Privacy Policy

Max AI is operated by MAXDATA APP LTD, company number 12078187, registered at 280 King Street, London, W6 0SP, United Kingdom.

Questions and privacy requests can be sent to support@maxaiagent.app. If you have an account, include the email address connected with it so we can identify the relevant workspace access. Guest users can instead describe the date, device and subject of their request.

Max AI acts as a controller for data used to administer accounts, provide support, secure and operate the service, and meet legal obligations.

For customer content, connected-channel data, website-widget conversations, uploaded knowledge-base content and workspace instructions, Max AI generally acts as a processor or service provider on behalf of the workspace owner. If your data was provided through a customer workspace, that workspace may be the controller and we may refer your request to it.

Account and workspace data may include your email address, authentication identifiers, workspace membership and role, account preferences, conversations, customer records, agent instructions, connected-channel messages, documents, tool results, audit logs, support messages and billing or usage records.

Technical data may include session information, app version, device and operating-system details, diagnostics, request identifiers, approximate network information and security events. We use network information for security, fraud prevention and rate limiting, not to build an advertising profile.

For push notifications, we may process a device identifier and Expo push token. You control notification permission in your device settings.

You can use the limited Guest Chat AI in Max AI Mobile without creating an account or providing an email address or name. The app creates a random guest session identifier on your device for daily request limits.

A guest request contains the message you enter, the app language, the random guest session identifier and your current AI data-sharing permission. Max AI does not add customer, workspace, account, memory, file, audio or previous-chat context to a guest request.

Guest prompts and answers are not saved in Max AI conversation history. Max AI may keep limited security and rate-limit records derived from the session or network identifier. The AI provider may retain request data for the limited period allowed by its business or API terms and applicable law.

To generate text, Max AI may send the prompt and the context needed for your request to one of these third-party AI providers: Anthropic, OpenAI, Google Gemini, xAI, DeepSeek, MiniMax, Alibaba Cloud (Qwen), Moonshot AI (Kimi). Audio submitted for dictation is sent to OpenAI for transcription and is not stored by Max AI as an audio file. Knowledge retrieval may also send search text or document excerpts to OpenAI, Google Gemini or Voyage AI to create embeddings or rank relevant context.

Depending on the feature you choose, the data sent may include your typed message, recent conversation context, workspace instructions, customer or knowledge-base context, tool results, an attachment you deliberately add, or an audio recording you deliberately submit. We send only the data needed to provide the requested AI feature.

Before Max AI Mobile sends this data to a third-party AI provider, the app identifies the data, recipients and purpose and asks for your explicit permission. If you choose “Not now”, no AI request, attachment or audio is transmitted. Permission is also checked by the server for mobile AI requests.

You can withdraw permission at any time under Settings → Account → AI data sharing. Withdrawal stops future transmissions but does not recall requests already processed. You may contact support to exercise deletion or access rights for data already processed.

We use data to authenticate users, provide account and workspace features, generate requested AI responses, transcribe requested dictation, retrieve relevant knowledge, connect selected channels and tools, deliver notifications, provide support, measure plan usage, process billing and improve service reliability.

We also process limited data to prevent abuse, protect accounts and workspaces, diagnose incidents, enforce our terms and comply with legal obligations.

Max AI does not sell personal data and does not use guest or workspace content for third-party advertising. Third-party providers are instructed to process shared data only to deliver the contracted service and to apply privacy and security safeguards at least equivalent to those required of Max AI.

We use service providers for authentication, database and application hosting, file storage, notifications, monitoring, analytics, support and payment processing. They receive only the data needed for their service and process it under contractual, confidentiality and security obligations.

If you or your workspace connects another service, Max AI processes and shares data according to the action you request, the workspace configuration and that provider’s terms. Disconnecting a service stops new transfers but does not automatically delete data already held by that provider.

We retain account and workspace data while the account or workspace is active and afterwards only as needed to complete deletion, provide support, resolve disputes, enforce agreements and meet legal, accounting, security or abuse-prevention obligations.

Conversation content, documents and connected-channel data remain until deleted by an authorized workspace user, the workspace is deleted, or the applicable customer instructions require deletion. Operational logs and backups expire on controlled schedules; billing and legal records may be kept for the period required by applicable law.

When data is deleted from the active service, residual copies may remain in protected backups until normal backup expiry. We pass applicable deletion instructions to processors unless retention is legally required.

Some providers may process data outside the United Kingdom or European Economic Area. Where required, we rely on adequacy decisions, Standard Contractual Clauses, the UK International Data Transfer Agreement or UK Addendum, and supplementary safeguards.

We use access controls, encryption in transit, provider and secret isolation, audit and security logging, rate limits, least-privilege service access and incident procedures. No security method can guarantee absolute protection.

Depending on your location and our role, you may have rights to access, correct, delete, restrict or object to processing, receive a portable copy, withdraw consent and complain to a data-protection authority. Withdrawing consent does not affect processing that was lawful before withdrawal.

You can withdraw mobile AI data-sharing permission in the app, sign out at any time, manage notifications in device settings and request account or data deletion through the route below or by contacting support.

Privacy requests: support@maxaiagent.app

Postal address: 280 King Street, London, W6 0SP, United Kingdom

We may update this policy when our product, providers or legal obligations change. We will show a new effective date and request renewed permission in the mobile app if the AI data-sharing disclosure materially changes.