Privacy Policy

Privacy Policy

Last updated: March 1, 2025

This Privacy Policy explains how EQUA AI (“we,” “us,” or “our”) collects, uses, stores, and protects your personal data when you interact with our digital services, including our website (https://equa.work), our Microsoft Teams application (“EQUA AI Translation & Summarization”), and our EQUA AI Proposal & Tender Generation tool (an AI-native procurement platform). By using any of our services, you agree to the terms of this Privacy Policy.

1. Who We Are

EQUA AI is dedicated to delivering innovative AI-powered solutions. Our digital services are designed to enhance collaboration, communication, and procurement processes. This Privacy Policy applies collectively to our website, Teams app, and procurement platform.

2. Data Collection and Use

A. Website

Comments and Interactions:

When you leave comments or interact with our website, we collect the information you provide (such as your name, email address, and comment content), along with your IP address and browser user agent, to help with spam detection and improve user experience. An anonymized hash of your email address may be sent to third-party services (e.g., Gravatar) to display your profile image. Please review their privacy policies for more details.
Media Uploads:

If you upload images or other media to our website, please ensure that sensitive information (e.g., embedded location data) is removed. Visitors may download such media and access any embedded metadata.
Cookies:

We use cookies to enhance your experience, remember your preferences, and facilitate logins. Cookies may store data such as your name, email address, and login details for a limited period. These cookies do not contain personal data beyond what you choose to provide.

B. Teams App & Procurement Platform

Document and Data Processing:

When using our Teams app and Proposal & Tender Generation tool, you may provide documents and data (including project details and procurement proposals) to be processed by our AI solutions. These inputs are used solely to translate, summarize, or generate proposals and tender documents, and to deliver the corresponding outputs to your designated Teams channels or application dashboards.
Temporary Storage and Retention:

Any data processed through our digital tools is retained only for the duration necessary to complete the requested services. Once processing is complete (e.g., after translation, summarization, or document generation), temporary files and caches are securely deleted.
Personal Data:

If personal data is provided in your submissions, it will be used exclusively for service delivery and will not be used for any other purposes without your consent.

3. Data Sharing

Third-Party Services:

We may share data with trusted third-party providers (such as spam detection services or media hosting platforms) to enhance our services. These third parties are required to protect your data in accordance with their own privacy policies.
Legal Obligations:

We may disclose your information when required by law, regulation, or legal process, or to protect our rights and safety.

4. Security Measures

We implement industry-standard security measures to safeguard your data, including:

Secure data transmission via HTTPS.
Encryption for sensitive data during transit.
Access control and secure, time-limited storage of processed data.

These measures ensure that your personal data is handled securely across all our services.

5. Your Rights

Access and Control:

You have the right to request access to the personal data we hold about you, request corrections, or ask for deletion of your data (subject to any legal retention obligations).
Contacting Us:

For any privacy-related inquiries or requests, please contact us at:

Email: [privacy@equa.work]

6. Data Transfers

Any data transmitted via our services is securely transferred using HTTPS. While our servers may be located in various regions, by using our services, you consent to the transfer of your data as described in this Privacy Policy.

7. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by updating the “Last updated” date on this page. Your continued use of our services constitutes your acceptance of any changes to the policy.

By accessing or using our website, Teams app, or Proposal & Tender Generation tool, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.