Privacy Policy

AI Excellence & Strategic Intelligence Solutions, LLC

Effective Date: May 26, 2026
Version: 2.0
Contact: compliance@axislabs.ai

Summary

AI Excellence & Strategic Intelligence Solutions, LLC (“AXIS AI,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, process, store, disclose, and protect information when you use our websites, applications, platforms, and services, including the Veritas writing analysis platform and related features such as The Prism of Veritas.

AXIS AI collects information such as account details, uploaded or submitted content, usage data, report metadata, support communications, and device/browser information to provide, secure, improve, and support our Services. We do not sell personal information. We do not use customer-submitted content to train AXIS AI models unless we obtain separate permission or provide a separate written agreement. We share information only with trusted service providers, legal authorities when required, or as necessary for business operations.

Users may have rights to access, correct, delete, restrict, object to, or request a copy of their personal data depending on their jurisdiction. Privacy requests may be submitted to compliance@axislabs.ai.

1. Introduction

AI Excellence & Strategic Intelligence Solutions, LLC (“AXIS AI,” “we,” “our,” or “us”) provides technology products and services, including the Veritas writing analysis platform.

This Privacy Policy applies to our websites, applications, software platforms, dashboards, analysis tools, reports, support systems, billing systems, and related services, including Veritas and The Prism of Veritas (collectively, the “Services”).

This Privacy Policy is intended to explain our privacy practices and support compliance with applicable privacy laws, including where applicable the General Data Protection Regulation, the United Kingdom General Data Protection Regulation, the California Consumer Privacy Act as amended by the California Privacy Rights Act, the Colorado Privacy Act, the Virginia Consumer Data Protection Act, and other applicable United States state privacy laws.

This Privacy Policy does not create rights or obligations beyond those required by applicable law or by written agreement with AXIS AI.

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy.

2. Scope of Services

AXIS AI operates Veritas as a writing analysis platform designed to help users examine patterns in language, framing, reasoning, clarity, structure, and communication risk. Veritas provides structured reports that may include Objective Findings and Advisory Guidance.

Veritas is not intended to provide legal, medical, psychological, employment, academic disciplinary, or other regulated professional decisions. Reports are intended for user review, professional judgment, and communication improvement. Veritas does not automatically determine outcomes without human review.

The Prism of Veritas is a guided follow-up companion that allows eligible users to ask contextual questions about a Veritas report, clarify findings, explore advisory guidance, and better understand how language, framing, and reasoning appear in submitted writing.

3. Controller, Processor, and Service Provider Roles

For individual users, AXIS AI generally acts as the data controller or business for account information, usage information, billing-related information, support communications, and platform operations.

For institutional, enterprise, organizational, educational, or team-based customers, AXIS AI may act as a processor, service provider, or contractor for certain customer-submitted content, depending on the applicable customer agreement, data processing agreement, subscription terms, or service contract.

Where a customer organization controls the purpose and means of processing certain data, that organization may be responsible for providing additional privacy notices to its users, employees, students, researchers, or participants.

4. Information We Collect

We follow principles of data minimization and purpose limitation. We collect information that is reasonably necessary to provide, operate, secure, support, and improve our Services.

A. Account and Authentication Information

We may collect:

  • Name, username, login ID, or account identifier

  • Email address

  • Password credentials, stored securely using appropriate hashing and security protocols

  • Session identifiers

  • Login and authentication event logs

  • Event type, such as login success, failed login, logout, password reset, or session expiration

  • Timestamp, including UTC timestamps

  • IP address

  • Browser user agent

  • Account status, subscription status, role, permissions, and workspace membership

B. User-Submitted Content

We may process content you submit, upload, paste, type, or provide for analysis, including:

  • Text submitted for analysis

  • Documents uploaded for analysis

  • Images or files uploaded where supported

  • File metadata, including filename, file size, file type, and upload timestamp

  • Feedback, comments, notes, support messages, or communication with AXIS AI

  • Content included in reports, support tickets, or user communications

User-submitted content may contain personal information or sensitive personal information if you choose to include it. AXIS AI does not require users to include sensitive personal information in submitted content.

