Your privacy matters to us. At IKON AI, we are transparent about how we collect and use information to ensure your data is treated responsibly.
1.1 At Ikon AI, we maintain a strong commitment to privacy. The importance of trust is recognized when our services are used and thus user privacy is given top priority, underscoring our technology and business decisions.
1.2 We develop and operate an AI platform accessible through a web-interface, and, subsequently, a mobile-app, (“ Service”) that can be engaged directly or accessed as part of the Offering of a Partner. We go to the best possible extent to protect our Partner’s and End-users’ data and keep it private and secure. Data we may collect within the scope of our Service is with the purpose of providing best results and personalized experience and to improve our software.
1.3 This privacy policy applies to the collection, use, and disclosure of personal data for provision of the Services, marketing, sales, customer and Partner agreements, and when visiting our website.
1.4 Our Partners establish and maintain a separate privacy policy (" Partner Privacy Policy ") that outlines the specific types of Personal Data processed in each specific use case for the Service provided by Ikon AI. This Partner Privacy Policy serves as the primary instrument through which the Partner informs You as an End-user about the processing of your Personal Data.
2.1 As the data controller, the main group of data subjects is the contact details and other information of our business partners.
2.2 We collect personal data through different means. The type of data collected depends on the data subject and varies by assignments. Collecting and processing may include, but is not limited, to the following:
(a) basic information, such as name, and contact details;
(b) information relating to our relationship, such as services and order details, contract information, payment details, billing information;
(c) demographic information, such as nationality, mother language, and gender;
(d) data generated in connection with service provision e.g., login information, and how services are used;
(e) other data, which is based on your consent and defined in detail on a case by case basis.
2.3 We may collect and use for any purpose aggregated data, where an individual person is not identified from e.g., statistical data collected in connection with the provision of services.
3.1 We may use the Personal Data collected from you to enhance our Service. This includes, but is not limited to, utilising this information to better understand user behaviour, needs, and preferences, to improve existing functionalities, to develop new features, and to provide a more personalized and effective user experience. Importantly, your Personal Data is not used for the training of publicly available AI language models. Such use of Personal Data is based on our legitimate interest to understand our users and to innovate and improve our Service.
4.1 Ikon AI develops and operates an AI platform, which can be adapted to unique Offerings for End-users by Us or our Partners. Ikon AI is contracted to perform data processing services on behalf of the Partners, who are the controllers in the meaning of the GDPR for the Personal Data specified in the Partners’ Privacy Policy where Ikon AI acts as data processor for such personal data of the End-users.
4.2 When using the Service, Partners and End-users provide their respective personal data to Ikon AI’s server. As Ikon AI is responsible for operating the software platform, this data is transmitted to Ikon AI. The data collected includes but is not limited to service-related information, e.g. user IDs and authentication credentials.
5.1 We act as an independent controller for processing necessary data to manage our software service.
5.2 Our Partners act as independent controllers for providing their own services. We may act as processors regarding the End-user information, and thus operate as data processors subject to our Partners.
5.3 We may market and inform you about Ikon AI’s services. We may combine the data collected about you from publicly available sources, and from our different interactions with you. Further, your personal data may also be used for market research and customer surveys. Processing of personal data is based on our legitimate interest to collect and analyse relevant information to better understand our customers and develop relevant services.
5.4 Based on your consent we may store and access information, including personal data, on your device in order to create personalized ads profile and deliver relevant content at the website (e.g. information and ads about Ikon AI’s services) as well as to measure the effectiveness of the advertising. Respectively, your personal data may also be processed to develop and improve the Service, or our partners’ services.
6.1 We process your personal data for the performance of an agreement to provide our services to you, improve our services, and comply with legal obligations or our processing is based on legitimate interest in providing quality services to our customers. The purposes for which we process personal data are:
(a) Marketing and Sales of services to contact regarding your interest in our services;
(b) Providing services to our Partners and End-users and ensuring the functioning and maintenance of the software service;
(c) Verifying the identity of our Partners and End-users for the purposes of signing into the Service;
(d) Managing, pursuing, and analysing customer relationship, including customer communication, user account management and processing payments;
(e) Improving our services;
(f) Improving and personalizing our services and to develop new services and providing notifications on new features, changes, and improvements;
(g) Customer Support, corresponding with End-users, solving issues, and providing customer support primarily through the Service and secondarily email; and
(h) Informing and interacting with you of new services, features, and content we may offer.
