Privacy Policy

Introduciton

At ArcanEdge, we are committed to protecting the privacy and security of our clients' data. This Privacy Policy outlines our practices regarding the collection, use, and safeguarding of personal and project-related information. By using our website and services, you agree to the terms outlined in this policy.

Definitions

Personal Data: Any information relating to an identified or identifiable natural person, such as names, email addresses, phone numbers, and mailing addresses.
Project-Related Information: Detailed descriptions of project scope, objectives, technical specifications, business information, and other data necessary for the development and delivery of AI solutions.
Data Minimization: The practice of limiting data collection to only what is necessary for the specified purposes.
Data Portability: The right of clients to receive their personal data in a structured, commonly used, and machine-readable format.
Sensitive Data: Personal data that includes information such as health-related data, financial information, or any other data that requires higher levels of protection.
Standard Contractual Clauses (SCCs): Legal tools used to ensure adequate data protection when transferring personal data outside the European Economic Area (EEA).
Binding Corporate Rules (BCRs): Internal policies adopted by multinational companies to allow intra-group transfers of personal data across borders within the company.

Purpose of Data Use by ArcanEdge

Project Planning:
1. Utilization of data in setting project timelines, resource allocation, and defining deliverable milestones.
2. Purpose: To ensure efficient and effective project execution tailored to the client's specific needs.
AI Solution Development:
1. Application of technical specifications and requirements in the creation and customization of AI solutions.
2. Purpose: To build AI solutions that are technically robust, meet client specifications, and provide optimal performance.
Project Management:
1. Using client information for managing the ongoing progress of the project, including adjustments based on feedback and changing requirements.
2. Purpose: To maintain project alignment with client goals and adapt to evolving project dynamics.
Client Support and Service:
1. Leveraging contact details and project information to provide ongoing support, maintenance, and updates.
2. Purpose: To offer timely and effective assistance, ensuring the longevity and relevance of the AI solution.
Client Relationship Management:
1. Using client data to maintain and enhance ongoing relationships, including future project collaborations.
2. Purpose: To build a lasting partnership with clients, understanding their evolving needs and preferences.

Data Analysis Practices by ArcanEdge

Service Improvement:
1. Analyzing client feedback and project outcomes to identify areas for service enhancement and innovation.
2. Purpose: To continuously improve the quality, efficiency, and effectiveness of our AI solutions and services.
Client Needs Understanding:
1. Assessing project data and client interactions to gain insights into client requirements and industry trends.
2. Purpose: To better understand client needs and tailor our services to meet these needs more effectively.
User Experience Enhancement:
1. Evaluating how clients interact with our AI solutions and soliciting feedback to refine user interfaces and functionalities.
2. Purpose: To ensure that our AI solutions are user-friendly, intuitive, and meet the end-users' expectations.
Privacy and Confidentiality in Analysis:
1. Conducting all data analyses while upholding strict standards of privacy and confidentiality.
2. Purpose: To protect client information and trust, ensuring that data analysis does not compromise client privacy.
Aggregate Data Analysis:
1. Utilizing aggregated and anonymized data for broader market and industry analysis, without identifying individual clients.
2. Purpose: To understand market trends and client segments, informing our strategic planning and innovation efforts.
Feedback-Driven Development:
1. Incorporating client suggestions and feedback into the continuous development cycle of our AI solutions.
2. Purpose: To ensure our solutions evolve in response to direct client input, enhancing their relevance and effectiveness.

Limited Sharing of Client Data by ArcanEdge

Criteria for Sharing:
1. Essential for Project Execution: Client data is shared only when it is essential for the successful execution of a project. This may include scenarios where specific expertise or additional resources are required that are not available in-house.
2. Legal Requirements: Compliance with court orders, legal investigations, or regulatory demands can necessitate data sharing. In such cases, only the necessary data is shared, and all legal protocols are strictly followed.
Controlled Access:
1. Strict Controls: Any sharing of data is done with stringent controls to limit access only to the information that is necessary for the intended purpose.
2. Scope Limitation: Measures are taken to ensure that data shared for project fulfillment does not go beyond the scope of what is required for the specific task.
3. Example Scenario: Sharing technical specifications with a specialized software provider to integrate a new AI module.
Client Consent and Notification:
1. Informed Consent: Where possible, clients are informed about and consent to the sharing of their data with third parties.
2. Notification Details: In situations where client data needs to be shared for project fulfillment, clients are notified about who the data is being shared with and for what purpose.
3. Opt-In Mechanism: Implement an opt-in mechanism for clients to agree to specific data sharing scenarios.

