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Singlebase Privacy Policy

Effective Date: Oct 1 2025
Last Updated: Oct 1 2025

1. Introduction​

SingleBase ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud backend services, including our AI-powered features such as vector databases, large language models, image processing, and generative AI capabilities.

2. Information We Collect​

2.1 Account Information​

  • Name, email address, and contact details
  • Billing and payment information
  • Account preferences and settings
  • API keys and authentication credentials

2.2 Service Usage Data​

  • API requests and responses
  • System logs and performance metrics
  • Error reports and debugging information
  • Usage patterns and service interactions

2.3 Content and Data You Provide​

  • Documents, files, and media uploaded to our services
  • Database records and structured data
  • Text content processed by our AI services
  • Images submitted for AI processing and enhancement
  • Custom configurations and metadata

2.4 AI Processing Data​

  • Vector Embeddings: Mathematical representations of your content
  • LLM Interactions: Prompts, queries, and generated responses
  • Image Analysis Data: Features extracted from images for processing
  • Training Signals: Aggregated, anonymized patterns used for model improvement
  • Biometric Templates: When explicitly provided for authorized use cases

2.5 Automatically Collected Information​

  • IP addresses and device identifiers
  • Browser type and operating system
  • Access times and geographic location (approximate)
  • Cookies and similar tracking technologies

3. How We Use Your Information​

3.1 Service Provision​

  • Provide, maintain, and improve our services
  • Process API requests and return responses
  • Authenticate users and maintain account security
  • Enable real-time data synchronization and storage

3.2 AI Service Enhancement​

  • Model Training: Use aggregated, anonymized data to improve AI models
  • Performance Optimization: Enhance AI processing speed and accuracy
  • Safety Improvements: Develop better content filtering and safety measures
  • Feature Development: Create new AI capabilities and services

3.3 Business Operations​

  • Process payments and manage billing
  • Provide customer support and technical assistance
  • Send service notifications and updates
  • Analyze usage patterns for capacity planning
  • Comply with legal obligations and court orders
  • Detect and prevent fraud, abuse, and security threats
  • Enforce our Terms of Service and policies
  • Protect our rights and the rights of our users

4. AI-Specific Data Processing​

4.1 Large Language Models (LLMs)​

  • Input Processing: Your prompts and queries are processed to generate responses
  • Context Retention: Conversation context may be temporarily stored during sessions
  • Model Improvement: Anonymized patterns may be used to enhance model performance
  • Safety Filtering: Content is automatically screened for harmful or inappropriate material

4.2 Vector Database Operations​

  • Embedding Generation: Text and data are converted to mathematical vectors
  • Similarity Search: Vectors are compared to find related content
  • Index Optimization: Vector relationships are analyzed to improve search performance
  • Clustering Analysis: Similar vectors may be grouped for improved recommendations

4.3 Image Processing and AI​

  • Computer Vision: Images are analyzed for object detection, classification, and enhancement
  • Content Moderation: Images are automatically screened for inappropriate content
  • Feature Extraction: Visual features are extracted and may be stored temporarily
  • Synthetic Generation: AI may create new images based on your specifications

4.4 Document Intelligence​

  • Text Extraction: Documents are processed to extract text and structure
  • Content Analysis: Document content is analyzed for insights and categorization
  • Question Answering: AI processes documents to answer specific queries
  • Summarization: Key information is extracted and condensed from documents

5. Data Sharing and Disclosure​

5.1 Third-Party AI Providers​

We may share limited data with trusted AI service providers for:

  • Advanced model processing that exceeds our internal capabilities
  • Specialized AI services (translation, advanced image processing)
  • All third-party providers are bound by strict data processing agreements

5.2 Service Providers​

We share information with vendors who provide:

  • Cloud infrastructure and hosting services
  • Payment processing and billing services
  • Customer support and communication tools
  • Security monitoring and threat detection

We may disclose information when required by:

  • Valid legal process (subpoenas, court orders)
  • Government requests in accordance with applicable law
  • Emergency situations involving imminent harm
  • Enforcement of our legal rights and agreements

5.4 Business Transfers​

In case of merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

6. Data Security and Protection​

6.1 Technical Safeguards​

  • Encryption: Data is encrypted in transit and at rest using industry-standard protocols
  • Access Controls: Strict authentication and authorization mechanisms
  • Network Security: Firewalls, intrusion detection, and monitoring systems
  • Regular Audits: Periodic security assessments and penetration testing

6.2 AI-Specific Security​

  • Model Isolation: AI models are isolated to prevent cross-contamination
  • Differential Privacy: Techniques to protect individual privacy in aggregated data
  • Secure Enclaves: Sensitive AI processing occurs in protected environments
  • Data Minimization: Only necessary data is used for AI processing

