Last updated: 2026-09-09 · v1.1
Privacy Policy
This policy explains what data AxiView collects, how we use it, where it lives, and how AI features handle your information. We try to write it the way a working MEP principal would actually want it written — plain, specific, and short.
1. Summary
Your project data is yours. AxiView hosts it on Amazon Web Services in the United States. We use a third-party AI service, called directly, for AI features — it does not train on your data by default under our commercial terms. We do not use OpenAI, ChatGPT, Google Gemini, or any other AI vendor besides our one provider. Every AI call is audit-logged with your tenant ID and is exportable on request. You can delete your data at any time; we confirm hard deletion within 30 days.
2. Who we are and how to reach us
AxiView is operated by AxiView Engineering. We are the data controller for the personal data of customers who sign up for AxiView accounts (e.g., the owner who creates a firm workspace) and the data processor for the personal data your firm uploads about its own employees and clients.
- General questions: support@axiview.ai
- Privacy + data requests: privacy@axiview.ai
- Security disclosures: security@axiview.ai
3. What information we collect
We group what we hold into four classes. The class drives how we handle it.
| Class | Examples | Sensitivity |
|---|---|---|
| C1 — Identity | Your email, name, hashed password (Argon2id), MFA secret, JWT, refresh tokens. | High — never sent to AI. |
| C2 — Firm-operational | Projects, clients, budgets, fee schedules, phases, timesheets, PTO, invoices, QuickBooks tokens. | Medium-high — stays in your tenant. |
| C3 — AI prompt + output | The prompt sent to our AI provider's API + the generated draft. | Medium — see §6. |
| C4 — Public reference | US states, jurisdictional code lists, federal holidays. | None. |
We collect personal data from three sources:
- Directly from you at sign-up and as you use the service.
- Automatically as operational telemetry — request logs, error reports, latency. These never include your business document content.
- From integrations you connect — most commonly QuickBooks Online (customers, invoices) — only after you complete the OAuth grant.
4. How we use your information
To:
- Provide the AxiView service to your firm.
- Authenticate you and protect your account.
- Generate proposal drafts, extract data from uploaded documents, and run other AI-assisted features (see §6 for what travels to AI).
- Send transactional email about your account (sign-in confirmations, password resets, billing receipts). We do not send marketing email without an explicit opt-in.
- Bill you.
- Provide support when you ask.
- Diagnose errors, monitor security, and improve the service. Aggregated, de-identified usage statistics may inform product decisions — your business content does not.
- Comply with legal obligations and enforce our Terms of Service.
5. Legal bases for processing (EU/UK)
If you are in the EU or UK, we rely on:
| Basis | Used for |
|---|---|
| Contract performance | Running the service you signed up for. |
| Legitimate interest | Security monitoring, fraud prevention, error diagnostics. |
| Consent | Marketing email (opt-in only); enabling third-party integrations like QuickBooks; non-essential cookies. |
| Legal obligation | Tax records, lawful information requests. |
You can withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
6. AI processing
This is the section most customers and their counterparties want to read. We have written it long on purpose.
6.1 The features that call AI
| Feature | Model | What we send |
|---|---|---|
| Add Project → Upload Proposal (auto-fill) | AI | Text extracted from the .docx/.pdf you uploaded. |
| Proposal first-draft fill | AI | The template body + a small JSON of project metadata you typed (name, client, site, fee, scope summary, trades, dates). |
| Document extraction on re-upload | AI | Text extracted from the .docx you uploaded. |
| Job-number format parsing | AI | A sentence or example job numbers you typed. |
| Dashboard AI insight | AI | Server-computed statistics only — never raw client names or dollar figures. |
| Inline clause suggestion (planned, P4) | AI | A few sentences of nearby context. |
Everything outside that list — sign-in, projects, timesheets, PTO, billing, QuickBooks sync, dashboards, search by name — runs without any AI call.
6.2 What we can confirm about our AI provider's data posture
No model training on your data, by default. Our AI provider's commercial API terms state that data submitted through the API is not used to train its models unless we opt in or explicitly submit it as feedback. We do neither.
Every AI call is also logged in our owndatabase (§6.5), independent of anything on the provider's side — so your audit trail does not depend on its retention policy either way.
6.3 What we do not do
- We do not use OpenAI, ChatGPT, Google Gemini, or any AI vendor besides our one provider. Our internal engineering guidelines flag any of those as a build-blocking issue.
- We do not silently forward free-text fields to AI. AI inputs are deliberately scoped per feature.
- We do not send QuickBooks data to AI (see §7 + §6.4).
- We do not auto-send AI-generated documents to your clients. A licensed engineer reviews every draft.
6.4 AI output is a draft, not a final deliverable
Generated .docx files carry a document property tag indicating AI-assisted generation, model ID, and timestamp, so review and audit are unambiguous.
6.5 Audit log — every AI call
For each AI call, we record (in your tenant's audit-event table, on our own infrastructure):
- Tenant ID, actor user ID, action name (e.g.,
ai.proposal_draft.invoke). - Model ID, latency.
- Input and output token counts (for your billing visibility).
- The full prompt and response bodies, scoped to your tenant.
You can export the AI-call log as a single CSV. See §11.
8. Where data is stored + international transfers
8.1 Default region
| Component | Region |
|---|---|
| AWS region (primary) | us-east-1 (Northern Virginia) |
| RDS Postgres | us-east-1 |
| S3 (templates + generated .docx) | us-east-1 |
| AI provider's API | Provider's own infrastructure — not an AWS region we pin. |
8.2 Other regions
For everything hosted on our own infrastructure, enterprise contracts can pin a tenant to us-west-2 or ca-central-1. Non-AWS regions are not on the table. The AI hop itself (our provider's API) is not currently region-pinnable by us — if that matters for your engagement, tell us and we'll give you a real answer rather than a guess.