Third-Party Service Providers and Data Protection

Vetting of Service Providers:
1. Due Diligence: ArcanEdge conducts thorough due diligence when selecting third-party service providers. This includes assessing their data protection policies, security measures, and reputation in handling confidential information.
2. Selection Criteria: Providers are chosen based on their ability to meet the high standards of data protection and confidentiality that ArcanEdge upholds.
3. Audit Frequency: Regular audits are conducted, at least annually, to ensure ongoing compliance with data protection obligations.
Confidentiality Agreements:
1. Legal Binding: Third-party service providers are required to sign confidentiality agreements that legally bind them to maintain the confidentiality of any client data they access.
2. Detailed Clauses: These agreements specify the permissible use of the data, outline the obligations for data protection, and detail the consequences of breaching these terms.
3. Example Clause: "Service Provider agrees to use the provided data solely for the purpose of developing and integrating the AI-driven customer analytics tool as outlined in the Project Agreement dated January 1st, 2025. The Service Provider shall not disclose, share, or distribute the data to any unauthorized parties without the prior written consent of ArcanEdge LLC. Additionally, the Service Provider shall implement and maintain appropriate security measures, including encryption and access controls, to protect the data from unauthorized access, breaches, or other security threats. In the event of a data breach, the Service Provider must notify ArcanEdge LLC within 72 hours of discovering the breach and take immediate steps to mitigate any potential damage."
Data Access and Use Limitation:
1. Need-to-Know Basis: Access to client data is limited to what is strictly necessary for the service provider to fulfill their role in the project.
2. Prohibited Uses: Service providers are prohibited from using client data for any purposes other than those explicitly agreed upon in the contract with ArcanEdge.
3. Monitoring Compliance: Continuous monitoring is in place to ensure adherence to these limitations.
Ongoing Monitoring and Compliance:
1. Regular Reviews: ArcanEdge actively monitors the compliance of third-party service providers with confidentiality agreements and data protection standards.
2. Audit Processes: Conducts regular reviews and audits to ensure adherence to the agreed terms and to address any potential security or confidentiality issues.
3. Compliance Reporting: Service providers must provide regular compliance reports to ArcanEdge, detailing their data protection practices and any incidents of non-compliance.
Data Return and Deletion:
1. Secure Disposal: Upon completion of their role in a project, third-party service providers are required to either return or securely delete any client data they possess, in accordance with the terms of the confidentiality agreement and data protection laws.
2. Verification: ArcanEdge verifies that all data has been returned or deleted as per the agreement before concluding the engagement with the service provider.

Types of Data Collected by ArcanEdge

Client Contact Details:
1. Includes names, email addresses, phone numbers, and mailing addresses.
2. Purpose: To establish and maintain communication throughout the project lifecycle.
Project Requirements:
1. Detailed descriptions of the project scope, objectives, expected outcomes, and any specific client preferences or constraints.
2. Purpose: To ensure the AI solution aligns perfectly with client needs and expectations.
Technical Specifications:
1. Detailed technical data such as system requirements, hardware and software specifications, and integration requirements.
2. Purpose: To develop a solution that is technically compatible and optimized for the client's existing infrastructure.
Business Information:
1. Information about the client's business operations, industry sector, and competitive landscape.
2. Purpose: To tailor the AI solution to the specific business context and industry challenges.
User Data:
1. If applicable, information about the end-users of the AI solution, including usage patterns, preferences, and feedback.
2. Purpose: To refine and enhance the user experience and effectiveness of the AI solution.
Compliance and Regulatory Information:
1. Data related to compliance with industry regulations and standards.
2. Purpose: To ensure that the AI solution adheres to relevant legal and regulatory requirements.

