Last updated: January 1, 2026
Equmenopolis Inc. ("Equmenopolis," "we," "us," or "our") operates the conversational AI platform available at equ-ai.com and through our API services (collectively, the "Service"). This Privacy Policy explains how Equmenopolis collects, uses, stores, shares, and protects personal information when you use our Service.
This policy applies to: visitors to the equ-ai.com website; users who register for an Equmenopolis account; developers who integrate with the Equmenopolis API; and end users whose dialogue sessions are processed through the Equmenopolis platform as part of an API customer's deployment.
Equmenopolis is incorporated in Japan and operates from Tokyo, Japan. For users located in the European Union, Equmenopolis acts as a data controller for account and website data, and as a data processor for API customer dialogue data processed on behalf of our customers.
If you have questions about this policy or wish to exercise your privacy rights, contact us at hello@equ-ai.com or write to us at 2-4-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083, Japan.
When you register for an Equmenopolis account, we collect: your name, email address, company name (if applicable), billing address, and payment method information. Payment card details are processed by Stripe and are not stored on Equmenopolis systems. We retain only the last four digits and expiry date for reference.
When you contact us through the website contact form or support channels, we collect the information you provide in that communication, including your name, email address, and the content of your message.
When you integrate with the Equmenopolis API, we collect technical usage data including: API key identifiers (not the keys themselves, which are hashed), endpoint request logs (method, path, response code, response time), request and response payload sizes (not content), error logs, and rate limit events. This data is used to operate the service, diagnose issues, enforce rate limits, and calculate billing.
The Equmenopolis platform processes dialogue turns sent through the API. This includes the utterance text submitted with each API call, the extracted intent and entity values, the structured context state object maintained per session, and session metadata (session ID, session start/end time, turn count). Dialogue session data is processed on behalf of our API customers and is governed by the Data Processing Agreement (DPA) applicable to the customer's subscription tier.
Equmenopolis does not use dialogue session data from any customer's deployment to train, fine-tune, or improve models used for any other customer. This prohibition is contractually enforced in the DPA and audited under our SOC 2 Type II certification.
When you visit equ-ai.com, we collect standard web access log data including IP address, browser user agent, referring URL, and pages visited. We use first-party analytics to understand how the website is used. We do not sell this data to third parties. Details on cookies used are provided in our Cookie Policy.
Account data is used to authenticate users, manage subscriptions, process payments, and provide access to the API and dashboard. API usage data is used to operate the service, enforce rate limits, calculate billing, and diagnose technical issues. Dialogue session data is processed solely to deliver the dialog management functions the API is called to perform.
Aggregate, anonymized usage metrics (not conversation content) are used to identify performance bottlenecks, improve API reliability, and plan infrastructure scaling. Security monitoring uses API request logs to detect and respond to abuse, unauthorized access attempts, and anomalous usage patterns.
We use your email address to send transactional communications (account creation, password reset, billing receipts, subscription changes) and operational notices (planned maintenance, API changes, policy updates). Marketing emails are sent only with your explicit opt-in consent and can be unsubscribed at any time.
We may process personal data to comply with applicable law, respond to valid legal requests from courts or law enforcement, and enforce our Terms of Service.
Equmenopolis does not sell personal data to third parties. We share data with third parties only in the following circumstances:
Equmenopolis uses the following categories of sub-processors to deliver the Service:
A complete and current sub-processor list is maintained in the DPA available upon request for Enterprise customers. Sub-processors are bound by data processing agreements that limit their use of data to the purposes for which they are engaged.
We may disclose personal data when required by law, court order, or valid legal process. We will notify affected customers of such requests to the extent permitted by law, and will challenge requests that appear overly broad.
In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity. Customers will be notified of any such transfer and any changes to this Privacy Policy that result from it.
Account data is retained for the duration of your subscription and for 90 days after account deletion (to allow for billing reconciliation and dispute resolution). After 90 days, account data is permanently deleted or anonymized.
