IdeasIQ.ai Privacy Policy

IdeasIQ.ai is an AI-first idea operating system designed to help organizations capture, shape, evaluate, prioritize, and advance ideas into measurable business outcomes.

This Privacy Policy explains how IdeasIQ.ai, its affiliates, and related services collect, use, store, disclose, and protect personal data when you visit our website, interact with our marketing channels, use our platform, submit ideas, participate in innovation programs, or engage with our AI-enabled services.

For the purpose of this policy:

• “IdeasIQ.ai,” “we,” “us,” or “our” refers to the entity operating IdeasIQ.ai.
• “Customer” refers to an organization that subscribes to or uses IdeasIQ.ai for its employees, partners, customers, or innovation participants.
• “User” refers to an individual using the platform, website, or services.
• “Customer Data” means data submitted to the platform by or on behalf of a Customer, including ideas, comments, documents, scores, business cases, workflows, and related metadata.
• “Personal Data” means information that identifies or can reasonably identify an individual.
• “AI Systems” refers to AI models, LLMs, agents, scoring engines, copilots, recommendation systems, summarization tools, analytics tools, and automation services used within IdeasIQ.ai.

Where IdeasIQ.ai processes Customer Data on behalf of a Customer, we generally act as a processor/service provider. The Customer is responsible for determining the purpose and lawful basis for processing that data. Where we collect data for our own website, marketing, sales, product analytics, security, or business operations, we act as a controller/data fiduciary/business, depending on applicable law.

This policy applies when you:

• Visit IdeasIQ.ai or related websites.
• Request a demo, download content, register for events, or contact us.
• Use the IdeasIQ.ai platform as an employee, customer, partner, evaluator, administrator, jury member, mentor, or participant.
• Submit ideas, nominations, feedback, comments, ratings, documents, business cases, or supporting evidence.
• Interact with our AI-enabled features, including idea scoring, summarization, recommendation, analysis, business-case generation, evaluation, or workflow assistance.
• Communicate with us through email, chat, calls, webinars, support channels, or social media.

This policy does not apply to third-party websites, services, or applications that we do not control.

We may collect the following categories of data.

IdeasIQ.ai is not designed to collect sensitive personal data unless a Customer specifically configures the platform for a permitted use case.

Users should not submit sensitive personal information such as health data, biometric data, financial account details, government IDs, children’s data, precise geolocation, religious beliefs, political opinions, caste or ethnicity, union membership, or criminal-record information unless they are authorized and it is necessary for the relevant program.

Where sensitive data is processed, we will process it only under appropriate legal grounds, Customer instructions, and additional safeguards.

We may use personal data for the following purposes:

• To provide, operate, maintain, and improve IdeasIQ.ai.
• To create and manage user accounts.
• To enable idea submission, collaboration, evaluation, scoring, workflow management, and innovation governance.
• To generate AI-assisted summaries, recommendations, scoring insights, business cases, reports, presentations, and decision-support outputs.
• To help Customers identify duplicate ideas, related concepts, knowledge gaps, process dependencies, expert networks, and implementation risks.
• To provide support, onboarding, training, and customer success.
• To send service updates, security alerts, product notices, and administrative messages.
• To conduct analytics, diagnostics, debugging, availability monitoring, abuse prevention, and security investigations.
• To improve our website, product experience, and AI-enabled workflows.
• To personalize content, demos, communications, and product recommendations.
• To conduct marketing, events, campaigns, and thought leadership, subject to opt-out rights.
• To comply with legal, regulatory, contractual, audit, tax, accounting, and security obligations.
• To enforce agreements, protect rights, prevent fraud, and respond to lawful requests.

IdeasIQ.ai uses AI and LLM-based capabilities to help organizations improve the quality, speed, and impact of innovation decisions.