C. Veritas Report Data

We may collect and process report-related information, including:

  • External Report IDs provided to users for reference

  • Internal Report IDs used for support, troubleshooting, DevOps, auditing, and security review

  • Report generation timestamps

  • Analysis status

  • Usage tier or credit usage associated with a report

  • Metadata related to document size, processing completion, errors, retries, or system performance

  • Saved reports, if the user chooses to save or retain a report

D. The Prism of Veritas Data

If you use The Prism of Veritas, we may process:

  • Follow-up questions submitted by the user

  • Relevant report context necessary to answer the user’s question

  • Prism conversation history, where stored or required for continuity

  • Timestamps and usage metadata

  • Credit usage or feature-access metadata

  • Technical logs related to Prism responses, errors, or support requests

The Prism is intended to remain connected to the scope of the Veritas report and related user-submitted questions. It is not designed to provide unrelated general-purpose advice outside the context of the report.

E. Automatically Collected Data

We may collect certain technical and usage information automatically, including:

  • Device information

  • Browser type and version

  • Operating system

  • IP address

  • Approximate location derived from IP address

  • Session activity

  • Pages or features accessed

  • Error logs

  • Referring pages or links

  • Date and time of access

  • Cookie, local storage, or session token data

  • Performance and diagnostic data

F. Billing and Commercial Information

If you purchase paid Services, subscribe to a plan, use paid features, or participate in billing-related activity, we may process:

  • Subscription plan

  • Billing status

  • Payment confirmation status

  • Transaction records

  • Invoice records

  • Refund status

  • Customer ID from a payment processor

  • Limited billing metadata necessary to maintain your account

AXIS AI does not directly collect or store full credit card numbers, bank account numbers, or full payment credentials. Payments are processed by third-party payment providers.

G. Support and Communications Information

If you contact AXIS AI, we may collect:

  • Name and contact information

  • Email address

  • Message content

  • Support ticket details

  • Attachments or screenshots you provide

  • Communications related to troubleshooting, billing, account access, reports, or privacy requests

H. Institutional, Workspace, and Team Data

If you access Veritas through an organization, institution, employer, research group, school, business, or team workspace, we may process:

  • Workspace membership

  • Role or permission level

  • Organization name

  • Team administrator information

  • Usage associated with the organization

  • Reports, credits, or activity connected to a shared workspace

  • Administrative requests submitted by authorized organization representatives

Your organization may have access to certain information associated with your use of its workspace, depending on the applicable agreement and platform configuration.

5. How We Use Your Information

We process personal information for the following purposes:

Purpose Examples Lawful Basis Where Applicable
Provide and operate the Services User accounts, Veritas analysis, report generation, Prism responses Performance of contract
Authenticate users Login, logout, session management, password security Performance of contract; legitimate interest
Deliver and manage reports Report IDs, saved reports, metadata, troubleshooting Performance of contract
Provide The Prism of Veritas Follow-up questions, report context, guided interpretation Performance of contract
Process payments and subscriptions Billing, invoices, plan status, refunds Performance of contract; legal obligation
Secure the platform Fraud prevention, abuse detection, rate limits, access controls Legitimate interest; legal obligation
Provide customer support Troubleshooting, user requests, ticket resolution Performance of contract; legitimate interest
Improve Services Diagnostics, aggregated usage trends, feature performance Legitimate interest; consent where required
Comply with law Tax, accounting, regulatory, legal process Legal obligation
Enforce terms and policies Abuse prevention, account integrity, dispute resolution Legitimate interest; performance of contract

Where processing is based on consent, you may withdraw consent at any time by contacting compliance@axislabs.ai or using available platform controls.

6. AI and Model Infrastructure Processing

AXIS AI may use third-party AI infrastructure, model providers, API providers, cloud providers, hosting providers, or technical service providers to process user-submitted content for the purpose of generating Veritas reports, supporting The Prism of Veritas, operating the Services, maintaining security, and troubleshooting technical issues.

