Privacy Policy

This document is a general template provided for convenience and does not constitute legal advice. Before relying on it, have it reviewed by qualified counsel against the specific regulations that apply to your business (e.g. GDPR, UK GDPR, CCPA/CPRA).

1. Overview

Akoora Systems, Limited ("Akoora", "we") acts as a for account and billing information, and as a for personal data your organization stores inside the Services (for example, names or email addresses contained in a file in Akoora Drive or a message in Akoora Mail). If your organization is the controller of that data, our processing of it is governed by the Data Processing Addendum in your order form, and this Policy describes our practices as a processor for that content.

2. Information we collect

Account data: name, work email, password hash, company name, billing address, and role, collected when you sign up or are invited to an organization.
Payment data: billing details processed by our payment provider; Akoora does not store full card numbers.
Customer Content: files, messages, calendar events, catalog records, and other content you or your users store in the Services, as described in our Terms of Service.
Usage data: log-in times, feature usage, device and browser type, IP address, and diagnostic/crash data, collected automatically to operate and improve the Services.
Cookies & similar technologies: as described in our Cookie Policy.
Support data: information you provide when contacting support or sales, including the contents of your message.

3. How we use it

We use personal data to:

provide, maintain, and secure the Services, including authentication and access control;
process payments and manage your subscription;
respond to support requests and communicate service-related notices;
monitor performance, debug issues, and improve reliability;
send product updates and marketing communications, where you have opted in (you can opt out at any time); and
comply with legal obligations and enforce our Terms of Service.

4. Legal bases (EEA/UK)

Where the GDPR or UK GDPR applies, we rely on the following legal bases: performance of a contract (to provide the Services you signed up for), legitimate interests (to secure and improve the Services, and for non-intrusive marketing to existing customers), consent (for optional cookies and marketing to prospects), and legal obligation (for tax, accounting, and law-enforcement requests).

We do not sell personal data. We share it only with:

who need it to help us operate the Services (hosting, email delivery, payment processing, analytics, customer support tooling);
professional advisors (lawyers, auditors) under confidentiality obligations;
a buyer or successor in the event of a merger, acquisition, or asset sale, with notice to you; and
law enforcement or regulators where required by valid legal process.

An up-to-date list of subprocessors is available on request at privacy@akoora.example.

6. International transfers

Akoora is based in the United States and may process data in other countries where our infrastructure or subprocessors operate. Where we transfer personal data out of the EEA, UK, or Switzerland, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses or the UK International Data Transfer Addendum.

7. Data retention

We retain account data for as long as your account is active and, after closure, for a reasonable period to meet legal, tax, and dispute-resolution needs (typically up to 7 years for billing records). Customer Content is retained per Section 13 (Term & termination) of our Terms of Service, and is generally deleted within 30 days of account closure unless you request earlier deletion or a longer period is required by law.

8. Security

We use industry-standard safeguards — encryption in transit, access controls, and regular security testing — to protect personal data against unauthorized access or disclosure. No system is completely secure, and, as set out in Section 6 of our Terms of Service, Akoora is not liable for loss or unauthorized access to Customer Content that occurs despite these measures. You should use strong, unique passwords, enable available multi-factor authentication, and manage user permissions carefully.

9. Your rights

Depending on your location, you may have the right to:

access, correct, or delete your personal data;
object to or restrict certain processing;
receive a portable copy of your data;
withdraw consent where processing is based on consent; and
opt out of the "sale" or "sharing" of personal data, and of targeted advertising (California residents, under the CCPA/CPRA).

To exercise these rights, email privacy@akoora.example. If your organization's admin controls the data (e.g. content stored inside a shared Akoora workspace), we may direct your request to them. You also have the right to lodge a complaint with your local data protection authority.

10. Cookies

We use a small number of cookies to run the site and, where you consent, to understand usage. Full details, including how to control or disable them, are in our Cookie Policy.

11. Children's privacy

The Services are intended for business use by adults and are not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact us and we will delete it.

12. Changes & contact

We may update this Policy from time to time; material changes will be announced by email or in-product notice at least 30 days before they take effect. Questions or requests can be sent to our privacy team at privacy@akoora.example or by post to Akoora Systems, Limited, San Francisco, CA, USA.