Your company’s data

The data remains your company’s

The documents, records, messages and files your company sends to the platform remain its property, as do the reports and other outputs the platform produces from them. FairAI does not use them to train artificial intelligence models or for any purpose of its own, unless your company authorizes it in writing.

What can be exported

Your company can request, at any time, an export of all the data FairAI holds on its behalf:

• the platform’s records, such as forms, tasks and quotes, with their history, dates, authors and other metadata;
• the documents and files uploaded, including images, audio and video;
• the outputs produced by the platform, such as reports, summaries and transcripts;
• your company’s own settings, catalogs, rules and report templates.

Records are delivered in CSV (UTF-8) and JSON, open and machine-readable formats, together with a document describing each table, each field and the links between them. Because each platform is tailored to the client, that document describes the data structure of your project, and your company can request it at any time. Files are delivered in the format in which they were uploaded or generated, such as PDF, Word, Excel, image, audio or video.

Requests are made by email to [email protected] or to the contacts named in the contract. FairAI makes the data available within 15 business days at most, through a secure download link or by other agreed means. The export is included in the monthly fee.

Known limitations

• Some elements are part of the platform’s inner workings and are FairAI’s trade secrets, so they are not exported: the source code, the models and their weights, the internal indexes and vector representations (embeddings), the models’ system instructions, reusable configurations, libraries and connectors. These exclusions do not prevent or delay switching: the indexes and vector representations can be generated again from the exported documents, and the source code is delivered in the cases set out in the license agreement.
• Artificial intelligence outputs depend on the models used. With another provider, the same data may produce different results.
• Data stored in the company’s own systems, such as its server, its ERP or its email, stays in those systems and is not part of the export.

Switching provider or moving to your own server

Your company can request, at any time, that the platform be moved to its own server, which may be hosted by another company, or a switch to another provider. It can also request only the deletion of the data.

1. Your company sends the request by email, 30 days in advance, stating the option chosen and whether the contract continues, with the platform on its own server, or ends.
2. The move or switch is completed within a transition period of up to 30 days, counted from the end of the notice period, which your company may extend once. If that period is technically unfeasible, FairAI says so within 14 business days of the request, explains why and proposes an alternative period, never longer than 7 months. During the transition, the service continues, and FairAI gives your company and the new provider the assistance and information they need.
3. Once the move or switch is complete, your company has 30 days to request any data it has not yet received. After that period, FairAI deletes the data from its live systems within 30 days and from backups within 90 days, and confirms the deletion by email.

When moving to its own server, FairAI installs the paid modules, transfers the data and carries out the initial setup, with no migration fee. Switching carries no charges beyond the monthly fees until the end of the transition and the minimum periods agreed in the contract.

Jurisdiction

FairAI, Inc. is a corporation incorporated in the State of Delaware, United States of America. The infrastructure it manages for clients is located in Portugal and is subject to Portuguese and European Union law. It is also subject to the laws of the United States of America, because FairAI, Inc. is incorporated there. The external providers of each project, such as artificial intelligence or email services, and the jurisdiction they are subject to are listed in Annex I of each client’s contract.

Requests from third-country authorities

To prevent access to, or transfer of, client data by authorities of countries outside the European Union where this would conflict with Union law or with the national law of the relevant Member State, FairAI applies the following measures:

• data on FairAI’s infrastructure is stored in Portugal, with encrypted communications, administrative access limited to the authorized team and protected by SSH keys and multi-factor authentication, and each client’s data kept separate from the others’;
• each request from an authority is reviewed before any response, and FairAI only gives access when the request is based on an applicable international agreement, such as a mutual legal assistance treaty, or meets the conditions of Article 32 of Regulation (EU) 2023/2854; in that case, it provides only the minimum data the request allows;
• FairAI informs the client of the request before responding, except when the request serves a criminal investigation and for as long as this is necessary not to prejudice it;
• the contracts with clients limit the processing of data to the client’s instructions and to the law of the European Union or its Member States.

Contact

Export, switching or deletion requests and questions about this page should be sent to [email protected].