Methods of Data Collection by ArcanEdge

Client Interactions:
1. Direct communication via meetings, calls, emails, and video conferences.
2. Purpose: To gather project requirements, feedback, and ongoing input for the development process.
Project Documents:
1. Analysis of project-related documents provided by the client, such as briefs, reports, and strategic plans.
2. Purpose: To extract detailed project specifications and requirements.
Website Forms:
1. Collection of information through forms on our website, used for inquiries, service requests, or newsletter subscriptions.
2. Purpose: To capture initial client details and project ideas for further discussion and development.
Automated Data Collection Tools:
1. Use of cookies and similar technologies on our website to gather information about visitors’ usage patterns and preferences.
2. Purpose: To improve website functionality and user experience.
3. See our Cookie Policy for more details.
Feedback Forms and Surveys:
1. Post-project feedback forms and surveys to gather client opinions and experiences.
2. Purpose: To assess client satisfaction and identify areas for improvement in our services.
Data from Third-Party Sources:
1. Collection of data from publicly available sources or third-party service providers, if relevant to the project.
2. Purpose: To complement and enrich the data provided by the client for comprehensive solution development.

Secure Storage of Client Data by ArcanEdge

Encrypted Databases:
1. Advanced Encryption: Utilization of advanced encryption protocols such as AES-256 for databases to ensure that data at rest is protected against unauthorized access or breaches.
2. Regular Updates: Regular updates of encryption algorithms to align with the latest security standards.
Access Control:
1. Multi-Factor Authentication (MFA):** Implementation of multi-factor authentication and role-based access controls, ensuring that only authorized personnel have access to specific sets of data relevant to their role in the project.
2. Periodic Audits: Regular audits of access controls to ensure compliance and to identify any potential vulnerabilities.
Data Backup and Recovery:
1. Geographically Diverse Backups: Regular backups of client data to secure and geographically diverse locations to prevent data loss.
2. Comprehensive Plans: Establishment of comprehensive disaster recovery and business continuity plans to ensure data integrity and availability in any scenario.

Robust Security Measures Implemented by ArcanEdge

Firewalls:
1. Enterprise-Grade Deployment: Deployment of enterprise-grade firewalls to create a barrier between trusted internal networks and untrusted external networks.
2. Regular Maintenance: Regular updating and configuration of firewall rules to protect against evolving network threats and vulnerabilities.
Encryption in Transit:
1. Secure Protocols: Ensuring that data transmitted over networks is protected using secure protocols such as TLS (Transport Layer Security).
2. Up-to-Date Standards: Regular review and upgrading of transport encryption standards to ensure the highest level of data protection during transit.
Intrusion Detection Systems (IDS):
1. Continuous Monitoring: Use of advanced IDS to continuously monitor network and system activities for malicious activities or policy violations.
2. Rapid Response Integration: Integration of IDS with response systems to rapidly address and mitigate any detected threats.
Regular Security Audits and Penetration Testing:
1. Periodic Assessments: Conducting periodic security audits and penetration tests to assess the effectiveness of security measures and identify areas for improvement.
2. Independent Experts: Engaging independent security experts to perform these tests to ensure unbiased and thorough evaluations.
Employee Security Training and Awareness:
1. Ongoing Education: Regular training programs for employees on data security best practices, emerging threats, and response strategies.
2. Culture of Security: Fostering a culture of security awareness throughout the organization.
Software and Hardware Security Updates:
1. Timely Patching: Ensuring that all software and hardware components are kept up-to-date with the latest security patches and updates.
2. Regular Infrastructure Reviews: Conducting regular reviews to ensure that the technological infrastructure remains resilient against new types of cybersecurity threats.

