Privacy Policy

Last updated: 2026-10-18

This notice explains how Lokos AI LLC handles personal information in its websites, client portal, software and AI services, communications and business relationships. It covers information about client representatives, invited users, prospects, suppliers and participants in separately offered voice or research services.

1. Information, sources and purposes

  • Identity and access: names, business email, contact details, account and identity-provider identifiers, verification state, authentication and session evidence, invitations, organization membership, roles and permissions. We use these to authenticate users, review organizations, enforce scoped access and maintain account security. Authentication providers handle credentials and factors in their own systems.
  • Organization and project information: legal and display names, business details, contact assignments, software specifications, drafts, revisions, clarifications, messages, requirements, project updates and uploaded files and metadata. We use these to assess requests, prepare and deliver work, communicate and support customers. Materials may contain information about customers' staff, contractors or other people.
  • Contracts and transactions: MSAs, SOWs, signature and approval evidence, signatory details, invoice and tax information, payment-provider references, payment status, approved usage, credits, refunds and dispute records. We use these to administer contracts, reconcile payments and maintain accounting and legal evidence. Payment providers collect payment instruments directly in their checkout; the portal is not intended for uploading full card or bank credentials.
  • Technical and support information: IP address, browser/device details, timestamps, security and audit events, access/download activity, support correspondence and website interactions. We use these to operate, troubleshoot and protect the Services and investigate misuse. Cookie practices are explained in the Cookie & Tracking Disclosure.
  • Other services you choose: voice recordings, transcripts, survey responses, voluntarily supplied demographic information and participation/payment records where a voice or research service collects them. These are used for that disclosed service, analysis and any agreed compensation; they are not required simply to access the client portal.

Sources include you, your organization's authorized members, customers providing project materials, identity/payment and other operational providers, and interactions with our systems. AI services may process selected project text and documents to extract context, prepare clarifications or draft proposals. Human review is required for commercial approvals; generated text is not a final decision or executed agreement.

2. Roles and disclosures

Lokos AI determines how account administration, billing, security and its own business records are processed. When processing customer-controlled personal information solely to deliver a project under that customer's instructions, we act as a service provider or processor under the applicable agreement. Different roles can apply to different records.

We disclose relevant information to authorized organization members according to permissions, and to personnel and contractors who need it for their work. This can include named contacts, submitted specifications, documents, contractual records and invoices; portal content is not limited to anonymous business insights. Unsubmitted client drafts are restricted by the portal's access controls.

Operational providers may receive information needed for hosting/storage, authentication, AI inference, email, document generation/signature, payment, support and security. Examples used by our services include Google Cloud/Firebase, AI model providers such as OpenAI, and Stripe for payment. Voice services may use telephony providers such as Twilio. The providers involved depend on the service and configuration. External booking and checkout pages have their own notices. Ask us for the providers relevant to your project before sending specially regulated information.

We may also disclose information for legal obligations, lawful requests, fraud/security investigations, professional advice, enforcement of agreements, or a corporate transaction with appropriate confidentiality protections. We do not sell portal personal information or use portal documents for cross-context behavioral advertising. This statement does not treat identifiable data as anonymous merely because a name is removed.

3. Customer materials and responsible use

Submit only information you are authorized to provide, minimize personal data, and do not use ordinary uploads for passwords, private keys, complete payment-card details, regulated health information or other specially regulated data without a written arrangement. We use project content to provide and support the requested services; uploading does not grant a general permission to publish it or train a general-purpose model. Any additional use requires an appropriate separate basis and agreement. Vendor handling must follow the applicable service arrangement.

4. Retention and deletion

We retain each category only as reasonably necessary for its purpose and applicable legal or contractual obligations. Account/membership records support access and offboarding; specifications, clarifications and uploaded documents support project delivery and contractual evidence; contracts, invoices, settlements, tax and audit records may remain after a project or account ends for accounting, enforcement and disputes. Security/support records are retained as needed for investigation and operational needs. Legal holds, unresolved disputes and backup recovery cycles can extend retention.

Retention depends on the record, contract, legal requirements and deletion capability; there is no single automatic deletion deadline for all uploads or accounts. Requesting account deletion starts a review, including ownership transfer where necessary. It does not immediately erase signed contracts, financial ledgers, immutable audit evidence, other members' records or backups. We will explain applicable exceptions and restrict retained information to appropriate purposes. Ask us about the schedule applicable to your project.

5. Security and processing locations

We use safeguards including authentication, scoped permissions, private document storage and protected transport designed to reduce unauthorized access. No system is completely secure. Keep credentials private and notify us of suspected compromise. Data may be processed in the United States and locations where relevant providers operate; accessing the website does not itself supply any legally required transfer safeguard or consent.

6. Choices and rights

Contact maria@lokos.ai to request access, correction, deletion, a copy, or information about our use/disclosure of your data. Depending on applicable law, you may also have rights to portability, restriction, objection, opt-out or appeal of a denied request. We verify identity proportionately and may verify an authorized agent's authority; do not email passwords or identity documents unless a secure verification process is arranged. We respond within applicable legal deadlines and explain any lawful limits. You may appeal to the same contact, marking the request as an appeal, and complain to your relevant regulator. We do not retaliate for exercising applicable rights.

Where we process solely for a customer, we may refer your request to that customer and assist it under our agreement. Organization administrators may manage business records but cannot waive other people's statutory rights. Marketing can be declined using unsubscribe instructions or by contacting us; essential account, contract, payment and security notices may still be sent.

7. Children and updates

The business portal is for adults. We do not knowingly solicit children's personal information; contact us if it has been submitted so we can investigate and take appropriate action. This notice may change prospectively with a revised date and appropriate notice of material changes. A policy update does not itself authorize a new incompatible use of previously collected data. See also our California Notice, Cookie & Tracking Disclosure and applicable project data-processing terms.

Lokos AI LLC · 200 Broadway, New York, NY 10038, USA · maria@lokos.ai