Privacy Policy

1. Introduction

Axis MD ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered machine performance platform.

This policy complies with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable data protection laws.

2. Information We Collect

2.1 Personal Information

When you create an account, we collect:

• Account Information: Name, email address, password (encrypted)
• Organization Information: Organization name, user role
• Subscription Information: Billing details, payment method (processed securely by our payment processor)

2.2 Usage Data

We automatically collect information about how you use the Service:

• Machine Data: Machine names, status, maintenance logs, calibration results
• AI Conversations: Chat history with the AI assistant (for context and personalization)
• Activity Logs: User actions, timestamps, feature usage
• Technical Data: IP address, browser type, device information, cookies
• Session Data: Active login sessions, device identifiers, session timestamps, and login locations for security and account protection purposes

2.3 Verification Data

When you use record verification features:

• Public Data: Machine ID hashes, verification timestamps (publicly viewable on distributed ledger)
• Metadata: Test type, file size, organization ID (encrypted, not personally identifiable)

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Provision

• Create and manage your account
• Process subscription payments
• Provide machine monitoring and analytics
• Generate AI-powered recommendations
• Store and retrieve maintenance records
• Facilitate record verification

3.2 Communication

• Send service notifications and updates
• Respond to support requests
• Notify you of account or subscription changes
• Send promotional materials (with your consent)

3.3 AI Training & Improvement

Plain Language Summary: Your machine data helps make our AI smarter for everyone. We use anonymized patterns from your telemetry, maintenance outcomes, and operations to train better predictive models. You keep ownership of your data, and we never share raw data with competitors or reveal your identity.

• Train and improve Axis Intelligence AI models using anonymized telemetry patterns
• Generate industry benchmarks from aggregated customer data
• Develop new predictive maintenance algorithms
• Create machine learning models that predict failures earlier and more accurately
• Improve optimization recommendations based on community outcomes

See Section 7 of our Terms of Service for the complete Data Rights & AI Training License.

3.4 Analytics & Performance

• Analyze usage patterns to improve the Service
• Conduct research and development
• Monitor system performance and security

3.5 Legal Compliance

• Comply with legal obligations
• Prevent fraud and abuse
• Protect our rights and safety

4. Data Sharing and Disclosure

We DO NOT sell your personal information.

We may share your information with:

4.1 Third-Party Service Providers

We use industry-leading service providers for infrastructure, payment processing, and AI capabilities. All providers are contractually bound to protect your data and use it only for providing services to Axis MD. Categories of providers include:

• Cloud Infrastructure: Secure database hosting and authentication services
• Payment Processing: PCI-DSS compliant payment services
• AI Services: AI analysis and recommendation engines
• Record Verification: Distributed ledger services for tamper-proof records

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests from authorities.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data transmitted over HTTPS/TLS and encrypted at rest
• Database Security: Row-level security policies and access controls
• Password Protection: Passwords hashed using industry-standard algorithms
• Key Management: Cryptographic keys encrypted with strong encryption
• Access Control: Role-based permissions and multi-factor authentication
• Monitoring: Continuous security monitoring and logging

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.

6. Data Retention

We retain your personal information for as long as:

• Your account is active
• Needed to provide you with the Service
• Required by law (e.g., tax records)
• Necessary for legitimate business purposes

Verified Records: Records on the distributed ledger are permanent and cannot be deleted due to the immutable nature of the technology. These records contain no personally identifiable information (PII).

Account Deletion: When you delete your account, we will:

• Delete: Personal data (AI conversations, activity logs, profile information)
• Anonymize: Organizational data (spindle analyses, calibration logs, optimization contributions) by removing the link to your identity while preserving business records for your organization
• Timeline: Personal data deletion occurs immediately; organizational data is anonymized to comply with GDPR/CCPA while preserving legitimate business interests

This approach balances your right to erasure with the organization's legitimate need to retain calibration records, test data, and analysis results for compliance and operational continuity.

7. Your Rights (GDPR & CCPA)

Depending on your location, you may have the following rights:

7.1 Access and Portability

• Request a copy of your personal data
• Export your data in a machine-readable format

7.2 Correction and Deletion

• Update or correct your personal information
• Request deletion of your account and data ("Right to be Forgotten")

7.3 Restriction and Objection

• Restrict processing of your data
• Object to processing for direct marketing purposes

7.4 Withdrawal of Consent

• Withdraw consent for data processing (where consent is the legal basis)

To exercise your rights, contact us at [email protected]

8. Cookies and Tracking

We use cookies and similar tracking technologies for:

• Essential Cookies: Authentication, session management (required for service operation)
• Session Tracking: We maintain records of active login sessions to enforce concurrent session limits, prevent unauthorized account sharing, and protect your account security
• Functional Cookies: Remember user preferences (e.g., dark mode)
• Analytics Cookies: Understand usage patterns (anonymized)

You can control cookies through your browser settings. Disabling essential cookies may prevent you from using the Service.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

10. Children's Privacy

Axis MD is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

12. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the CCPA:

• Right to Know: Categories of personal information collected and sources
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We do NOT sell personal information (no opt-out needed)
• Non-Discrimination: We will not discriminate against you for exercising your rights

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new policy on this page
• Updating the "Last Updated" date
• Sending an email notification (for significant changes)

Your continued use of the Service after changes constitute acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

15. Data Processing Summary