Client Data Rights at ArcanEdge

Access and Correction:
1. Procedure for Access Requests: Clients can submit a request, either through a designated client portal or via direct communication, to access their data. ArcanEdge responds promptly, typically within 30 days, depending on the jurisdiction.
2. Facilitating Data Review and Correction: Upon accessing their data, clients can review it for accuracy and completeness. If inaccuracies or outdated information are identified, clients can request corrections or updates.
3. Verification Process: Before processing such requests, ArcanEdge implements verification measures to confirm the identity of the requester, ensuring that data is only shared or altered with proper authorization.
Data Portability:
1. Providing Data in Usable Formats: On request, ArcanEdge provides clients with their data in a structured, commonly used, and machine-readable format, such as CSV, JSON, or XML. This enables clients to easily transfer their data to another service provider or use it for their own purposes.
2. Assistance in Data Transfer: If needed, ArcanEdge offers assistance in transferring client data to another entity, ensuring the process is smooth and secure.
Opt-Out and Erasure:
1. Opt-Out Options: Clients can opt out of specific data uses, such as withdrawing consent for data processing activities not essential to the delivery of the AI solution services. This can typically be done through client account settings or by contacting ArcanEdge directly.
2. Right to Erasure (“Right to be Forgotten”): Clients have the right to request the deletion of their personal data when it is no longer necessary for the purpose it was collected, or if they withdraw consent (when consent is the basis for processing).
3. Considerations and Limitations: Requests for data erasure are subject to legal and contractual limitations. For instance, ArcanEdge may need to retain certain data for a legally mandated period or for the fulfillment of contractual obligations. Clients are informed about any such limitations when they make a request for data erasure.
Implementation and Compliance:
1. Systematic Implementation: ArcanEdge has systems and processes in place to ensure these rights can be exercised easily and effectively, without undue delay or expense to the client.
2. Regulatory Compliance: All procedures regarding access, correction, portability, opt-out, and erasure are designed to comply with applicable data protection laws, such as GDPR or CCPA, ensuring that client rights are fully respected and upheld.

Data Retention Period:

Defined Retention Policies:
1. Client data is retained for a period that is necessary to provide the requested services, meet contractual obligations, or comply with legal requirements. This period is clearly defined in client agreements and privacy policies.
Review of Data Necessity:
1. Regular reviews are conducted to determine whether the data is still required for the purpose for which it was collected. If data is no longer necessary for these purposes and is not required to be retained by law, it is earmarked for deletion or anonymization.
Compliance with Legal Obligations:
1. Where data retention is mandated by law (such as for tax purposes or compliance with specific industry regulations), ArcanEdge retains the data for the period specified by the relevant legislation.

Data Deletion and Anonymization

Secure Deletion Practices:
1. Upon reaching the end of the retention period, client data is securely and permanently deleted using methods that prevent data recovery. This includes wiping electronic files and securely destroying physical records.
Data Anonymization:
1. In cases where data may still hold analytical or statistical value, ArcanEdge may choose to anonymize the data. This process involves removing or modifying personal identifiers so that the data cannot be linked back to an individual client.
Audit and Documentation:
1. The deletion and anonymization processes are documented and audited to ensure compliance with data protection policies and regulations.
Notification to Clients:
1. Where appropriate, clients are informed when their data is being deleted or anonymized, especially if they have requested the erasure of their data.

Cross-Border Data Transfers at ArcanEdge

Understanding International Data Transfer Requirements:
1. Legal Compliance: ArcanEdge recognizes that transferring client data across national borders requires compliance with a range of international data protection laws and regulations, such as the GDPR in the European Union, and others depending on the regions involved.
2. Assessment of Legal Frameworks: Before transferring data, we assess the legal frameworks and data protection standards of the receiving country to ensure they offer an adequate level of protection.
Implementing Data Transfer Mechanisms:
1. Standard Contractual Clauses (SCCs): For countries without an adequacy decision, ArcanEdge uses SCCs or similar legal mechanisms to ensure that data recipients outside the originating country are contractually bound to protect the data to the standard required by the originating country's laws.
2. Binding Corporate Rules (BCRs): In the case of intra-company transfers, BCRs may be implemented, subjecting all participating entities within the corporate group to enforceable data protection standards.
Data Transfer Impact Assessments:
1. Risk Assessment:** Prior to any cross-border data transfer, we conduct a Data Transfer Impact Assessment (DTIA) to evaluate the risks and ensure that the data will be adequately protected in the recipient country.
2. Client Involvement: Clients are informed about the implications of such transfers and, where necessary, their consent is sought before proceeding with the transfer.
Ensuring Adequate Safeguards:
1. Technical Safeguards: Use of encryption and other security measures during data transfer to protect the data from interception or unauthorized access.
2. Legal Safeguards: Ensuring that data transfer agreements include robust data protection clauses and that recipient entities are committed to upholding the same standards of data protection.
Monitoring and Compliance:
1. Regular Review of Transfer Practices: Continuous monitoring of cross-border data transfer practices to ensure ongoing compliance with changing laws and standards.
2. Auditing Recipient Practices: Regular audits of recipient entities to verify compliance with data protection obligations and contractual terms.
Responding to Legal and Regulatory Changes:
1. Adaptability: ArcanEdge remains adaptable to changes in international data transfer regulations, such as updates in EU data protection laws or changes in bilateral agreements, to ensure continued legal compliance.
Training and Awareness:
1. Employee Training: Staff involved in data management and transfer are trained and kept up-to-date with the latest regulations and best practices regarding cross-border data transfers.