These providers may process submitted content, prompts, outputs, metadata, logs, or related technical data only as necessary to provide services to AXIS AI and are required to protect such information under applicable contractual, technical, and legal safeguards.

AXIS AI does not use customer-submitted content to train AXIS AI models unless:

  • We obtain separate permission from the user or customer;

  • The use is covered by a separate written agreement;

  • The data has been lawfully de-identified or aggregated in a way that no longer identifies the user or customer; or

  • Another legally permitted basis applies.

Unless separately stated in a written agreement, Veritas analysis results are generated for the user’s review and do not create binding legal, academic, employment, medical, financial, or disciplinary determinations.

7. Sensitive Personal Information

Veritas is not designed to require users to submit sensitive personal information. However, user-submitted content may include sensitive personal information if a user chooses to upload, paste, or provide such content.

Sensitive personal information may include, depending on applicable law:

  • Race or ethnicity

  • Religious or philosophical beliefs

  • Political opinions

  • Union membership

  • Health information

  • Disability-related information

  • Biometric identifiers

  • Precise geolocation

  • Sexual orientation or sex life information

  • Criminal history or similar sensitive legal information

  • Information about children

If sensitive personal information is included in user-submitted content, AXIS AI processes it only as necessary to provide the requested Services, generate analysis results, maintain security, comply with law, or fulfill contractual obligations.

AXIS AI does not use sensitive personal information for targeted advertising. AXIS AI does not sell sensitive personal information. AXIS AI does not use sensitive personal information to make automated decisions that produce legal or similarly significant effects without human review.

Users should avoid submitting sensitive personal information unless it is necessary for their intended use of the Services.

8. Automated Processing and Human Review

Veritas uses automated systems, including AI-assisted analysis, to generate structured writing analysis reports. These reports may identify patterns in language, framing, reasoning, clarity, or communication risk.

Veritas outputs are advisory and informational. They are designed to support human review, professional judgment, editing, reflection, and communication improvement.

Veritas does not independently make final legal, employment, academic, financial, medical, disciplinary, or eligibility decisions. Users and organizations are responsible for reviewing outputs before relying on them in any professional, institutional, or decision-making context.

In limited circumstances, authorized AXIS AI personnel may access report metadata, technical logs, support information, or user-submitted content when necessary for troubleshooting, security, compliance, support, legal obligations, or with user authorization.

9. Cookies and Tracking Technologies

We use cookies, local storage, session tokens, and similar technologies to:

  • Maintain secure login sessions

  • Remember user preferences

  • Support authentication

  • Improve user experience

  • Monitor platform performance

  • Detect abuse or suspicious activity

  • Gather analytics and usage information

Analytics and usage data may include pseudonymous identifiers, device information, browser information, session activity, or interaction data. Where feasible, AXIS AI uses aggregated or de-identified analytics to understand platform performance and improve the Services.

You may disable cookies through your browser settings, but some features of the Services may not function properly.

Where required by law, we will obtain consent before using non-essential cookies or similar tracking technologies.

10. Data Retention

AXIS AI retains personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, contract, security requirements, dispute resolution, tax obligations, accounting requirements, or legal process.

Our general retention practices include:

A. Account Information

Account information is retained while your account is active and for a reasonable period after account closure as necessary for legal, security, billing, tax, accounting, fraud-prevention, or dispute-resolution purposes.

B. Authentication and Security Logs

Authentication logs, including login events, failed login attempts, session events, IP addresses, and user agent data, may be retained for up to 12 months unless a longer period is required for security, fraud investigation, legal compliance, or dispute resolution.

C. Uploaded Source Content

Uploaded source files, pasted text, or submitted content are processed as necessary to generate analysis results. Unless the user chooses to save content or unless temporary technical retention is necessary, uploaded source content is deleted after processing is complete.

Temporary technical retention may occur for system performance, backup integrity, security review, troubleshooting, error recovery, or legal compliance.

D. Saved Reports

If a user chooses to save a report, or if reports are retained as part of a workspace, account, subscription, institutional arrangement, or support process, the report may be retained according to the user’s account settings, workspace settings, customer agreement, or applicable retention schedule.

