Privacy Policy

Last updated: August 26, 2026

1. Data controller

The data controller is:

IACINE TECH determines the purposes and means of the data processing carried out through iacine.tech.

2. Scope

This policy applies to data processed when:

• browsing the site;
• using the contact form;
• using the conversational assistant;
• uploading documents;
• sending voice messages;
• activating memory or conversation history;
• subscribing to the newsletter;
• securing and maintaining the service.

3. Data processed

Browsing and security

The site may process technical data such as:

• an irreversible, hashed fingerprint of your IP address — never the address itself;
• the date and time of requests;
• browser and device type;
• the page or resource requested;
• technical errors;
• events required to detect abuse, attacks and malfunctions.

Contact form

When you submit the contact form, the following data is processed:

• name;
• email address;
• subject of your request;
• message content.

This information is not stored in a database on the site: it is sent directly by email through our email delivery provider (Resend), which may keep a technical log of this transmission according to its own retention policy.

Newsletter

When you subscribe to the newsletter, your email address is kept in order to send you blog publications. You can unsubscribe at any time.

Conversational assistant

When you interact with the assistant, the following data may be processed:

• the messages you send;
• the responses generated;
• conversation history, if you enable it;
• your chosen response mode;
• memories you explicitly ask the assistant to save;
• a signed, pseudonymous identifier assigned to your browser;
• information you voluntarily share during the conversation.

The assistant never automatically saves information as a lasting memory unless you explicitly ask it to.

Uploaded documents

When a document is uploaded, the service may process:

• the file itself, held in an isolated quarantine area while it is being analyzed;
• its name, type and size;
• its technical fingerprint;
• its extracted content;
• the fragments created for document search and their vector representations (embeddings);
• the result of the antivirus scan and security checks.

A document is first placed in quarantine and checked before it can be used. A document rejected during this check is deleted immediately.

Voice messages

When you send a voice message, the recording is never stored: it is processed in memory, only for as long as strictly necessary to transcribe it, then immediately discarded. Only the transcribed text is kept in the conversation.

4. Purposes of processing

Data is processed in order to:

• display and operate the site;
• respond to contact requests;
• generate the assistant's responses;
• maintain conversation continuity;
• provide the memory features you choose to enable;
• analyze uploaded documents;
• transcribe voice messages;
• secure the service and prevent abuse;
• diagnose errors;
• maintain and improve technical performance;
• comply with IACINE TECH's legal obligations.

Conversations and documents are not used to train artificial intelligence models.

5. How the artificial intelligence works

The conversational assistant relies on OpenAI's text generation, speech synthesis, transcription and embedding models, which act as a technical processor on behalf of IACINE TECH.

Specifically, depending on the features you use, the following is sent to OpenAI:

• the content of your messages, to generate the assistant's responses;
• fragments extracted from documents you upload, to enable document search (embeddings);
• your voice recordings, sent only for the duration of their transcription (see §3);
• the text of responses, for the avatar's speech synthesis.

This processing may involve a transfer of data to OpenAI's servers, located in the United States. According to information published by OpenAI, this type of transfer is governed by the Standard Contractual Clauses approved by the European Commission. The retention period applied by OpenAI to this data is determined by its own privacy policy, available on its website.

The antivirus scanning of uploaded documents, on the other hand, is handled by a service that IACINE TECH operates itself: document content is never sent to a third party for this purpose alone.

6. Legal basis

Depending on their purpose, our processing activities rely on:

• IACINE TECH's legitimate interest in operating, securing and improving its site;
• pre-contractual or contractual measures when a user requests a service or shares a project;
• consent for enabling persistent memory, optional features and the newsletter;
• compliance with legal obligations applicable to IACINE TECH.

You may withdraw your consent at any time, without affecting the lawfulness of processing already carried out.

7. Human access to content and logs

Conversations, documents, transcripts and logs are not subject to any systematic human review or commercial use.

They may, however, be accessed exceptionally by an authorized IACINE TECH representative when strictly necessary to:

• respond to a support request;
• diagnose a malfunction;
• analyze a security incident;
• prevent or record abuse;
• comply with a legal obligation;
• protect the rights of IACINE TECH or of a user.

In addition, when the assistant successfully generates a response, the message and the reply may be forwarded to a private chat channel (Discord) used by IACINE TECH to monitor the service's proper operation — together with a non-identifying fingerprint of your IP address, never the address itself. This mechanism is only active if IACINE TECH has configured it.

Access is limited, logged, and reserved to authorized personnel only.

