The privacy of your data — and it is your data, not ours! — is a big deal to us. In this policy, we lay out what data we collect and why, how your data is handled, and your rights with respect to your data. We promise we never sell your data: never have, never will.

This policy applies to all products and services provided by Akira Technologies Corp. ("Akira," "we," "us," or "our"), including the Akira platform at app.helloakira.com, our website at helloakira.com, and any related applications or tools — whether accessed through a web browser, mobile device, or QR code scan (together, the "Services").

Your data vs. your customers' data

An important distinction: this policy covers information we collect about you — our account holders and authorized users — in the course of providing the Services and managing our relationship with you.

However, when you use Akira to collect guest feedback, survey responses, or review data from your guests and customers, you are the data controller for that information. We process it on your behalf, under your instructions, as a data processor. We do not use your customers' data for our own purposes, and we do not contact your customers directly. If you are a guest or end user of one of our customers and have questions about how your information is handled, please contact the organization that collected your information.

What we collect and why

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity and access

When you sign up for Akira, we ask for identifying information such as your name, email address, company name, and role. This lets you personalize your account and lets us send you important product updates, invoices, and support communications. We may also send you optional surveys from time to time to help us understand how you use the platform and to make improvements. We'll never sell your personal information to third parties, and we won't use your name or company in marketing statements without your permission.

Billing information

When you sign up for a paid subscription, we collect your billing address and payment information. Credit card details are submitted directly to our payment processor and never touch Akira's servers. We store a record of the payment transaction, including the last 4 digits of the card number, for account history, invoicing, and billing support. We store your billing address so we can charge you for the service, calculate any applicable taxes, and send you invoices.

Platform data

We store on our servers the content that you and your authorized users upload, enter, or generate through the Services. This includes:

• Maintenance module: Work orders, work requests, asset records, asset photos, preventive maintenance schedules, vendor information, quote requests, purchase orders, invoices, parts inventory, and warranty records.
• Experience module: Guest feedback submissions, survey configurations and responses, review aggregation data, NPS scores, sentiment analysis results, and recovery tracking records.
• General: User profiles, dashboard configurations, analytics data, and any files or documents you upload.

We store this content so you can use the platform as intended. We keep it as long as your account is active. If you cancel your account, we'll delete this content according to the schedule described in the "Data retention" section below.

Log data and device information

When you access the Services, our servers automatically log standard technical data provided by your browser or device. This may include your IP address, browser type and version, operating system, the pages you visited, time and date of your visit, and time spent on each page. We use this information for security, fraud prevention, debugging, and to understand how the platform is used so we can improve it.

Website analytics

We use Plausible, a privacy-focused analytics tool, to understand how visitors interact with our marketing website. Plausible does not use cookies, does not collect personal data, and is fully compliant with GDPR, CCPA, and PECR. No personal information is tracked or stored by our website analytics.

Cookies

Our marketing website uses Plausible and does not require cookies for analytics. However, the Akira platform (app.helloakira.com) uses essential cookies to keep you signed in and to remember your preferences. These are first-party, functional cookies — we do not use advertising cookies or third-party tracking cookies in our platform.

Voluntary correspondence

When you email us with a question or request help, we keep that correspondence, including your email address, so we have a history of past interactions to reference if you reach out in the future. We also store information you may volunteer in surveys or customer interviews (with your express consent).

Mobile access

When you access Akira from a mobile device or scan a QR code on an asset tag, we collect the same log data described above. If you use your device's camera to take photos of assets or equipment (for attachment to work orders or asset records), those photos are uploaded and stored as part of your platform data. We do not access your camera, contacts, location, or other device features unless you explicitly initiate an action that requires it.

When we access or disclose your information

To provide the Services you've requested. We use third-party subprocessors to help run the Akira platform and provide the Services to you. See the "Subprocessors" section below for the current list.

To help you troubleshoot or fix a problem, with your permission. No Akira employee looks at your content except for limited purposes with your express permission — for example, if an error occurs that stops an automated process from working and requires manual intervention to fix. These cases are rare, and when they happen, we look for root cause solutions to avoid them recurring.

To investigate potential abuse. Accessing a customer's account when investigating potential misuse of the platform is a measure of last resort. If we discover you are using the Services in violation of our Terms of Service, we will take action as necessary.

Aggregated and de-identified data. We may aggregate and de-identify data collected through the Services for internal analytics, benchmarking, or product improvement purposes. Aggregated data cannot be used to identify you or your organization.

