Privacy Policy

Effective Date: 06/12/2025
Last Updated: 06/12/2025

1. Introduction

iCube AI Assistant ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal and business data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI-powered business management platform accessible at www.icube.so.

2. Information We Collect

2.1 Business Data

• Customer information (names, contact details, addresses, preferences)
• Invoice and billing data
• Expense records and receipts
• Inventory and product information
• Financial transactions and payment data
• Business communications and interaction history

2.2 Account Information

• Business profile information
• User credentials and authentication data
• Platform usage preferences and settings
• Communication preferences

2.3 Technical Data

• Browser information and device identifiers
• IP addresses and location data
• Platform usage analytics and performance metrics
• Voice commands and chat interactions with our AI Assistant
• File uploads (receipts, documents, images)

2.4 Automatically Collected Data

• Session information and cookies
• Platform navigation patterns
• Feature usage statistics
• Error logs and diagnostic information

3. How We Use Your Information

3.1 Core Platform Services

• Provide AI-powered business management functionality
• Process invoices, manage customer relationships, and track expenses
• Generate business intelligence reports and predictive analytics
• Enable inventory management and workflow automation
• Facilitate data import/export and third-party integrations

3.2 AI and Machine Learning

• Train our natural language processing models
• Provide personalized business insights and recommendations
• Improve OCR receipt processing accuracy
• Enhance predictive analytics and forecasting capabilities

3.3 Platform Improvement

• Analyze usage patterns to improve user experience
• Develop new features and functionality
• Optimize platform performance and reliability
• Provide customer support and technical assistance

3.4 Communications

• Send platform notifications and alerts
• Provide customer support responses
• Share important updates about our services
• Send marketing communications (with your consent)

4. Data Storage and Security

4.1 Local Storage

• Core business data is stored locally in your browser using IndexedDB
• Data persists across browser sessions on your device
• You maintain direct control over your local data storage

4.2 Cloud Processing

• Certain AI processing and analytics may require cloud computing resources
• Data transmission is encrypted using industry-standard protocols
• Cloud processing is performed securely with data minimization principles

4.3 Security Measures

• AES-256 encryption for data backups and sensitive information
• Protected routes and access controls within the platform
• Regular security assessments and monitoring
• Secure API connections for third-party integrations

5. Data Sharing and Disclosure

5.1 Third-Party Integrations

We may share your data with third-party services you choose to integrate:

• Accounting software (QuickBooks, Xero, Sage, FreshBooks, Wave)
• Spreadsheet services (Excel, Google Sheets)
• Other business tools as authorized by you

5.2 Service Providers

We may share data with trusted service providers who assist in:

• Cloud infrastructure and hosting
• Payment processing
• Customer support services
• Analytics and performance monitoring

5.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights and property
• Ensure platform security and prevent fraud
• Protect the safety of our users and the public

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

6. Your Rights and Choices

6.1 Data Access and Control

• Access and review your personal and business data
• Update or correct inaccurate information
• Export your data in standard formats (CSV, Excel, JSON, PDF)
• Delete specific data entries or entire datasets

6.2 Privacy Settings

• Customize notification preferences
• Control data sharing with third-party integrations
• Manage backup and data retention settings
• Configure security and access controls

6.3 Marketing Communications

• Opt-out of marketing emails and communications
• Customize communication preferences
• Withdraw consent for marketing activities

7. GDPR Compliance (EU Users)

If you are located in the European Union, you have additional rights under GDPR:

• Right to Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Transfer your data to another service
• Right to Object: Object to certain types of data processing

To exercise these rights, contact us at privacy@icube.so.

8. Data Retention

8.1 Active Accounts

• Business data is retained while your account remains active
• Local data storage is maintained according to your browser settings
• Cloud backups are retained according to your backup preferences

8.2 Inactive Accounts

• Data may be retained for up to 12 months after account inactivity
• You will be notified before data deletion
• Critical business records may be retained longer for legal compliance

8.3 Legal Requirements

• Financial record-keeping requirements
• Tax and accounting regulations
• Legal and regulatory obligations

9. International Data Transfers

Your data may be processed and stored in countries outside your residence. We ensure adequate protection through:

• Standard contractual clauses
• Adequacy decisions by relevant authorities
• Other legally approved transfer mechanisms

10. Children's Privacy

iCube AI Assistant is designed for business use and is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

11. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

• Notify you of material changes via email or platform notification
• Post the updated policy with a new effective date
• Maintain previous versions for your reference

12. Contact Information

For questions about this Privacy Policy or our data practices, contact us:

• Email: admin@icube.so
• For GDPR-related inquiries: gdpr@icube.so
• For security concerns: security@icube.so

13. Definitions

• Personal Data: Information that identifies or relates to an identifiable individual
• Business Data: Information related to your business operations and activities
• Processing: Any operation performed on data, including collection, storage, and use
• Third Party: An entity that is not iCube AI Assistant or its affiliates

This Privacy Policy is part of our commitment to transparency and data protection. By using iCube AI Assistant, you acknowledge that you have read and understood this policy.