E. Report IDs and Metadata

External Report IDs, Internal Report IDs, timestamps, report metadata, processing metadata, and troubleshooting metadata may be retained for up to 24 months for auditing, support, technical investigation, abuse prevention, customer service, and platform integrity.

F. Prism Conversations

If The Prism of Veritas stores conversation history or report-linked follow-up questions, such data may be retained for continuity, user access, support, auditing, usage tracking, or workspace administration. Prism-related data may be deleted when the associated report or account is deleted, unless retention is required for legal, billing, security, or contractual reasons.

G. Billing Records

Billing, invoice, subscription, tax, accounting, and payment-related records may be retained as required by applicable financial, tax, accounting, legal, or regulatory obligations.

H. Support Communications

Support emails, tickets, attachments, and related communications may be retained as long as necessary to resolve the issue, maintain records, improve support, comply with law, or defend legal rights.

We regularly review retention practices to ensure information is not retained longer than reasonably necessary.

11. Data Storage and Security

AXIS AI uses appropriate technical, administrative, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, alteration, disclosure, or destruction.

Security measures may include:

  • Encryption in transit using HTTPS/TLS

  • Encryption at rest where supported

  • Secure password hashing

  • Role-based access controls

  • Access logging and monitoring

  • Session security controls

  • Rate limiting and abuse prevention

  • Secure development practices

  • Vendor security review where appropriate

  • Internal access restrictions

  • Monitoring for suspicious or unauthorized activity

No system can guarantee absolute security. However, AXIS AI takes reasonable steps to protect user information and maintain the integrity of the Services.

If we become aware of a data breach or security incident affecting personal information, we will notify affected users, customers, regulators, or other required parties when required by applicable law.

12. Data Sharing and Disclosure

AXIS AI does not sell personal information.

AXIS AI does not share personal information for cross-context behavioral advertising unless expressly disclosed and permitted by applicable law.

We may disclose personal information in the following circumstances:

A. Service Providers and Sub-Processors

We may share information with trusted third-party providers that help us operate, secure, support, or improve the Services. These may include:

  • Cloud hosting providers

  • Data storage providers

  • AI/model infrastructure providers

  • API providers

  • Authentication providers

  • Payment processors

  • Email and communication providers

  • Analytics providers

  • Customer support or ticketing systems

  • Security, logging, and monitoring providers

  • Development, infrastructure, and DevOps providers

Service providers are required to process information only as necessary to provide services to AXIS AI and to protect the information in accordance with applicable contractual and legal obligations.

A current list of sub-processors may be requested by contacting compliance@axislabs.ai.

B. Payment Processors

Payments are processed by third-party payment providers such as Stripe, PayPal, or equivalent providers. AXIS AI does not directly store full credit card numbers or complete payment credentials.

C. Organization or Workspace Administrators

If you use the Services through an organization, institution, business, research team, school, employer, or shared workspace, certain account, usage, billing, report, or workspace information may be accessible to authorized administrators according to the applicable agreement and workspace configuration.

D. Legal Compliance

We may disclose information when required by law, subpoena, court order, legal process, regulatory request, governmental request, or to protect legal rights.

E. Safety, Security, and Abuse Prevention

We may disclose information when reasonably necessary to detect, prevent, investigate, or respond to fraud, abuse, security incidents, technical issues, threats, violations of terms, or unlawful activity.

F. Business Transactions

If AXIS AI is involved in a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar business transaction, information may be transferred as part of that transaction, subject to appropriate protections and applicable law.

G. With Your Direction or Consent

We may disclose information when you direct us to do so, authorize us to do so, or consent to the disclosure.

13. Financial Data

AXIS AI may offer paid subscriptions, paid features, usage-based services, affiliate-related services, partner programs, donations, or other commercial services.

Financial transactions are processed through third-party payment processors. AXIS AI may receive limited billing-related information, such as:

  • Payment confirmation

  • Subscription status

  • Plan type

  • Invoice ID

  • Customer ID

  • Refund status

  • Payment failure notices

  • Billing email

  • Tax or accounting metadata

AXIS AI does not directly collect or store full payment card numbers, bank account numbers, or full financial credentials.

