Privacy policy

Introduction

Welcome to MAIA Analytics, Inc. ("MAIA," "we," "our," or "us").

Our Privacy Policy explains how we collect, safeguard, and disclose information resulting from your use of our websites, applications, and services (collectively, the "Service").

We use your data to provide, improve, and secure the Service. This policy explains our practices; it is not a request for consent. Where we ask for consent, you can decline or withdraw it without losing access to the core Service.

Our Customer Terms and Conditions ("Terms") govern all use of the Service. Together with this Privacy Policy, they form our agreement with you ("Agreement").

What this policy covers. This policy describes how we handle Personal Data that we collect directly from individuals — for example, when you create an account, contact support, or browse our website. It does not govern Customer Data that a customer or its authorized users submit through the Platform. That data belongs to the customer, and our handling of it is governed by the Terms.

If this policy and the Terms disagree, the Terms control. This policy is incorporated into the Terms by reference, and the Terms set the order of precedence.

Definitions

Your Rights

For California residents, the California Privacy Rights Act (CPRA) provides rights including:

• The right to correct inaccurate personal information.
• The right to know what personal information we collect, from whom, why, and to whom it is disclosed.
• The right to delete personal information collected.
• The right to opt out of the "sale" or "sharing" of personal information (we do not sell your data).
• The right to limit use and disclosure of sensitive personal information (not collected by MAIA).
• The right to non-discriminatory treatment for exercising your rights.

You may exercise these rights by contacting us at support@maia-analytics.com.

Privacy rights outside California

Depending on the law that applies to you, including in the EEA, United Kingdom or Switzerland, you may have rights to access, correct, erase or receive a copy of your personal data, restrict or object to processing, withdraw consent, and complain to your local data protection authority. Contact support@maia-analytics.com to exercise your rights. We may need to verify your identity. Withdrawing consent does not affect processing that was lawful before withdrawal.

Where applicable law requires a lawful basis, we rely on contract performance for processing necessary to provide a service you request; our legitimate interests in operating, securing and improving MAIA and managing business relationships; legal obligations for required records and compliance; and, where required, consent for optional analytics and session replay. Where MAIA processes Customer Data on behalf of a customer, direct your request to that customer or contact us for help identifying the appropriate recipient.

Information Collection and Use

We collect several types of information to provide and improve our Service:

Personal Data

When using MAIA, we may collect:

• Name
• Email address
• Billing information
• Account credentials

We use this data to manage your account, process payments, and communicate with you.

Usage Data

We automatically collect information such as:

• Device type, operating system, browser version
• IP address and general location
• Platform usage logs (e.g., features used, time spent)
• If you connect MAIA to an AI assistant such as ChatGPT or Claude: which assistant connected, and which MAIA tools it used and when

This data helps us monitor and improve the Service.

When you use MAIA through an AI assistant, we receive only what the assistant sends to MAIA. We do not access your chat history, memory, or files stored in that assistant. What the assistant sends to MAIA, such as your requests and uploads, is saved in your MAIA workspace, the same as work you do in the MAIA web app.

Cookies and session recordings

MAIA uses cookies to:

• Operate core functions (login, security)
• Remember user preferences
• Analyze usage

Essential cookies and similar storage support authentication, security and your requested preferences. Optional analytics use PostHog to measure usage and record sessions (interactions and visible page content). On this website, analytics and recordings start automatically for visitors located in the United States unless they have opted out. For other countries, or when we cannot determine your location, they start only after you choose “Accept optional”. We use the country estimated from your IP address to select this default. Choose “Reject optional” to turn these tools off, or use Cookie settings in the footer to change your choice. If a consent prompt is shown in the app, the same choices apply; reopen Cookie settings through the privacy links on the sign-in and signup screens. If your browser sends a Global Privacy Control signal, optional analytics and recordings stay off on this website and in the app, whatever your region or saved choice. Rejecting optional browser analytics does not prevent use of the Service. Account, billing, security and service-operation records continue to be processed to run the Service. Your preference is stored for 180 days in this browser; clearing that cookie restores the regional default. Opting out stops future collection, but does not itself delete information already collected. Contact us to request deletion.

Use of Data

MAIA uses collected data for purposes including:

• (a) To provide and maintain the Service.
• (b) To improve product functionality and develop new features.
• (c) To process payments and billing.
• (d) To provide customer support.
• (e) To send service updates and marketing communications (with opt-out available).
• (f) To monitor and analyze usage.
• (g) To detect, prevent, and address technical issues or security threats.
• (h) To comply with legal obligations.
• (i) To train and improve our AI models, subject to the limits in the section below.

Use of Data for AI Training

We do not use Customer Data to train or fine-tune our AI models. The content you and your authorized users submit through the Platform belongs to you, and the Terms do not grant us a license to train on it.

To improve MAIA's accuracy and performance, we train and fine-tune our models only on:

• Aggregated Data — anonymized, de-identified, or aggregated data derived from Customer Data that does not identify any customer, authorized user, or individual.
• Usage Data — to monitor, maintain, and optimize the performance of the Platform.
• Feedback — suggestions, comments, and feature requests you choose to send us.

Because we do not train on Customer Data, there is nothing to opt out of. Any change to this would require an amendment to the Terms.

Disclosure of Data

We may disclose personal information in these circumstances:

We do not share or sell your data to advertisers.

Retention of Data

• We retain account information for as long as needed to provide the Service and administer your relationship with us.
• After closure, limited information may be retained for compliance, billing, or legal obligations.
• Retention depends on the purpose, sensitivity and amount of data, security needs, contractual commitments and applicable legal requirements. Contact us for information about retention of your data or to request deletion.

Security of Data

We use encryption, access controls, and monitoring to protect your data. However, no method of electronic storage is 100% secure.

Children's Privacy

The Service is not directed to individuals under 16. We do not knowingly collect data from children. If you believe we have collected such data, contact us and we will delete it.

International Processing

MAIA is based in the United States. We and our service providers may process your information in the United States and other countries where they operate, whose laws may differ from those in your country. Use of the Service is not consent to an international transfer. If your use requires a data processing agreement or specific international-transfer arrangements, contact support@maia-analytics.com before submitting personal data so we can review those requirements with you.

Changes to This Privacy Policy

We may update this Privacy Policy periodically. Updates will be posted here with a new Effective Date. If changes are material, we will notify you via the Service or email.

Contact Us

MAIA Privacy Team

Email: support@maia-analytics.com