Policy Changes in ArcanEdge's Privacy Policy

Circumstances Leading to Policy Updates:
1. Changes in Business Practices: As ArcanEdge evolves, including introducing new services, technologies, or business models, updates to the Privacy Policy may be required to accurately reflect these changes.
2. Legal and Regulatory Developments: Amendments to data protection laws, privacy regulations, or judicial rulings can necessitate updates to ensure compliance and adherence to legal obligations.
Client Notification of Policy Changes:
1. Notification Methods: Significant changes to the Privacy Policy are communicated to clients through various channels, such as email notifications, announcements on our website, or direct communication for major clients.
2. Advance Notice: Where feasible, clients are provided with advance notice of changes, especially if these changes affect their rights or the way their data is handled.
3. Clarity and Transparency: The notifications clearly outline the nature of the changes, the reasons behind them, and any actions that clients may need to take.
Mechanism for Feedback:
1. Client Feedback Opportunity:** Clients are given the opportunity to provide feedback on policy changes, ensuring their concerns and perspectives are considered in our privacy practices.

Continuous Review and Update of Privacy Practices

Regular Review Schedule:
1. Periodic Assessments: ArcanEdge conducts regular reviews of its privacy practices to ensure they align with current business operations, technological environments, and data management practices.
2. Inclusion of Stakeholder Input: These reviews consider feedback from clients, employees, and legal advisors to ensure a comprehensive understanding of privacy needs and concerns.
Adaptation to Emerging Technologies and Trends:
1. Staying Ahead of Technological Advances: As new technologies emerge, particularly in the AI and data analytics fields, we assess their impact on privacy and update our practices to address any new risks or opportunities for data protection.
Legal Compliance Monitoring:
1. Regular Legal Updates: Staying informed about upcoming legislative changes or regulatory trends in data protection and privacy, both domestically and internationally, is a priority. This ensures that our policy remains compliant with the latest legal standards.
2. Engagement with Legal Experts: Regular consultations with privacy law experts to interpret complex legal requirements and translate them into practical, actionable policies and procedures.
Training and Internal Communication:
1. Employee Awareness: Ensuring that all staff members are informed about the latest privacy policy updates and understand their roles in upholding these standards.
2. Privacy Culture: Fostering a culture of privacy awareness and responsibility across the organization, emphasizing the importance of client data protection in every aspect of our operations.
Version Control:
1. Tracking Changes: Implementing version control for the Privacy Policy to track changes over time and provide clients with access to previous versions if needed.
2. Change Summaries: Including a summary of key changes in each updated version to aid client understanding.

What Are Cookies?

Cookies are small text files placed on your device by websites you visit. They are widely used to make websites work more efficiently and to provide information to the owners of the site.

How We Use Cookies

Essential Cookies: Necessary for the operation of our website and services.
Performance Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously.
Functionality Cookies: Allow our website to remember choices you make and provide enhanced, more personalized features.
Targeting Cookies: Used to deliver advertisements more relevant to you and your interests.

Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website.

Third-Party Cookies

We may allow third-party service providers to place cookies on your device for analytics and advertising purposes. These third parties have their own privacy policies governing their use of cookies.

Contact Information

For questions or concerns regarding these policies, please contact ArcanEdge at info@ArcanEdge.ai