14. User Rights

Depending on your location and applicable law, you may have some or all of the following rights:

  • Right to know what personal information we collect

  • Right to access personal information we hold about you

  • Right to correct inaccurate or incomplete personal information

  • Right to request deletion of personal information

  • Right to request restriction of processing

  • Right to object to certain processing

  • Right to withdraw consent where processing is based on consent

  • Right to data portability

  • Right to opt out of sale of personal information

  • Right to opt out of sharing personal information for cross-context behavioral advertising, where applicable

  • Right to limit use or disclosure of sensitive personal information, where applicable

  • Right not to be discriminated against for exercising privacy rights

  • Right to appeal a denied privacy request, where applicable

Privacy requests may be submitted to:

compliance@axislabs.ai

To protect privacy and security, we may require identity verification before fulfilling certain requests. Verification may include confirming account ownership, email access, or other reasonable authentication steps.

We will respond to valid privacy requests within the timeframe required by applicable law.

15. California Privacy Notice

This section applies to California residents where the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies.

A. Categories of Personal Information We May Collect

Category Examples
Identifiers Name, username, email, IP address, account ID
Internet or electronic network activity Browser data, device data, session activity, usage logs
Commercial information Subscription plan, payment status, invoice records
User-submitted content Uploaded files, pasted text, report inputs, feedback
Inferences or analysis-related data Report metadata, usage patterns, feature activity
Sensitive personal information Only if included by the user in submitted content

B. Sources of Personal Information

We may collect personal information from:

  • You directly

  • Your use of the Services

  • Your device or browser

  • Payment processors

  • Organization or workspace administrators

  • Service providers

  • Support communications

C. Purposes for Collection

We collect personal information to:

  • Provide and operate Veritas

  • Generate reports

  • Provide The Prism of Veritas

  • Maintain user accounts

  • Process subscriptions and payments

  • Provide support

  • Secure the Services

  • Prevent fraud and abuse

  • Improve functionality

  • Comply with law

D. Disclosure of Personal Information

We may disclose personal information to:

  • Cloud and hosting providers

  • AI/model infrastructure providers

  • Payment processors

  • Analytics providers

  • Support providers

  • Security and monitoring providers

  • Organization administrators, where applicable

  • Legal authorities, where required

E. Sale or Sharing

AXIS AI does not sell personal information.

AXIS AI does not share personal information for cross-context behavioral advertising unless expressly disclosed and permitted by applicable law.

If AXIS AI implements any activity that qualifies as a “sale” or “sharing” under California law, we will provide appropriate notice and a “Do Not Sell or Share My Personal Information” mechanism.

F. Sensitive Personal Information

AXIS AI does not use sensitive personal information for purposes that require a right to limit under California law unless separately disclosed.

G. California Privacy Rights

California residents may request:

  • Access to personal information

  • Deletion of personal information

  • Correction of inaccurate personal information

  • Information about categories collected, disclosed, sold, or shared

  • Opt out of sale or sharing, where applicable

  • Limit use of sensitive personal information, where applicable

  • Non-discrimination for exercising privacy rights

Requests may be submitted to compliance@axislabs.ai.

16. Colorado, Virginia, and Other State Privacy Rights

Residents of Colorado, Virginia, and other states with applicable privacy laws may have rights to:

  • Confirm whether AXIS AI processes their personal data

  • Access personal data

  • Correct inaccuracies

  • Delete personal data

  • Obtain a portable copy of personal data

  • Opt out of targeted advertising, sale of personal data, or certain profiling, where applicable

  • Appeal a denied privacy request

If we deny your privacy request and applicable law gives you the right to appeal, you may submit an appeal by contacting:

compliance@axislabs.ai

Please include the subject line:

Privacy Request Appeal

We will respond to appeals within the timeframe required by applicable law.