When required under applicable law. Akira is a Canadian company with data infrastructure located in Canada and the United States. If a Canadian or foreign government authority presents us with a legally binding order requiring disclosure of data, we must comply. It is our policy to notify affected users before we disclose data unless we are legally prohibited from doing so. If we are audited by a tax authority, we will disclose only the minimum billing-related information needed to complete the audit.

In the event of a business transfer. If Akira is acquired by or merges with another company, we'll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.

Your rights with respect to your information

We strive to apply the same data rights to all customers, regardless of location. Your rights include:

• Right to Know. You have the right to know what personal information is collected, used, shared, or sold. We outline both the categories and specific types of data we collect, as well as how they are used, in this privacy policy.
• Right of Access. You have the right to access the personal information we hold about you, and to obtain information about how it is stored, secured, and processed.
• Right to Correction. You have the right to request correction of any personal information that is inaccurate, out of date, incomplete, or misleading.
• Right to Erasure. You have the right to request that your personal information be erased from our systems, subject to certain limitations under applicable law. Fulfillment of some deletion requests may prevent you from using the Services, in which case a deletion request may result in closing your account.
• Right to Data Portability. You have the right to receive your data in a standard, machine-readable format. You may request a data export at any time by contacting our support team. There is no charge for data exports.
• Right to Restrict Processing. You have the right to request restriction of how and why your personal information is used or processed.
• Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
• Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority, including the Office of the Privacy Commissioner of Canada.
• Right to Non-Discrimination. We will not charge you a different amount, offer you different discounts, or give you a lower level of service because you have exercised your data privacy rights.

Many of these rights can be exercised by signing in and updating your account information directly. For requests that require our assistance, please contact us at [email protected]. We may need to verify your identity before responding to a request.

How we secure your data

All data is encrypted via SSL/TLS when transmitted between our servers and your browser. Our databases and backups are hosted on Amazon Web Services (AWS) infrastructure, which provides encryption at rest, physical security, and redundancy across multiple availability zones. We enforce strict access controls internally — only employees who need access to customer data to provide support or maintain the Services are granted it, and access is logged.

Although we invest heavily in security, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute data security, but we work hard to protect your information within commercially reasonable means.

You are responsible for maintaining the security of your own account credentials. We recommend using strong, unique passwords for your Akira account.

Data retention

We keep your information for the time necessary for the purposes for which it is processed:

• Active accounts: We retain all platform data for as long as your account is active.
• After cancellation: Your account and data remain accessible in a read-only state for 30 days following cancellation to allow you to request a data export. After that, your data will be permanently deleted from our active systems within 60 days. Content may persist in encrypted backups for up to an additional 30 days before being purged. Altogether, any data associated with a cancelled account should be fully purged from all of our systems within 120 days of cancellation.
• Billing records: We retain billing and payment records for as long as required by applicable tax and accounting laws.
• Support correspondence: We retain support emails and correspondence indefinitely so we can reference past interactions if you contact us again.

Location of data

Our Services are hosted on Amazon Web Services (AWS) infrastructure located in Canada and the United States. If you are located outside of these countries, please be aware that any information you provide to us will be transferred to and stored in these regions. By using our Services, you consent to this transfer.

Children's privacy

Akira's Services are designed for business use and are not directed at children under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

Subprocessors

We use the following third-party service providers to help deliver the Services. Each is bound by confidentiality obligations and is only permitted to process data as necessary to support the Services:

Subprocessor	Purpose	Data location
Amazon Web Services (AWS)	Cloud infrastructure and hosting	Canada / United States
Plausible	Privacy-focused website analytics	European Union

We will update this list as our subprocessors change. If you'd like to be notified of changes, please contact us.

PIPEDA compliance

As a Canadian company, Akira complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. This means we collect personal information only for purposes that a reasonable person would consider appropriate, we obtain consent where required, and we protect personal information with appropriate safeguards. You may contact the Office of the Privacy Commissioner of Canada if you have concerns about our handling of your personal information.

International data transfers

Some of our subprocessors operate in the United States. When personal data originating in Canada, the European Union, or the United Kingdom is transferred to the United States, we ensure that appropriate safeguards are in place, including contractual data protection obligations with our subprocessors that meet the requirements of applicable privacy law.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect new practices. When we make significant changes, we will update the date at the top of this page and notify account holders by email.

Have questions, comments, or concerns about this privacy policy, your data, or your rights? Please get in touch by emailing us at [email protected] and we'll be happy to help.