8.3 International transfers
If you are in the EU or UK and have not requested EU region pinning, your data is transferred to the United States under Standard Contractual Clauses (SCCs)as incorporated through the AWS Data Processing Addendum. We rely on AWS's own cross-border transfer mechanisms; we do not perform separate downstream transfers.
9. How long we keep data
| Category | Retention |
|---|---|
| Active account data | For as long as your firm has an active AxiView account. |
| Soft-deleted tenant | Marked deleted; recoverable for 30 days; then queued for hard delete. |
| Hard delete on request | Tenant rows, FK-cascading data, S3 objects, and audit events purged within 30 days. We issue a deletion certificate by email. |
| Backups | S3 lifecycle expires backup copies by day 60. After day 60 even tape backups are gone. |
| Audit logs (where legally required) | May be retained beyond account deletion as required by law (e.g., billing records). We tell you which records and why. |
| AI prompt + completion bodies | Stored in your tenant's job table; deletable independently of project data — see §11. |
10. How we protect data
10.1 Encryption
| Layer | Algorithm | Key custody |
|---|---|---|
| RDS Postgres | AES-256 | AWS KMS (AWS-managed) |
| S3 objects | AES-256 (SSE-KMS) | AWS KMS |
| EBS volumes | AES-256 | AWS KMS |
| Secrets Manager | AES-256 | AWS KMS |
| QuickBooks OAuth tokens (column-level) | AES-256-GCM | App key today; AWS KMS data key on production path. |
| Browser ↔ application | TLS 1.3 | ACM, HSTS preload. |
| Internal AWS service hops | TLS 1.2+ | AWS endpoints, IAM-signed. |
Customer-managed KMS keys (bring-your-own-key, BYOK) are available as an enterprise add-on.
10.2 Tenant isolation
We use multi-tenant hosting, which means many firms share the same physical database. To prevent any firm from seeing another's data, we enforce isolation at three independent layers:
- Application middleware— every request's JWT is parsed and the tenant ID is extracted. Missing or tampered → the request is rejected before any handler runs.
- SQL layer — every database query carries a tenant-ID filter. Our query generator refuses to compile a query that forgets it.
- Database layer (Row-Level Security)— Postgres policies on every per-tenant table reject any row whose tenant ID does not match the current session's tenant variable. The database role used by the application cannot bypass row-level security.
An integration test runs on every code change that attempts cross-tenant access and verifies it fails. We treat any regression here as a Sev 1 incident.
10.3 Access
- Production access is gated by AWS SSO + MFA + audit-logged session manager.
- No engineer has standing read access to a customer's production data; access is short-lived, justified, and logged.
- Quarterly access review.
10.4 Compliance posture (honest version)
| Framework | Status |
|---|---|
| AWS infrastructure (SOC 2, ISO 27001, PCI-DSS, HIPAA-eligible) | Inherited via AWS Artifact reports — available on request. Covers hosting, database, storage — not the AI hop. |
| AxiView SOC 2 Type I | Targeted H2 2026. Not yet attested. |
| AxiView HIPAA BAA | The AWS-hosted 90% of the platform sits on HIPAA-eligible infrastructure. The AI hop's HIPAA status is being confirmed — ask us before relying on AI features for a PHI-in-scope project. |
| GDPR / UK-GDPR | DPA available; SCCs in place via AWS DPA; EU region pinning available. |
| CCPA / CPRA | We act as a service provider. No sale, no sharing for cross-context advertising. |
| ISO 27001, FedRAMP, PCI-DSS (as the controller) | Not held by AxiView. Roadmap, not present. |
Our full technical compliance brief — including all the receipts — lives at docs/ai-data-compliance.md in our repository and can be shared on request.
11. Your rights — export, delete, dispute
Depending on where you live (GDPR, UK-GDPR, CCPA/CPRA, or other applicable law), you have the right to:
- Know what personal information we hold about you.
- Access a copy in machine-readable form.
- Correct inaccuracies.
- Delete your information, subject to legal retention exceptions.
- Object to processing based on legitimate interest.
- Withdraw consent at any time.
- Lodge a complaint with a data protection authority.
11.1 Export
Firm owners can pull a complete export — users, projects, proposals, timesheets, PTO, invoices, audit events, every generated .docx, and the AI call log — as a ZIP with a checksum manifest. Available from the firm settings page or by request to privacy@axiview.ai.
11.2 Delete
Soft delete is immediate from settings. Hard delete on request purges everything within 30 days and we send you a deletion certificate. AI logs can be deleted independently of project data.
11.3 Dispute
If you believe an AI-generated artefact is wrong, defamatory, or based on data we should not have, email privacy@axiview.ai. We acknowledge within 2 business days, remove or correct within 30 days (or explain why not), and share the full audit trail.
13. Children
AxiView is a B2B service for licensed engineering firms. It is not directed to children under 16 and we do not knowingly collect information from them. If you believe a child has provided personal information, contact privacy@axiview.ai and we will delete it.
14. Changes to this policy
We may update this policy as the product evolves or laws change. We log all material changes in a versioned change log at the bottom of this page. For material changes, we give 30 days advance notice by email and an in-app banner before the change takes effect.
15. Contact + complaints
For any privacy-related question or request:
- Email: privacy@axiview.ai
- Security disclosures: security@axiview.ai
If you are in the EU or UK and we cannot resolve your concern, you have the right to lodge a complaint with your local supervisory authority. If you are in California, you can also contact the California Privacy Protection Agency.