6.2 We may process your personal data also for specific purposes if you have consented to such processing.
7.1 When Partners and End-users visit our website, Cookies, and other similar technologies (“ Cookies ”) are used to automatically collect information about the visits. Collected information is detailed in the cookie banner at our website. It is possible for you to accept or refuse the use of the cookies.
7.2 Retention time for each cookie is 30 days. You can accept or refuse cookies or change your earlier choices through cookie banner at our website. You can always disable cookies or clear your cookie history for all visited websites from your browser settings.
7.3 Accepting cookies will enable you to get the best from our website. If you refuse cookies, some aspects of the website may not work on your device, and you may not be able to access all areas thereof.
8.1 We may share your personal data with third-party service providers who assist us in providing our services.
8.2 We may disclose your personal data to comply with legal obligations or protect our legal interests.
9.1 The data we collect is processed by us within the European Union (EU)/European Economic Area (EEA) and in third party data processing facilities within the EU/EEA.
9.2 Some of our Partners or End-users may have access or are located outside the EU/ EEA and their processing of your personal data will involve a transfer of data outside of EU/EEA.
9.3 We will take necessary steps to provide appropriate safeguards for international data transfers and to the extent necessary implement supplementary measures for protection of personal data as required by applicable laws. We will implement the standard contractual clauses and implement necessary technical, organisational, or contractual supplementary measures to ensure that personal data has the same protection as in EU/EEA in accordance with the GDPR.
10.1 We will retain the personal data of our Partners and End-users only for as long as necessary to provide services and as required by law. After that, we will securely dispose of your personal data.
10.2 Please note that we typically retain chat history for a limited duration for the purpose of improving our service and providing personalized responses. After this period, chat history may be anonymized or deleted from our systems.
10.3 Data retention time for Partner representatives is by default the duration of the business relationship with the Ikon AI and 3 months after this.
10.4 For the End-users of the service, data retention period is by default the duration of the end-user's relationship with the service and 1 month after this.
11.1 You have certain rights regarding your personal data:
(a) Right to Access: You have the right to access your personal data that we hold.
(b) Right to Rectify Personal Data: You have the right to request that we correct any inaccurate or incomplete personal data that we hold.
(c) The Right to Object to the Processing: You have the right to object to the processing of your personal data for certain purposes.
(d) The Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
(e) The Right to Be Forgotten: You have the right to request that we erase your personal data under certain circumstances.
(f) The Right to Restriction of the Processing: You have the right to request that we restrict the processing of your personal data under certain circumstances.
(g) The Right to Give and Withdraw Your Consent: You have the right to give or withdraw your consent for the processing of your personal data.
12.1 We take appropriate technical and organizational measures to protect your personal data from loss, destruction, unauthorized access, disclosure, or other misuse. These measures include physical, electronic, and procedural safeguards that comply with applicable legal requirements. We limit access to personal data to those authorized employees and service providers who need to know the information in the course of their duties. They will only process your personal data based on our instructions and are subject to a confidentiality obligation.
12.2 Personal Data is stored in an encrypted database on the servers of third-party cloud service providers. We make sure to adhere to best practices for persisting and encrypting data.
12.3 Although our good faith efforts to store your data in a secure operating environment that is not available to the public, please remember that unfortunately no data transmission or storage is 100% risk free. You provide your personal data at your own risk, and we cannot guarantee the absolute security of your data. In the unfortunate case of a security breach that endangers your privacy or data we will inform you as well as the relevant authorities, as required by law. We may also temporarily shut down services to protect the personal data.
13.1 We may update this privacy policy from time to time. We will notify our Partners and End-users of any significant changes by posting a notice on our website or by sending an email.
This Privacy Policy was last updated on January 15, 2026.
14.1 If you have any questions or concerns about this privacy policy or our use of your personal data, please contact support@ikonai.com. The contact details of the company are:
(i) Ikon Live Oy, (business ID: 3318332 - 5 ) (ii) Address: Yrjönkatu 11, 00120 Helsinki.
14.2 Depending on the data subject, Ikon Live Oy acts as the data controller or as the data processor within the meaning of the General Data Protection Regulation (EU 2016/679).