Active session context objects are retained per the dormant retention policy associated with your subscription tier: Developer plan (24 hours), Startup plan (7 days), Business plan (30 days), Enterprise plan (configurable, up to 365 days). After the dormant retention period, context objects are permanently deleted. Session logs (metadata only, not content) are retained for 90 days for debugging and billing purposes.
API request logs are retained for 90 days for debugging, performance analysis, and billing verification. Logs are automatically purged after the 90-day window.
Billing records and transaction history are retained for 7 years to comply with financial record-keeping requirements.
If you are located in the European Economic Area, you have the following rights with respect to your personal data under the General Data Protection Regulation (GDPR):
You have the right to request a copy of the personal data we hold about you, the purposes for which it is processed, the recipients with whom it has been shared, and the retention periods applied.
You have the right to request correction of inaccurate personal data. You can update most account data directly through the account dashboard. For data you cannot update directly, contact hello@equ-ai.com.
You have the right to request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, where you withdraw consent, or where you object to processing. Data deletion requests are processed within 30 days. Deletion requests for account data will result in account termination.
You have the right to request that we restrict processing of your data while a dispute about accuracy or lawfulness of processing is pending.
You have the right to receive your personal data in a structured, commonly used, machine-readable format (JSON). Data portability requests are fulfilled within 30 days.
You have the right to object to processing of your personal data where the legal basis is legitimate interest. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
You have the right to lodge a complaint with a supervisory authority in your EU member state. For users in Germany, the relevant authority is the Bavarian State Office for Data Protection Supervision (BayLDA). For general EU complaints, the lead supervisory authority for Equmenopolis is the Irish Data Protection Commission (DPC).
To exercise any of these rights, contact us at hello@equ-ai.com. We will respond within 30 days and may request verification of your identity before processing the request.
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):
The right to know what personal information we collect, use, disclose, and sell. The right to request deletion of personal information we have collected from you. The right to opt-out of the sale of personal information (Equmenopolis does not sell personal information). The right to non-discrimination for exercising your CCPA rights.
To submit a CCPA request, email hello@equ-ai.com with "CCPA Request" in the subject line. We will respond within 45 days and may extend by 45 additional days where necessary with notice.
The equ-ai.com website uses cookies for session management, security, and analytics. Details on the specific cookies used, their purposes, and how to manage them are provided in our Cookie Policy.
Equmenopolis implements technical and organizational security measures to protect personal data:
In the event of a personal data breach that is likely to result in risk to individuals, we will notify affected customers within 24 hours of detection and supervisory authorities within 72 hours as required by GDPR Article 33.
Equmenopolis is based in the United States. For EU customers, we offer an EU data residency option where context data is processed and stored exclusively in our Frankfurt, Germany infrastructure (AWS eu-central-1). EU data residency is available on Business and Enterprise plans.
For transfers of personal data from the EU to the US, Equmenopolis relies on Standard Contractual Clauses (SCCs) as adopted by the European Commission under Article 46(2)(c) of GDPR. The SCCs are incorporated into the DPA available for Business and Enterprise customers.
The Equmenopolis Service is intended for use by businesses and developers. We do not knowingly collect personal data from individuals under the age of 16. If we become aware that we have collected data from a person under 16 without verifiable parental consent, we will delete that data promptly. If you believe we may have inadvertently collected data from a minor, contact hello@equ-ai.com.
We may update this Privacy Policy from time to time. Material changes will be communicated to registered users via email at least 30 days before taking effect. The "Last updated" date at the top of this policy reflects the date of the most recent revision. Continued use of the Service after the effective date of a policy change constitutes acceptance of the updated policy.
For privacy questions, data access requests, or concerns about how your data is handled:
Equmenopolis Inc.
Privacy Team
2-4-1 Kojimachi, Chiyoda-ku
Tokyo 102-0083, Japan
United States
Email: hello@equ-ai.com
Phone: +81 3 6265 7890
We respond to all privacy inquiries within 5 business days and fulfill formal data rights requests within 30 days.