8. Retention periods

Unless you request earlier deletion, data is kept for the following periods:

• contact form: not stored on our side (see §3); retention limited to our email provider's technical log;
• conversations without memory enabled: 24 hours of inactivity, then technically archived;
• conversations with memory enabled: up to 90 days after your last activity;
• accepted documents: up to 30 days, after which the file and its analysis are automatically deleted;
• documents rejected by the security scan: deleted immediately;
• raw voice recording: never kept (see §3);
• transcription of a voice message: same duration as the associated conversation;
• memories saved by the assistant: until you explicitly delete them;
• browser identification cookie: up to 180 days;
• technical IP fingerprint used for abuse detection: from a few seconds up to 24 hours depending on the mechanism, never longer.

The pseudonymous technical identifier associated with your browser may be kept in our database beyond the lifetime of the cookie referencing it; it carries no directly identifying information and is never cross-referenced with your real identity.

Technical backups of the hosting platform follow their own rotation cycle, independent of our application systems.

9. Deletion by the user

From the assistant's “Data and memory” panel, you can delete a conversation. This immediately removes its content from your visible history, permanently deletes the associated documents (file and analysis fragments) and any linked recordings. The corresponding technical rows may be kept in a deactivated form for technical traceability purposes, without ever reappearing in your history or being used again.

The “Forget everything” function deletes memories explicitly saved by the assistant, as well as your remembered first name. It does not delete your conversations or documents already uploaded — use per-conversation deletion for that.

Data is also removed from technical backups once their normal rotation cycle expires.

10. Recipients

Depending on the features you use, your data may be shared with the following recipients:

• Cloudflare, Inc. (United States) — hosting of the site, database, file storage and security mechanisms, as well as anti-bot verification (Turnstile) on the conversational assistant;
• OpenAI — generating responses, computing embeddings, speech synthesis and transcription (see §5);
• Resend (operated by Plus Five Five, Inc., United States) — sending emails from the contact form and the newsletter;
• a private Discord channel used by IACINE TECH, solely for technical monitoring of the assistant (see §7);
• legally authorized authorities, where required by law.

Antivirus scanning of documents is handled by a service that IACINE TECH operates itself, and is never shared with a third party for that purpose.

Data is never sold, rented, or shared for advertising purposes.

11. Hosting and transfers

The site and the assistant are hosted on Cloudflare, Inc.'s infrastructure, a U.S. company. Certain processing related to the assistant's operation is also carried out by OpenAI and Resend, also based in the United States (see §5 and §10).

This processing may therefore involve a transfer of data outside the European Union. We invite you to review these providers' own privacy policies for details of the safeguards they apply to such transfers.

Antivirus scanning of documents remains entirely handled by infrastructure that IACINE TECH operates itself.

12. Security

IACINE TECH implements appropriate measures, including:

• encryption of communications (HTTPS);
• a signed, pseudonymous visitor identifier — never your name or IP address;
• irreversible hashing of the IP address before any use for abuse detection;
• rate limiting and abuse detection;
• systematic quarantine and antivirus scanning of every uploaded document;
• structural file validation and limits on accepted formats and sizes;
• per-visitor data isolation;
• automatic deletion of documents and conversations per the periods in §8;
• backups provided by the hosting infrastructure.

13. Cookies and local storage

When you interact with the assistant, a technical cookie named iacine_chat_visitor may be set to assign your browser a signed, pseudonymous identifier. This cookie contains neither your name, nor your messages, nor your documents.

Its exact characteristics: secured (Secure and HttpOnly attributes, not accessible via JavaScript), SameSite=Lax, kept for up to 180 days.

It is used solely to isolate your data and, if you enable the corresponding features, to retrieve your conversation on a later visit. It is never used for advertising purposes.

This cookie is strictly necessary for the conversational assistant to function — no consent banner is required for it, in line with regulatory guidance on trackers strictly necessary to a service the user has requested.

A few non-sensitive interface preferences are also stored locally in your browser (local storage), never leaving your device: the site's language, the sort order and a debug flag on the AI Hub page, the assistant's preferred response mode when memory is not enabled, the delay before you can resend a message, and the conversation or document currently in progress within your browsing session.

14. Automated decisions

The chatbot's responses are generated automatically, but they do not result in any legal or contractual decision concerning you.

You should not rely exclusively on an automated response to make an important decision.

15. Your rights

In accordance with the GDPR and applicable French data protection law, you may request:

• access to your data;
• its rectification;
• its erasure;
• restriction of processing;
• its portability, where this right applies;
• your objection to certain processing;
• withdrawal of your consent.

These rights may be exercised at: contact@iacine.tech

You can also delete your conversations and memories directly from the assistant's “Data and memory” panel, without needing to contact us.

Proof of identity may be requested only where there is reasonable doubt about the identity of the requester.

You may lodge a complaint with the French data protection authority (CNIL):

16. Updates to this policy

This policy may be updated to reflect changes to the service, its infrastructure, or applicable regulations.

The date of the last update is shown at the top of this page. Any significant change regarding purposes or recipients will be communicated appropriately.