Auxylia Ltd (“Auxylia”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website and use our services. By accessing or using our site, you consent to the practices described in this Privacy Policy.

1. Information We Collect

a. Personal Information

When you register or use our services, we may collect personal information, including:

• Contact Details: Your name, email address, telephone number, and mailing address.
• Account Information: Username, password, and related registration details.
• Payment Information: Credit card or other payment details (processed securely through our payment providers).

b. Service Data

We collect data generated from your interactions with Auxylia, including:

• Session Recordings: Therapy sessions are recorded temporarily for the sole purpose of transcription. These recordings are deleted after transcription; only the text-based transcript is retained.
• Session Transcripts: Text-based transcripts from recorded sessions.
• AI-Generated Insights: Data from your sessions used to generate personalized insights.
• Usage Data: Information about how you navigate and interact with our website and services (e.g., IP address, browser type, and access times).

c. Who Controls Your Data

Auxylia Ltd is the data controller for all personal data processed on the platform, including information provided by both clients and therapists. This includes registration details, session recordings and transcripts, and AI-generated insights. Therapists use Auxylia to deliver sessions but do not determine how personal data is processed. Auxylia determines the purpose and means of all data processing activities.

d. Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Performance of a contract: to provide our platform and services to you.
• Consent: where you opt in to specific features, such as receiving insights by email.
• Legitimate interests: to improve, secure, and maintain our services.
• Explicit consent: for processing special category data (e.g. mental health-related content from sessions), in line with Article 9(2)(a) of the UK GDPR.

2. How We Use Your Information

We use your information for purposes including, but not limited to:

• Providing Services: To offer secure online therapy sessions, generate AI-driven insights, and improve our platform.
• Account Management: To manage your account and process payments.
• Enhancing User Experience: To analyze user interactions, enhance functionality, and tailor our services.
• Compliance and Security: To comply with legal obligations (such as GDPR and HIPAA) and protect against fraud or unauthorized activity.
• Communication: To notify you about service updates, changes to our policies, and other important information.
• Insight Use Notice: AI-generated insights are supportive, non-clinical reflections intended to help clients engage with therapy between sessions. They do not constitute medical or psychological diagnoses.

3. Disclosure of Your Information

Auxylia does not sell or rent your personal data. We may share your information only in the following circumstances:

• With Service Providers: We may share data with third-party vendors who assist in delivering and maintaining our services, under strict confidentiality agreements.
• Legal Requirements: If required by law or in response to a valid legal process, we may disclose your data to law enforcement or regulatory authorities.
• With Consent: In cases where we have obtained your explicit consent to share your data for specific purposes.

4. Data Retention and Security

• Retention: We retain personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Session recordings are deleted after transcription; only secure, text-based transcripts are retained.
• Security: We implement technical and organizational measures (in line with GDPR and HIPAA standards) to protect your personal data from unauthorized access, alteration, disclosure, or destruction.

5. Your Rights

Depending on your location, you may have rights regarding your personal data, including:

• Access: Request access to the personal data we hold about you.
• Correction: Request correction of any inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal and contractual obligations.
• Restriction: Request restriction of processing under certain circumstances.
• Data Portability: Request a copy of your personal data in a structured, commonly used format.
• Objection: Object to the processing of your data under certain conditions.
• Complaint: You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data. Visit www.ico.org.uk for details.

To exercise these rights, please contact us.

6. International Data Transfers

If your personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, including the UK GDPR

These safeguards may include the use of Standard Contractual Clauses or the UK International Data Transfer Addendum.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review our Privacy Policy periodically to stay informed about how we protect your data.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Auxylia Ltd

Email: support@auxylia.ai

Address: 32 Ponton Road, SW11 7BA London