These capabilities may include:

• Idea quality scoring.
• Submission improvement suggestions.
• Duplicate detection.
• Summarization of ideas, comments, documents, and meetings.
• Recommendation of evaluation criteria.
• Business-case generation.
• Financial-model assistance.
• Trend and pattern analysis.
• Workflow and process intelligence.
• Identification of relevant experts or knowledge sources.
• Drafting of reports, presentations, and implementation plans.

We do not use Customer Data, idea submissions, enterprise documents, prompts, outputs, or connected enterprise content to train public or general-purpose AI models unless the Customer has expressly agreed in writing.

We may use de-identified, aggregated, or statistical information to improve product performance, security, reliability, and user experience, provided such information does not identify a Customer, user, or confidential idea.

Where third-party AI or LLM providers are used, we require them to process data only for the purpose of providing services to IdeasIQ.ai, subject to contractual safeguards. We will not knowingly allow Customer Data to be used by such providers to train their general-purpose models unless expressly authorized by the Customer.

AI-generated outputs may be incomplete, inaccurate, biased, outdated, or contextually imperfect. IdeasIQ.ai is designed to support human decision-making, not replace it.

Customers and users are responsible for reviewing AI-generated recommendations, scores, summaries, business cases, rankings, or decisions before relying on them.

Where the platform provides automated scoring or recommendations, such output should be treated as decision support. Final approval, rejection, funding, employment-related, financial, legal, or strategic decisions should involve appropriate human review.

Where a Customer enables integrations with enterprise systems, IdeasIQ.ai may process authorized data to understand organizational context and improve idea evaluation.

This may include:

• Documents and knowledge-base content.
• Emails or collaboration data, where expressly authorized.
• Meeting notes, transcripts, or summaries.
• Project histories.
• Process documents.
• Customer feedback.
• CRM or support-system records.
• Metadata such as authors, timestamps, departments, topics, and relationships.

We may collect data from:

• You directly.
• Your employer or organization.
• Other users within your organization.
• Administrators of your IdeasIQ.ai workspace.
• Connected enterprise systems authorized by your organization.
• Public sources, where relevant and lawful.
• Business partners, event partners, and marketing sources.
• Cookies, analytics tools, and website technologies.
• Service providers that support our operations.

We may share personal data with:

• Service providers that support hosting, infrastructure, analytics, security, customer support, communications, payments, and platform operations.
• AI and LLM service providers, where needed to provide AI-enabled features.
• Integration partners, where configured by the Customer.
• Professional advisors such as lawyers, auditors, accountants, and insurers.
• Business partners, where you or your organization choose to engage with them.
• Event sponsors or co-hosts, where notice is provided and consent is obtained where required.
• Government, law-enforcement, regulatory, or legal authorities where required by law.
• Parties involved in a merger, acquisition, restructuring, financing, sale of assets, or similar corporate transaction.
• Other users within your workspace, depending on your role, permissions, and Customer configuration.

We do not sell Customer Data.

We do not disclose confidential idea submissions to third parties for their independent marketing purposes.

IdeasIQ.ai may use subprocessors to provide cloud hosting, storage, security, analytics, support, email, workflow automation, AI processing, and other services.

Subprocessors are required to protect data under contractual obligations, process it only for authorized purposes, and maintain appropriate security controls.

For enterprise Customers, a current subprocessor list may be made available upon request or through contractual documentation.

IdeasIQ.ai may process and store data in countries other than where you are located. These countries may have data-protection laws different from those in your jurisdiction.

Where required, we use appropriate safeguards such as contractual clauses, data-processing agreements, transfer-impact assessments, and other legally recognized mechanisms.

We retain personal data only as long as necessary for the purposes described in this policy, unless a longer retention period is required by law, contract, audit, security, tax, accounting, or legitimate business needs.

Customer Data is retained according to the Customer’s subscription terms, workspace configuration, data-retention settings, and applicable data-processing agreement.

After termination, we may delete, return, anonymize, or securely retain Customer Data as required by contract or law.

Backups may persist for a limited period before secure deletion according to our backup lifecycle.

