PRIVACY NOTICE
Version: privacy-2026-10-22-v4
Contact and scope
AscaiDevLabs operates this specialist tools platform. Contact support@acairnsapps.org about privacy, account information or complaints. The platform operator determines how platform account, licence and operational records are used. Your AI client, identity provider and payment provider also handle information under their own terms and privacy notices.
Information and purposes
We use Auth0 identity subjects and internal user/organisation identifiers for sign-in, account isolation and access administration. We use licences, subscriptions, promotional grants, expiry and revocation records to provide the access you hold. These activities are necessary to perform the service contract.
We receive Stripe customer, subscription, price, Checkout and event references, payment amounts, currencies, statuses and dates to verify paid access, reconcile billing and handle cancellation, refunds and disputes. We record accepted terms, the document digest, acceptance time and verified purchase facts to record and provide your subscription agreement. Necessary financial evidence can also be retained where a legal obligation applies.
Minimal security, administration and reliability records support our legitimate interests in protecting the service and investigating faults. Separate purpose-specific identity digests prevent repeated use of the limited founding offer, repeated redemption of the same access code and a second automatic first-payment refund for the same sign-in, including after local account erasure. These are pseudonymous personal data, not anonymous data; they do not grant access. We use them only for the relevant promotion and do not build a marketing profile. Support correspondence is used to answer enquiries and handle complaints, under the service contract or our legitimate interest in responding to enquiries.
We receive identity information from Auth0 and billing information from Stripe. The platform user table stores a stable identity subject rather than an email/profile. Auth0 and your chosen login provider can separately hold your email/profile. When you sign in, My account shows your name and email from your Auth0 sign-in; this is read in your browser and is not sent to or stored by our server. For account administration and support, the operator can view the email and name Auth0 holds for each account in an owner-only customer list; these are fetched from Auth0 when the list is opened and are not stored in the platform database. We do not store your password or payment-card details.
Subscription confirmations
For a verified paid order, the confirmation worker retrieves its billing email from Stripe in memory to deliver the accepted subscription document and verified payment facts. This is the order's billing email, not proof that Auth0 verified that mailbox. We do not store that recipient email in the platform database. We retain the accepted document and limited delivery status/retry records. Resend, our email delivery provider (sending region: EU, Ireland), receives message headers, sender/recipient details and the complete confirmation and attachment, and keeps delivery logs under its own retention settings. A copy remains in your mailbox.
Subscription service notices
We may also email the billing email for your order about your subscription or pass: when renewal is cancelled, about 30 days before a founding member's introductory price ends, when a renewal payment fails, and 7 days and 1 day before a pass ends. These are service messages about your access, not marketing. The notice worker retrieves that email from Stripe in memory when sending and checks the current subscription or pass first; we do not store the address. We keep only the notice type, the relevant date, the reminder timing (7 days or 1 day) for a pass reminder, the accepted prices for a founding-price reminder, and delivery status, and delete them with your local account. These notices are part of providing the service contract. Resend receives these messages as described for subscription confirmations.
AI requests and service measurements
Access tokens and typed tool inputs are processed to fulfil requests. We do not retain customer conversations, uploaded document contents, prompts, tool inputs/outputs or full IP addresses in application records. Our platform does not call an AI model provider. Your AI environment performs reasoning and may retain your information under its own settings and terms.
Operational events record product, tool, outcome, HTTP status and a latency bucket, without a user or conversation identifier. Website views and selected registration, Checkout, subscription and redemption events are daily aggregate counters. They do not identify unique people or track visitors across pages. Rate limiting uses short-lived pseudonymous keys in process memory. Infrastructure providers necessarily process connection information when serving requests.
Browser storage
The website temporarily stores OAuth sign-in state and the PKCE verifier in the current tab's session storage. This transaction is removed when the callback is processed or the local session is cleared. Access tokens are held in page memory. Local sign-out does not itself sign out of Auth0 or cancel a subscription. We do not use third-party behavioural analytics or advertising trackers on the platform website. Auth0, Google and Stripe/Link have their own browser-storage behaviour and notices.