17. GDPR and UK GDPR Privacy Rights

If you are located in the European Economic Area, European Union, or United Kingdom, you may have rights under GDPR or UK GDPR, including:

  • Right of access

  • Right to rectification

  • Right to erasure

  • Right to restriction of processing

  • Right to data portability

  • Right to object

  • Right to withdraw consent

  • Right not to be subject to certain automated decision-making producing legal or similarly significant effects

AXIS AI may process personal data under one or more lawful bases, including:

  • Performance of a contract

  • Legitimate interests

  • Legal obligation

  • Consent

  • Protection of rights, security, and platform integrity

If you believe your concerns have not been addressed, you may have the right to lodge a complaint with your local data protection authority, including the Information Commissioner’s Office in the United Kingdom or the relevant authority in your EU member state.

18. International Data Transfers

AXIS AI is based in the United States. If you access the Services from outside the United States, your information may be processed, stored, or transferred to the United States or other jurisdictions where AXIS AI, its service providers, or infrastructure providers operate.

Where required by law, AXIS AI relies on appropriate safeguards for international transfers, such as:

  • Standard Contractual Clauses

  • UK-approved transfer mechanisms

  • Data processing agreements

  • Contractual safeguards with service providers

  • Other lawful transfer mechanisms

You may request additional information about international transfer safeguards by contacting compliance@axislabs.ai.

19. Children’s Privacy

The Services are not directed to children under 13 years of age in the United States or under 16 years of age in the European Union or United Kingdom, unless a different minimum age applies under local law.

We do not knowingly collect personal information from children below the applicable age threshold without appropriate parental, guardian, school, institutional, or legally required consent.

If we learn that we have collected personal information from a child in violation of applicable law, we will take appropriate steps to delete the information or obtain required consent.

Parents, guardians, schools, or authorized representatives may contact compliance@axislabs.ai with questions or deletion requests.

20. Organizational, Institutional, and Educational Use

If you use the Services through an employer, school, university, research organization, agency, business, nonprofit, or other institution, your use may be subject to that organization’s policies, agreements, and administrative controls.

Your organization may be able to:

  • Manage user access

  • View workspace membership

  • Review usage levels

  • Manage subscription or billing information

  • Access reports or activity associated with the organization, depending on configuration

  • Request deletion, export, suspension, or administrative changes

AXIS AI is not responsible for the privacy practices of customer organizations. Users should contact their organization for questions about internal use, access, monitoring, or administrative control.

21. Third-Party Links and Services

The Services may contain links to third-party websites, tools, resources, payment processors, platforms, or integrations.

AXIS AI is not responsible for the privacy practices, content, security, or policies of third-party websites or services that are not controlled by AXIS AI.

Users should review the privacy policies of third-party services before using them.

22. Data Accuracy and User Responsibility

Users are responsible for ensuring that information submitted to the Services is lawful, accurate, appropriate, and authorized for submission.

Users should not submit personal information, confidential information, institutional records, student records, protected health information, legal documents, employment records, or sensitive personal information unless they have the right to do so and the submission is appropriate for their intended use.

AXIS AI may restrict, suspend, or remove access to content or accounts that violate applicable laws, agreements, or platform terms.

23. Changes to This Privacy Policy

AXIS AI may update this Privacy Policy from time to time.

If material changes are made, we will notify users through the platform, by email, through account notices, or by other reasonable means. Updates will include a revised Effective Date.

Continued use of the Services after an updated Privacy Policy becomes effective means you acknowledge the updated policy.

24. Governing Law

This Privacy Policy is governed by the laws of the State of Delaware, United States, except where mandatory provisions of local, state, federal, international, GDPR, UK GDPR, or other applicable data protection laws apply to a user’s privacy rights.

Nothing in this Privacy Policy limits rights that cannot be waived under applicable law.

25. Contact Us

If you have questions, concerns, privacy requests, appeal requests, or data protection inquiries, contact us at:

AI Excellence & Strategic Intelligence Solutions, LLC
Email: compliance@axislabs.ai

For privacy rights requests, please include:

  • Your name

  • Your account email, if applicable

  • The nature of your request

  • Your jurisdiction, if relevant

  • Any information needed to help us locate your account or data

We may request additional verification before processing privacy requests.

End of Privacy Policy

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