Legal

Privacy Policy

Effective September 26, 2026. This Privacy Policy explains how CiAiX Inc. (“CiAiX,” “we,” “us”) collects, uses, shares and protects information through ciaix.com (the “Site”) and in the course of our contract administration and due diligence services. It should be read together with our Terms & Conditions.

1. Information we collect

• Information you give us. Your name, company, email address, phone number and the content of messages you send us by email, chat or form.
• Engagement information. When you become a client, the contracts, leases, title records, corporate documents and related business information you provide or authorize us to obtain, including information about counterparties and their representatives.
• Technical information. When you visit the Site, our hosting provider automatically processes your IP address, browser and device type, pages requested and similar request data to deliver and secure the Site.
• Public and third-party sources. For due diligence, we may obtain information from public records, regulatory filings, sanctions and watch lists, commercial databases and other sources permitted by law.

2. How we use information

• To respond to inquiries and communicate with you.
• To evaluate, perform and manage engagements, including contract administration, deadline tracking and due diligence reporting.
• To conduct compliance checks, including identity verification, sanctions screening and anti-money-laundering review.
• To operate, secure and improve the Site and our systems, and to prevent fraud and abuse.
• To meet legal, regulatory, tax and record-keeping obligations and to protect our rights.

3. Artificial intelligence and automated processing

We use artificial intelligence and automated systems, including our COƵMO platform and third-party AI providers, to organize documents, extract dates and terms, send alerts and prepare drafts. AI-assisted work is reviewed by CiAiX personnel before delivery. We do not use client documents or data to train public or third-party AI models, and we use AI providers only under terms that restrict such training. We do not use automated processing to make decisions that produce legal or similarly significant effects about individuals.

4. How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share information only as follows:

• Service providers that process information on our behalf under confidentiality obligations, including hosting, security and privacy-first website analytics (Cloudflare, Inc.), email and productivity (Google Workspace), AI and document-processing providers, and data and screening vendors used for due diligence.
• Professional advisors such as attorneys, accountants and auditors, under duties of confidentiality.
• At your direction, or with parties to a transaction as provided in a signed engagement agreement.
• Legal and safety: when required by law, subpoena or court order, or to protect the rights, property or safety of CiAiX, our clients or others.
• Business transfers: in connection with a merger, financing, acquisition or sale of assets, subject to this Policy.

5. Text messages and phone calls

If you give us your phone number and consent, we may call or text you about your inquiry or engagement. Message and data rates may apply; message frequency varies. Reply STOP to opt out or HELP for help. Consent is not a condition of any purchase or engagement. Mobile numbers and text-messaging consent are never shared with or sold to third parties or affiliates for their marketing purposes.

6. Cookies and analytics

The Site does not use advertising or cross-site tracking cookies, and we do not sell or share Site data with advertisers.

We use Cloudflare Web Analytics to understand how the Site is used, such as page views, referring sites, general location by country, device and browser type, and page load performance. Cloudflare Web Analytics does not use cookies or local storage, does not fingerprint your device, and reports to us only in aggregate; we cannot identify individual visitors from it. Our hosting provider may also set strictly necessary security cookies to detect abusive traffic.

7. Due diligence subjects

If you are a counterparty, owner, officer or representative named in records we review for a client, we process information about you only for legitimate business due diligence and compliance purposes, from lawful sources, and share it only with the client that engaged us and as described above. Our reports are not consumer reports and are not used to decide any individual’s eligibility for credit, employment, insurance or housing.

8. Data retention

We keep information only as long as needed for the purposes above: inquiries for up to two years if no engagement follows, and engagement records for the term of the engagement plus the period required by law, contract or our legitimate business needs, typically up to seven years. We then delete or de-identify it.

9. Security

We use administrative, technical and physical safeguards, including encrypted connections, access controls, multi-factor authentication and authenticated corporate email (SPF, DKIM and DMARC on ciaix.com). No system is perfectly secure. CiAiX communicates only from @ciaix.com addresses and will never ask you to send funds or sensitive data from any other address.

10. Sensitive information

Please do not send Social Security numbers, bank or card account numbers or other sensitive data through web forms or personal email. When sensitive documents are needed for an engagement, we will arrange a secure transfer method.

11. Your choices and rights

You may ask us to access, correct or delete personal information we hold about you, or to stop contacting you. Depending on where you live, you may have additional rights under state privacy laws, including the right to appeal a decision about your request. Email cosmo@ciaix.com with the subject “Privacy request.” We will verify your identity before acting and respond within the time required by applicable law. Some information may be retained where the law requires it or for engagement records. We will not discriminate against you for exercising your rights.

12. Children

The Site and our services are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children.

13. Location of processing

CiAiX is based in the United States, and information is processed in the United States and wherever our service providers operate. By using the Site from outside the United States, you understand your information will be processed under U.S. law.

14. Changes to this Policy

We may update this Policy by posting a revised version with a new effective date. Material changes will be highlighted on the Site.

15. Contact

CiAiX Inc. · cosmo@ciaix.com