Privacy Policy

Aitros Engagement (“Aitros,” “we,” “us,” or “our”) provides an employee engagement, leadership assessment, 360 feedback, and AI-assisted employee listening platform for organizations, HR teams, business leaders, and consultants.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, request a demo, create an account, use our platform, participate in an assessment, or otherwise interact with us.

This Privacy Policy applies to:

• Visitors to our website;
• Customers who purchase or administer the Aitros platform;
• Consultants or partners who use Aitros with their clients;
• Employees, leaders, raters, or other individuals invited to participate in assessments, surveys, AI chats, or feedback activities through Aitros.

If you are participating in an assessment or survey through your employer, organization, or consultant, that organization is typically responsible for deciding why your information is collected and how it is used. Aitros provides the software platform and processes the information to deliver the service.

1. Information We Collect

We collect different types of information depending on how you interact with Aitros.

A. Website and Demo Information

When you visit our website, request a demo, fill out a form, contact us, or sign up for updates, we may collect:

• Name;
• Email address;
• Phone number;
• Company or organization name;
• Job title or role;
• Message content or inquiry details;
• Scheduling information;
• Marketing preferences;
• Website usage data, such as pages viewed, referring pages, browser type, device type, IP address, and general location information.

B. Account and Customer Information

When an organization creates an account or uses the Aitros platform, we may collect:

• Administrator names;
• Business email addresses;
• Organization name;
• Login credentials or authentication information;
• User roles and permissions;
• Account settings;
• Billing and subscription information;
• Usage data related to platform activity;
• Support communications.

Payment information may be processed by our payment provider. We do not intentionally store full credit card numbers on our own systems.

C. Employee, Participant, and Assessment Information

When an organization uses Aitros to run surveys, assessments, AI chats, leadership 360s, or employee listening activities, we may process information such as:

• Name, email address, employee ID, or other identifier, depending on the customer’s configuration;
• Department, team, manager, role, location, tenure, or other organizational metadata;
• Assessment assignments and completion status;
• Survey responses;
• Likert-scale ratings;
• Multiple-choice responses;
• Open-text comments;
• AI chat responses and transcripts;
• 360 feedback responses;
• Leadership competency ratings;
• Organizational values feedback;
• Sentiment, theme, or summary analysis generated from responses;
• Aggregated reports, dashboards, and recommendations.

Some assessment responses may be configured by the customer to be anonymous, confidential, identifiable, or aggregated. The level of anonymity or confidentiality depends on how the customer sets up the assessment and what notices the customer provides to participants.

D. AI-Generated Information

Aitros may use AI-assisted tools to help generate:

• Survey or assessment recommendations;
• Suggested follow-up questions;
• Employee listening summaries;
• Sentiment analysis;
• Theme detection;
• Leadership or team-level insights;
• Draft reports;
• Recommended action areas;
• Administrative assistance for assessment design.

AI-generated outputs are based on available data and may be incomplete, inaccurate, or require human review. Customers are responsible for reviewing AI-generated outputs before relying on them.

E. Support and Communications

If you contact us for support, we may collect:

• Your name and contact information;
• Account or organization information;
• Details about your request;
• Screenshots, files, or messages you provide;
• Technical logs or diagnostic information needed to troubleshoot issues.

2. How We Use Information

We use personal information to:

• Provide, operate, and improve the Aitros platform;
• Create and manage customer accounts;
• Deliver surveys, assessments, AI chats, 360 feedback tools, dashboards, and reports;
• Authenticate users and manage permissions;
• Process payments and manage subscriptions;
• Provide customer support;
• Send administrative emails, product updates, and service notices;
• Respond to demo requests, inquiries, or support requests;
• Generate AI-assisted summaries, themes, recommendations, and draft assessments;
• Monitor platform performance, security, and reliability;
• Prevent fraud, misuse, unauthorized access, or abuse;
• Analyze product usage and improve user experience;
• Comply with legal obligations;
• Enforce our agreements and policies.

We do not use customer assessment responses, employee comments, AI chat transcripts, or 360 feedback data for unrelated advertising purposes.

3. Customer Data and Participant Data

Aitros is designed primarily as a business-to-business platform.