We use administrative, technical, and organizational safeguards designed to protect personal data from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include:

• Encryption in transit and at rest.
• Role-based access controls.
• Tenant-level access separation.
• Authentication and authorization controls.
• Audit logs.
• Security monitoring.
• Vulnerability management.
• Data minimization.
• Secure development practices.
• Vendor due diligence.
• Incident-response procedures.
• Employee confidentiality and access controls.

We use cookies and similar technologies to operate our website, remember preferences, analyze traffic, improve performance, and support marketing.

Cookies may include:

• Essential cookies.
• Analytics cookies.
• Preference cookies.
• Marketing or advertising cookies.

We may send marketing communications about IdeasIQ.ai, events, insights, reports, product updates, or related services.

You may opt out at any time by using the unsubscribe link in our emails or contacting us. Even after opting out of marketing, we may still send service, legal, security, or transactional communications.

Depending on your location and applicable law, you may have rights to:

• Access your personal data.
• Correct inaccurate personal data.
• Delete personal data.
• Restrict or object to processing.
• Withdraw consent where processing is based on consent.
• Request portability of personal data.
• Opt out of marketing communications.
• Opt out of sale or sharing where applicable.
• Limit use of sensitive personal data where applicable.
• Object to certain automated decision-making or profiling where applicable.
• File a complaint with a regulator or data-protection authority.

Where India’s Digital Personal Data Protection framework applies, IdeasIQ.ai will process digital personal data in accordance with applicable obligations, including notice, consent where required, lawful processing, reasonable security safeguards, grievance handling, and rights available to Data Principals.

Users may contact us or the relevant Customer to request access, correction, completion, updating, erasure, grievance redressal, or withdrawal of consent, subject to applicable law and contractual roles.

Where GDPR, U.K. GDPR, or Swiss data-protection laws apply, we process personal data based on one or more legal bases, including:

• Performance of a contract.
• Legitimate interests.
• Consent.
• Compliance with legal obligations.
• Protection of rights and security.
• Customer instructions where we act as processor.

Where applicable U.S. state privacy laws apply, residents may have rights to know, access, correct, delete, opt out of sale or sharing, opt out of targeted advertising, limit sensitive personal information, and not be discriminated against for exercising privacy rights.

IdeasIQ.ai does not sell Customer Data for money. Some website advertising or analytics activities may be considered “sharing” or “targeted advertising” under certain laws. Where required, we will provide mechanisms to opt out.

IdeasIQ.ai is intended for business and enterprise use. It is not directed to children under 16, and we do not knowingly collect personal data from children.

If we learn that a child has provided personal data without appropriate authorization, we will take reasonable steps to delete it.

Our website or platform may contain links to third-party websites, apps, services, integrations, or content. We are not responsible for the privacy practices of those third parties.

Customers and users should review the privacy policies and terms of any third-party services they choose to use or connect with IdeasIQ.ai.

Customers are responsible for:

• Providing appropriate notices to their users.
• Obtaining consents where required.
• Configuring access permissions appropriately.
• Ensuring only authorized data is submitted or connected.
• Responding to user privacy requests where they act as controller/data fiduciary.
• Ensuring lawful use of AI outputs and automated recommendations.
• Reviewing AI-generated outputs before making material decisions.
• Complying with employment, intellectual-property, confidentiality, procurement, data-protection, and sector-specific obligations.

Ideas submitted through IdeasIQ.ai may include intellectual property, trade secrets, business strategies, or commercially sensitive information.

Ownership of ideas, submissions, and outputs is governed by the Customer’s internal policies and agreements with users, and by the applicable subscription agreement with IdeasIQ.ai.

IdeasIQ.ai does not claim ownership over Customer Data. We process Customer Data to provide and improve the contracted services, subject to this policy and applicable agreements.

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through our website, platform, email, or other appropriate means.

The “Last Updated” date indicates when this policy was most recently revised.

For privacy questions, requests, or complaints, contact:

IdeasIQ.ai Privacy Team Email: info@ideasiq.ai