security and billing purposes. When an organization is closed, its data is removed from live systems and then ages out of routine encrypted backups. You can request earlier deletion at any time — see section 9.

8. Security

• Traffic to and from the Service is served over HTTPS.
• Datasource secrets — connection strings, database usernames and passwords, API keys — are encrypted before they are written to the database.
• Uploaded file contents (Excel, CSV, JSON) are stored as encrypted blobs, not as plain files on disk.
• Every record is scoped to an organization, and access within an organization is controlled by role and per-workspace permissions.
• Sessions use an HttpOnly authentication cookie, and state-changing requests are protected by anti-forgery tokens.
• Administrative and security-relevant actions are written to an activity log.

No system is perfectly secure, and we do not claim otherwise. If you believe you have found a vulnerability, please report it to support@aiinsights365.net.

9. Your Rights

You can ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to export your workspace content, or ask us to delete your account and its data. You can also object to or ask us to restrict certain processing.

We do not yet offer a self-service portal for these requests. Email support@aiinsights365.net from the address on your account and we will handle it — normally within 30 days. If you are in the EU/UK and are not satisfied with our response, you may complain to your local data protection authority.

10. On-Premises Edition

AI Insights 365 is also available as a self-hosted, on-premises edition that runs entirely inside your own infrastructure, so your data and its processing stay within your own environment. See On-Prem Licensing for details.

11. Cookies & Local Storage

• Essential — an authentication cookie that keeps you signed in, and an anti-forgery token cookie that protects forms and API calls from cross-site request forgery. The Service does not work without these.
• Analytics — our public pages load Google Analytics and Microsoft Clarity, which set their own cookies to measure traffic and page usage.
• Browser local storage — we store your signed-in profile summary, interface preferences, and your cookie-notice choice in your browser. This never leaves your device unless you send it to us.

You can clear or block cookies in your browser; blocking the essential ones will sign you out.

12. Children

The Service is a business product and is not directed at children. We do not knowingly collect personal data from anyone under 16.

13. Changes to This Policy

We may update this policy. Material changes will be communicated by email or in-app notification, and the “last updated” date above will change.

14. Contact

Questions about this policy, or want to exercise a right in section 9? Email support@aiinsights365.net. If you need our registered postal address for a formal request, ask and we will provide it.

See also our Terms & Conditions and Compliance & Security overview.