Privacy Policy

1. Introduction

Welcome to MaxiAI (“we”, “our”, or “us”). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website maxiai.co.za and use our services, including MaxiAI Work Emails and Work Meetings.

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access or use the website or our services.

2. Information We Collect

We may collect information about you in a variety of ways. The information we may collect includes:

• Personal Data: Personally identifiable information, such as your name, email address, company name, and phone number, that you voluntarily provide to us when you register on the platform, fill out a contact form, or subscribe to communications.
• Account & Billing Data: If you purchase paid plans or credits, we and our payment processors may collect transaction history, billing address, and payment details.
• Usage Data: Information our servers automatically collect when you access or use the website, such as your IP address, browser type, operating system, access times, pages viewed, and referring URLs.
• Customer Content: Content, text, files, and information that you upload or input into the services for processing.

Google User Data & Limited Use

This section applies to information received through Google APIs, including Gmail and Google Calendar, and information derived from that data. These specific restrictions take precedence over any broader use, sharing, or retention language elsewhere in this policy.

MaxiAI uses Google user data only to provide or improve the user-facing email and meeting features described below. We access this data only after you connect your Google account and grant the relevant permissions.

• Work Emails: With Gmail read-only permission (gmail.readonly), we access your mailbox email address, messages, threads, headers, labels, and attachments to sync and display email, search your connected mailbox, answer your questions, summarize conversations, and identify tasks or customer follow-ups when you enable those features. This permission does not let MaxiAI send, modify, or delete messages in Gmail.
• Work Meetings: With Calendar read-only permission (calendar.readonly) and account email permission (userinfo.email), we access your connected account email address, calendars, and event details such as titles, descriptions, dates, times, organizers, attendees, and meeting links. We use these to display and sync your meetings and schedule a meeting note taker according to your selections or enabled automation settings. These permissions do not let MaxiAI create, edit, or delete Google Calendar events.
• Meeting content: When you enable a meeting note taker, meeting service providers process meeting audio, recordings, and transcripts to provide notes, summaries, recaps, and action items. This content is collected through the note taker, rather than through Calendar read-only access. Only enable recording where you have the required participant permissions.
• Connection credentials: We store OAuth access and refresh tokens to maintain the connections you authorize. These tokens are encrypted at rest.

AI processing and prohibited uses

To deliver enabled AI features, relevant email or meeting content may be processed by our AI service providers to generate responses, summaries, search results, and suggested tasks for you. This processing is limited to delivering those features. We do not use or permit service providers to use Google user data to develop, train, or improve generalized or non-personalized AI or machine learning models.

We do not sell Google user data, use it for advertising, retargeting, or marketing, share it with data brokers, or use it to determine creditworthiness or for lending. We do not use it for unrelated business analytics or purposes outside the user-facing functionality described here.

Sharing and human access

We transfer Google user data only with your consent as needed to provide or improve the features you use, including to hosting, storage, search, AI processing, and meeting service providers, or to recipients you choose through sharing features. Providers must follow the same Google data use restrictions. Other transfers are limited to security purposes, compliance with applicable laws, or a merger, acquisition, or sale of assets after obtaining your explicit prior consent. The general business-transfer and consent clauses below do not authorize other transfers of Google user data.

Our employees and contractors may read Google user data only with your explicit agreement to access specific data, when necessary for security or to comply with applicable law, or when the data has been aggregated and anonymized for internal operations as permitted by Google. Routine human review of identifiable email or calendar content is not permitted.

Storage, retention, and your controls

We store synced email and calendar data, downloaded attachments, and derived content such as search indexes, summaries, and tasks to support the features you use. We retain Google user data only as needed for those features and subject to applicable Google API retention requirements, or where retention is required by law. We do not retain it for unrelated business purposes or general model training.

You can disconnect your account in Work Emails or Work Meetings, and revoke MaxiAI access through your Google Account connections. Revoking access prevents further authorized access to Google; it does not automatically delete content already stored in MaxiAI. Use the email data clearing or account removal controls to remove synced email data, or contact privacy@maxiai.co.za to request deletion of stored Google user data and derived content, including meeting records. Any legally required retention is limited to that legal purpose.

MaxiAI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements, and the Google Workspace API User Data and Developer Policy.

3. How We Use Your Information

Google user data is subject to the narrower purposes and restrictions in the Google User Data & Limited Use section above. For other information, the following purposes apply.

We use the information we collect for various business and operational purposes, including to:

• Provide, operate, maintain, and improve our website and services
• Process transactions, account registrations, and customer billing
• Respond to your comments, questions, inquiries, and customer support requests
• Send technical notices, service updates, security alerts, and administrative messages
• Monitor and analyze trends, usage, and activities to improve user experience
• Detect, investigate, and prevent fraudulent, unauthorized, or illegal activities
• Comply with applicable legal, regulatory, and statutory obligations

4. Sharing & Disclosure of Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances, subject to the stricter Google user data restrictions above:

• Service Providers: With third-party vendors, contractors, and service partners who perform services on our behalf (such as cloud hosting, payment processing, email delivery, and analytics).
• Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court, government agency, or law enforcement).
• Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business.
• With Your Consent: We may share personal information for any other purpose disclosed to you with your consent.

5. Data Security

We employ reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, loss, misuse, alteration, or disclosure. However, please be aware that no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal data, we will either delete or anonymize it.

7. Your Rights & Choices

Depending on your jurisdiction and applicable data protection laws, you may have rights regarding your personal information, which may include:

• The right to access and receive a copy of the personal information we hold about you
• The right to request the correction or update of inaccurate or incomplete personal data
• The right to request the deletion or removal of your personal information
• The right to restrict or object to the processing of your personal data
• The right to withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the contact details provided below.

8. Cookies & Tracking Technologies

We may use cookies, web beacons, and similar tracking technologies to collect information about your interactions with our website. Cookies help us improve site navigation, analyze website performance, and provide a better user experience. You can manage or disable cookies through your web browser settings.

9. Third-Party Links

Our website may contain links to third-party websites or services that are not owned or controlled by MaxiAI. We are not responsible for the privacy practices or content of third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by the “Last updated” date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have any questions, comments, or requests regarding this Privacy Policy or our privacy practices, please contact us at: