Privacy Policy

Effective Date: 1/2/2025

Xaac HR (“the Service”) is a software-as-a-service (SaaS) platform provided by Xaac, LLC, an Arizona Limited Liability Company (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, store, and protect personal information and other data in connection with the use of Xaac HR. By using Xaac HR, you consent to the practices described in this Privacy Policy.

1. Information We Collect

a. Information Provided by Users

We collect the following information directly from users:

• Account Information: Name, email address, company name, and other information provided during account creation via Supabase.
• Uploaded Documents: Company policy documents and other files uploaded by users for processing and storage.

b. Automatically Collected Information

We collect certain data automatically when you use Xaac HR, including:

• Usage data (e.g., interactions with the AI agent, timestamps, and accessed features).
• Device information (e.g., browser type, operating system).
• IP address.

c. Data from Third Parties

We may receive additional data from third-party providers, including authentication and authorization data managed via Supabase.

2. How We Use Collected Information

We use the information we collect for the following purposes:

• Providing the Service: To authenticate and authorize users, process uploaded documents, and enable HR-related features.
• Improving the Service: To analyze usage data and enhance functionality and user experience.
• Communication: To respond to inquiries, provide support, and send notifications about updates or changes to the Service.
• Compliance: To ensure compliance with legal obligations and terms of service.

3. Data Storage and Processing

a. Document Storage

Uploaded documents are stored securely in cloud storage. Indexed representations of these documents are stored in secure databases to enable efficient search and retrieval.

b. AI Processing

The AI interface for Xaac HR is based on OpenAI's ChatGPT and is used to generate embeddings for vector storage and facilitate chat interactions.

c. Authentication and Authorization

Supabase is used to manage authentication and authorization, ensuring secure access to the platform.

4. Data Sharing

We do not sell or rent your personal information. However, we may share data in the following circumstances:

• Service Providers: With trusted third parties such as LlamaIndex, OpenAI, and Supabase for the purposes described in this Privacy Policy.
• Legal Compliance: To comply with applicable laws, regulations, or legal processes.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of Xaac, LLC's assets.

5. Data Security

We take reasonable measures to protect the security of your data. This includes:

• Encryption of data in transit and at rest.
• Access controls to limit who can access sensitive information.
• Regular audits and monitoring of our security practices.

Despite our efforts, no system is completely secure, and we cannot guarantee the absolute security of your data.

6. User Rights

You have the following rights regarding your data:

• Access and Correction: Request access to or correction of your personal information.
• Data Deletion: Request the deletion of your personal information and uploaded documents.
• Withdrawal of Consent: Withdraw consent to data processing where applicable.

To exercise these rights, contact us at support@xaac.com.

7. Retention of Data

We retain your personal data and uploaded documents for as long as necessary to provide the Service or comply with legal obligations. Upon account termination, data may be deleted or anonymized, subject to applicable legal or operational requirements.

8. Third-Party Services

Xaac HR relies on third-party services such as Supabase, LlamaIndex, and OpenAI. These providers have their own privacy policies governing their data handling practices. We encourage you to review these policies to understand how your data may be handled by these third parties.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting a notice on our website or contacting you directly. Continued use of Xaac HR after such updates constitutes acceptance of the revised policy.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data handling practices, please contact us at:

By using Xaac HR, you acknowledge that you have read, understood, and agreed to this Privacy Policy.