When a customer uses Aitros to collect information from employees, leaders, raters, or participants, the customer generally determines:

• Who is invited to participate;
• What assessments are sent;
• What questions are asked;
• What employee or organizational metadata is uploaded;
• Whether responses are anonymous, confidential, identifiable, or aggregated;
• Who within the organization may access reports or results;
• How assessment results are used.

Aitros processes this information to provide the platform and related services.

Participants should contact the organization that invited them to participate if they have questions about the purpose of an assessment, who can see results, whether participation is required, or how results may be used.

4. AI Processing

Aitros uses AI-assisted features to support assessment design, employee listening, analysis, and reporting.

AI features may process survey responses, written comments, AI chat transcripts, ratings, organizational metadata, and other customer-provided information in order to generate summaries, themes, recommendations, suggested questions, and draft reports.

Aitros does not intend AI-generated insights to replace human judgment. Customers should not use AI-generated outputs as the sole basis for employment decisions, including hiring, firing, promotion, discipline, compensation, performance management, or other consequential employment actions.

Unless otherwise stated in a written agreement, Aitros does not use customer assessment responses, employee comments, AI chat transcripts, or 360 feedback data to train third-party foundation models.

5. How We Share Information

We may share personal information with the following categories of recipients.

A. Customers and Authorized Users

If you participate in an assessment, survey, AI chat, or 360 feedback process, your information may be made available to the customer or authorized users according to the customer’s account settings, assessment design, and reporting configuration.

This may include aggregated results, dashboards, AI-generated summaries, completion status, or, where configured, identifiable responses.

B. Service Providers and Subprocessors

We may share information with vendors that help us provide the platform, including providers for:

• Cloud hosting;
• Database services;
• Authentication;
• Payment processing;
• Email delivery;
• AI processing;
• Analytics;
• Logging and monitoring;
• Customer support;
• Security and infrastructure.

These providers are authorized to process information only as needed to provide services to Aitros.

C. Legal, Safety, and Compliance

We may disclose information if we believe it is necessary to:

• Comply with law, regulation, subpoena, court order, or legal process;
• Protect the rights, safety, or property of Aitros, our customers, users, or others;
• Investigate fraud, abuse, security incidents, or policy violations;
• Enforce our agreements.

D. Business Transfers

If Aitros is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

E. With Your Direction or Consent

We may share information when you or the relevant customer directs us to do so or gives consent.

6. Cookies and Tracking Technologies

We may use cookies, pixels, local storage, and similar technologies to:

• Keep users signed in;
• Remember preferences;
• Secure the platform;
• Understand website traffic;
• Measure marketing performance;
• Improve the user experience.

Some cookies are necessary for the website or platform to function. Others may be used for analytics or marketing, depending on the tools we use.

You can control cookies through your browser settings. If we use analytics or marketing cookies that require consent or opt-out rights, we will provide appropriate choices where required by law.

7. Data Retention

We retain personal information for as long as reasonably necessary to provide the platform, maintain customer accounts, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business purposes.

Customer assessment data is generally retained according to the customer’s subscription, account settings, written agreement, or deletion request.

When a customer account ends, Aitros may delete, de-identify, or return customer data according to the applicable agreement and our data retention practices.

We may retain limited records where necessary for legal, security, billing, tax, audit, or compliance purposes.

8. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, disclosure, alteration, or destruction.

These safeguards may include:

• Access controls;
• Authentication protections;
• Role-based permissions;
• Encryption in transit;
• Vendor security review;
• Monitoring and logging;
• Backup and recovery practices;
• Internal access restrictions.

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

9. Anonymity, Confidentiality, and Aggregated Reporting

Aitros may support anonymous, confidential, identifiable, or aggregated assessment configurations.

However, anonymity depends on the assessment setup, response volume, metadata fields, customer configuration, and the content of participant responses.

For example, a participant may include details in a written comment that reveal their identity. Small teams or narrow demographic filters may also make it easier for a customer to infer who provided a response.

Customers are responsible for configuring assessments appropriately, communicating clearly with participants, and using results responsibly.

10. Sensitive Information

Customers should avoid uploading or requesting sensitive personal information unless it is necessary and lawful.

Sensitive information may include information about race, ethnicity, religion, health, disability, union membership, sexual orientation, biometric data, precise location, government identifiers, or other legally protected categories.