6.3 Organizational Measures​

  • Employee background checks and confidentiality agreements
  • Regular security training and awareness programs
  • Incident response procedures and breach notification protocols
  • Data governance policies and procedures

7. Data Retention and Deletion​

7.1 Retention Periods​

  • Account Data: Retained while your account is active and for legitimate business purposes thereafter
  • Service Data: Log data retained for up to 12 months for security and debugging
  • AI Training Data: Anonymized patterns may be retained indefinitely for model improvement
  • Backup Data: Retained according to our backup and disaster recovery policies

7.2 AI Data Retention​

  • Temporary Processing: Most AI processing data is deleted immediately after processing
  • Vector Embeddings: May be retained to maintain service functionality
  • Model Improvements: Aggregated insights retained for ongoing model enhancement
  • Safety Data: Harmful content examples retained for safety system improvement

7.3 Data Deletion​

  • You can request deletion of your personal data subject to legal and operational constraints
  • Some data may be retained in anonymized form for legitimate business purposes
  • AI model improvements based on your data cannot be reversed once integrated

8. Your Privacy Rights​

8.1 Access and Correction​

  • View and update your account information through our dashboard
  • Request copies of personal data we hold about you
  • Correct inaccurate or incomplete information

8.2 Data Portability​

  • Export your data in machine-readable formats
  • Transfer data to other service providers where technically feasible
  • Receive assistance with data migration

8.3 Deletion and Restriction​

  • Request deletion of your personal data (subject to legal requirements)
  • Restrict processing of your data for specific purposes
  • Opt out of data usage for AI model improvement

8.4 AI-Specific Rights​

  • Automated Decision-Making: Request human review of AI-driven decisions affecting you
  • AI Transparency: Receive information about AI systems processing your data
  • Bias Reporting: Report suspected bias or discrimination in AI outputs

9. International Data Transfers​

9.1 Cross-Border Processing​

  • Your data may be processed in countries other than your residence
  • We ensure adequate protection through appropriate safeguards
  • AI processing may occur in multiple jurisdictions for optimal performance

9.2 Transfer Mechanisms​

  • Standard Contractual Clauses (SCCs) for EU data transfers
  • Adequacy decisions where available
  • Binding Corporate Rules for intra-group transfers
  • Your explicit consent where required

10. Cookies and Tracking Technologies​

10.1 Types of Cookies​

  • Essential Cookies: Required for basic service functionality
  • Analytics Cookies: Help us understand service usage and performance
  • Preference Cookies: Remember your settings and customizations
  • Configure cookie preferences in your browser settings
  • Some cookies are essential and cannot be disabled
  • Third-party cookies may be used for integrated services

11. Children's Privacy​

  • Our services are not intended for children under 13
  • We do not knowingly collect personal information from children
  • If we become aware of child data collection, we will delete it promptly
  • Parents may contact us regarding their child's information

12. AI Ethics and Bias Mitigation​

12.1 Fairness and Non-Discrimination​

  • We implement measures to detect and mitigate AI bias
  • Regular testing for discriminatory outcomes across protected characteristics
  • Diverse training data to improve AI fairness
  • Ongoing monitoring of AI system performance across different groups

12.2 Transparency and Explainability​

  • Information about AI decision-making processes where technically feasible
  • Documentation of AI system capabilities and limitations
  • Regular publication of AI ethics reports and assessments

13. Changes to This Privacy Policy​

  • We may update this Privacy Policy to reflect changes in our practices or applicable law
  • Material changes will be notified through email or prominent service notices
  • Continued use of our services after changes constitutes acceptance
  • Previous versions are archived and available upon request

14. Regional Privacy Provisions​

14.1 European Union (GDPR)​

  • Legal basis for processing: contract performance, legitimate interests, or consent
  • Data Protection Officer contact: dpo@singlebase.com
  • Right to lodge complaints with supervisory authorities
  • Special protections for sensitive personal data

14.2 California (CCPA/CPRA)​

  • Right to know what personal information is collected and sold
  • Right to delete personal information (subject to exceptions)
  • Right to opt out of sale of personal information
  • Non-discrimination for exercising privacy rights

14.3 Other Jurisdictions​

  • We comply with applicable privacy laws in all jurisdictions where we operate
  • Specific rights may vary based on local regulations
  • Contact us for information about rights in your jurisdiction

15. Contact Information​

15.1 Privacy Inquiries​

For questions about this Privacy Policy or our privacy practices:

15.2 Data Protection Officer​

For GDPR-related inquiries:

15.3 AI Ethics Team​

For AI-related privacy concerns:

16. Effective Date and Updates​

This Privacy Policy is effective as of [Date] and was last updated on [Date]. We encourage you to review this policy periodically for any changes.

By using SingleBase services, you acknowledge that you have read and understood this Privacy Policy and agree to our collection, use, and disclosure of your information as described herein.