Providers and international processing
DigitalOcean hosts the application and database; the current Droplet is in London. Auth0/Okta supplies authentication; the configured tenant is in the United States. Stripe/Link handles payments, Managed Payments transaction support and its own payment documents. Resend sends our account, confirmation and notice emails. Cloudflare Email Routing receives mail sent to our support address and forwards it to our support inbox, which Google Gmail hosts. GitHub hosts source/release artefacts; we do not upload the production customer database to GitHub. Your chosen AI environment handles your assistant session under your own account arrangements.
Some providers process information outside the UK. Provider transfer information is available at https://www.digitalocean.com/legal/data-processing-agreement, https://www.okta.com/trustandcompliance, https://policies.google.com/privacy/frameworks, https://stripe.com/privacy, https://resend.com/legal/dpa and https://www.cloudflare.com/cloudflare-customer-dpa/. These describe the providers' arrangements; they are not a certification of this platform. We have not independently established every account-specific transfer arrangement. Contact support@acairnsapps.org for current provider and safeguard information. We do not claim that a consumer Gmail account has a Google Workspace processing agreement.
Retention
Detailed operational events are retained for 30 days, daily aggregate counters for 730 days, and administrator audits/processed webhook identifiers for 365 days, subject to targeted removal during eligible local account erasure. Scheduled maintenance applies these limits.
Account, licence, subscription and contract records remain while the account/licence is operated. Eligible local account erasure removes linked records after access/billing closure and in-flight delivery safeguards. A non-expiring licence has no scheduled account expiry. Cancellation alone does not erase account or provider records.
Paid founding-eligibility digests may survive local erasure while the first-100 offer remains open. The implementation removes these digests once all 100 paid places are permanently allocated; allocation slots remain so the offer cannot reopen. Access-code reuse digests remain only while the associated code can accept redemptions. A first-payment refund digest is kept for 12 months after the automatic refund and then deleted by the application. Revocation or exhausted capacity purges them; scheduled maintenance purges expired-code history. An open code without expiry can retain its marker until closure.
Our operator-managed schedule is to delete ordinary support correspondence 12 months after closure, provided no necessary dispute/legal hold applies. These mailbox reviews are manual. The application's sending credential cannot read or delete mail. Deletion from our mailbox does not delete recipient copies or override the provider's own retention.
Encrypted routine database backups retain seven daily and four weekly selections within roughly 35 days. Exceptional release/rollback copies are reviewed for deletion 14 days after an accepted release, provided a newer routine backup has passed restoration. Active incident/legal holds are excluded and reviewed separately. Necessary financial evidence retained for an accounting or dispute obligation is identified separately, access-restricted and reviewed against that obligation; it is not a reason to retain every support conversation indefinitely.
Rights and erasure
You can delete your account yourself in My account. Deletion takes effect 24 hours after you confirm and you can cancel it before then. When it takes effect, any paid subscription is cancelled immediately, your access ends, and the local records described below are erased within about an hour. If you bought under earlier terms that included a first-payment refund and you delete within 14 days of that payment, it is refunded automatically. Your Auth0 sign-in is not removed by this; contact us if you also want it removed.
Contact support@acairnsapps.org to request access, correction, erasure, restriction or portability where applicable. You may object to processing based on legitimate interests, including promotion-abuse records. We assess objections and explain any records we must retain. We verify requests through an existing account channel; do not send passwords, access tokens or card details.
Local erasure requires access to be disabled, pending Checkout attempts closed/reconciled, provider subscriptions cancelled or expired, and bounded in-flight confirmation delivery finished. We coordinate that closure when handling an erasure request; these safeguards are not a blanket reason to refuse it. The local process removes linked account, billing-binding, licence, subscription, Checkout and contract records, apart from the limited anti-reuse histories described above. Auth0 accounts, Stripe/Link records, Resend delivery logs, support mail held by Google and recipient copies require separate handling under provider controls. Local account deletion does not erase your AI conversations. Routine encrypted backups expire through rotation.
You can complain to the UK Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. Providing a verified identity is necessary for authenticated premium access. We do not use platform records for advertising or sell them. Assessment scores support professional judgement; they do not make decisions about a person's legal rights.