If a customer chooses to collect sensitive demographic or employee information through Aitros, the customer is responsible for providing any legally required notices, obtaining any required consents, and ensuring lawful use.

Aitros does not intentionally require sensitive personal information to use the standard platform.

11. Employment Decisions and Responsible Use

Aitros is intended to support organizational listening, leadership development, engagement measurement, and workplace insight.

Aitros does not make employment decisions. Customers are responsible for all decisions they make based on platform data, reports, or AI-generated outputs.

Customers should not use Aitros outputs as the sole basis for hiring, firing, promotion, compensation, discipline, performance management, or other employment decisions.

Customers are also responsible for complying with employment laws, labor laws, privacy laws, anti-discrimination laws, notice requirements, and internal workplace policies.

12. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, including the right to:

• Access personal information;
• Request correction of inaccurate information;
• Request deletion of information;
• Request a copy of information;
• Object to or restrict certain processing;
• Opt out of certain disclosures, sales, sharing, targeted advertising, or profiling, where applicable;
• Appeal a denied privacy request, where applicable.

To exercise privacy rights or ask questions about this Privacy Policy, contact us at hello@aitrosengagement.com.

If your information was collected through your employer, organization, or another Aitros customer, we may refer your request to that customer or ask you to contact them directly. In many cases, the customer is responsible for responding to participant privacy requests.

13. California Privacy Notice

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

Categories of Personal Information We May Collect

Depending on your relationship with Aitros, we may collect:

• Identifiers, such as name, email address, phone number, IP address, account ID, or employee ID;
• Commercial information, such as subscription, billing, or payment-related records;
• Internet or network activity, such as website usage, login activity, device information, and platform interactions;
• Professional or employment-related information, such as job title, department, team, role, manager relationship, or assessment metadata;
• Education or leadership development information, if included in assessment content;
• Inferences, such as AI-generated themes, sentiment, engagement indicators, or leadership assessment insights;
• Sensitive personal information, only if provided by a customer or participant and processed according to the customer’s configuration.

Purposes for Collection

We collect and use this information for the purposes described in this Privacy Policy, including providing the platform, administering assessments, generating reports, supporting customers, securing the service, processing payments, and improving our services.

Sale or Sharing of Personal Information

Aitros does not sell customer assessment data, employee survey responses, AI chat transcripts, or 360 feedback data.

Aitros does not use customer assessment data for cross-context behavioral advertising.

If our website uses advertising or analytics tools that are considered a “sale” or “sharing” under California law, we will provide required opt-out choices.

Retention

We retain personal information as described in the “Data Retention” section above.

California Rights

California residents may have the right to request access, deletion, correction, portability, and information about how personal information is collected, used, and disclosed. California residents may also have the right to opt out of certain sales or sharing and to limit certain uses of sensitive personal information.

To exercise privacy rights or ask questions about this Privacy Policy, contact us at hello@aitrosengagement.com.

14. Other U.S. State Privacy Rights

Residents of certain U.S. states may have additional privacy rights under applicable state privacy laws. These rights may include access, deletion, correction, portability, and opt-out rights.

To exercise privacy rights or ask questions about this Privacy Policy, contact us at hello@aitrosengagement.com.

We may need to verify your identity before responding. If your request relates to information controlled by an Aitros customer, we may direct you to that customer.

15. International Users

Aitros is currently intended primarily for use by organizations in the United States unless otherwise agreed in writing.

If you access Aitros from outside the United States, your information may be processed in the United States or other countries where our service providers operate. These countries may have privacy laws that differ from those in your location.

If Aitros processes personal data subject to the GDPR, UK GDPR, or similar laws, we will process such data according to applicable agreements, including any required data processing addendum or transfer mechanism.

16. Children’s Privacy

Aitros is not intended for use by children under 13, and we do not knowingly collect personal information from children under 13.

If we learn that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete it.

17. Third-Party Links

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

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we may notify users by posting an updated version on our website, updating the effective date, or providing other notice as required by law.

Your continued use of Aitros after an updated Privacy Policy becomes effective means you acknowledge the updated policy.

19. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or a privacy request, contact us at:

Aitros Engagement
Email: hello@aitrosengagement.com
Website: aitrosengagement.com