Privacy Notice

This Privacy Notice explains how Maximbase collects, uses, discloses, stores, and protects information across the Maximbase website, workspace requests, private workspaces, guided conversion services, support channels, AI-assisted workflows, and related business operations.

This notice applies to personal information about website visitors, prospective customers, customer representatives, workspace users, administrators, support contacts, and other people whose information is provided to Maximbase. It also explains how we handle customer source material and workspace content that may contain personal information.

Customer agreements may include additional privacy, security, data processing, retention, or confidentiality terms. If a signed written agreement applies to your organization and conflicts with this notice, the signed agreement controls for that customer relationship.

We collect information you provide directly to Maximbase, including contact details, name, work email, company, role, website, workspace request details, source-state descriptions, use-case descriptions, support messages, procurement information, security-review information, and other information you choose to send us.

If you create or use a Maximbase workspace, we may collect account information, organization information, user profile information, workspace membership, administrative settings, access requests, review notes, comments, prompts, instructions, uploaded source material, converted workspace material, and other content submitted through the service.

Customer source material may include files, folders, documents, spreadsheets, presentations, PDFs, exports, notes, screenshots, metadata, file names, internal policies, procedures, training material, service knowledge, operational records, and other business material provided for conversion or review.

Workspace content may include converted knowledge pages, source summaries, review notes, answer drafts, search results, classifications, contradictions, duplicate markers, prompts, and AI-assisted outputs. Depending on what a customer submits, customer content may contain personal information, confidential business information, sensitive information, regulated information, or information about employees, customers, suppliers, or other people.

Customers are responsible for deciding what material to provide to Maximbase, confirming they have the authority to provide it, and identifying sensitive or regulated material that may require special handling.

When you visit the website or use Maximbase, we may collect technical and usage information such as IP address, browser type, device information, operating system, pages viewed, referral source, timestamps, authentication events, workspace activity, product actions, error logs, diagnostic information, and security logs.

We use cookies, local storage, pixels, analytics tools, or similar technologies where needed to operate the website, keep users signed in, remember preferences, understand product usage, protect the service, measure performance, and improve Maximbase. Browser settings may allow you to block or delete some cookies, but parts of the service may not work properly without them.

We may receive information from third-party services used by Maximbase or authorized by customers, including authentication providers, cloud-drive providers, file repositories, hosting providers, analytics providers, communications providers, payment or billing providers, security tools, and support systems.

If a customer connects or authorizes an external system, Maximbase may receive account, file, permission, metadata, and content information from that system as needed to provide the requested workspace or integration.

We use information to provide, operate, maintain, secure, support, analyze, improve, and develop Maximbase and related services.

• To respond to product requests, workspace inquiries, support messages, procurement reviews, and security reviews.
• To create, configure, operate, and administer private workspaces and customer organizations.
• To receive, preserve, process, convert, classify, index, summarize, retrieve, and review customer source material and workspace content.
• To generate AI-assisted outputs, search results, source summaries, review notes, answer drafts, and other workspace features requested by customers.
• To authenticate users, manage access, maintain logs, detect misuse, investigate incidents, prevent fraud, and protect the service.
• To monitor reliability, debug errors, improve conversion workflows, evaluate product quality, and develop new features.
• To send administrative, service, transactional, security, legal, and product communications.
• To comply with law, enforce agreements, resolve disputes, and protect the rights, safety, and interests of Maximbase, customers, users, providers, and others.

Maximbase may use AI systems and related infrastructure to process customer content and produce summaries, classifications, converted material, search results, answer drafts, review notes, and other outputs. AI processing may involve sending relevant content, prompts, metadata, and instructions to trusted AI providers or model infrastructure used to deliver the service.

We use customer content for the customer's requested workspace and service operations. We do not use customer content to create public marketing material or identify customers publicly unless authorized. Any provider use of customer content is governed by provider terms, customer agreements, and the service configuration used for Maximbase.

Depending on where you are located and how you interact with Maximbase, our legal bases or business purposes may include performing a contract, taking steps before entering a contract, operating our business, supporting legitimate interests, complying with legal obligations, protecting security, preventing misuse, and using consent where required.

Our legitimate interests include building and operating Maximbase, supporting customers, protecting the service, improving product quality, communicating with business contacts, preserving business records, and developing reliable knowledge-workspace workflows.

We disclose information only where needed to provide and operate Maximbase, fulfill customer requests, comply with obligations, protect the service, or complete business operations.

• Service providers that support hosting, databases, storage, authentication, AI processing, analytics, logging, security, email, support, payments, billing, legal, accounting, and business operations.
• Customer administrators and authorized workspace users according to workspace permissions, customer configuration, and instructions from authorized customer contacts.
• Third-party integrations authorized by a customer or user, such as identity providers, cloud-drive systems, file repositories, or other connected services.
• Professional advisers, insurers, auditors, legal representatives, and authorities where reasonably necessary for compliance, risk management, disputes, or legal obligations.
• Successors or counterparties in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to appropriate confidentiality protections.

Maximbase does not sell personal information in the ordinary meaning of the word. We also do not use customer source material or private workspace content for cross-context behavioral advertising.

Some privacy laws define "sale," "sharing," or targeted advertising broadly. If our practices change in a way that requires additional notice or choice, we will update this notice and provide applicable controls.

We use administrative, technical, and organizational safeguards designed to protect personal information, customer content, accounts, and workspace activity. These safeguards may include access controls, authentication, logging, provider review, least-privilege practices, operational review, and security-conscious product design.

No method of transmission, storage, or processing can be guaranteed completely secure. Customers should avoid submitting material they are not authorized to share, should identify sensitive material before submission, and should use appropriate internal controls for access, review, approval, and retention.

We retain information for as long as reasonably needed to provide Maximbase, operate customer workspaces, maintain business records, support customers, preserve security logs, resolve disputes, enforce agreements, comply with legal obligations, and maintain operational continuity.

Retention periods vary depending on the type of information, customer instructions, service configuration, legal obligations, backup practices, security needs, and the status of the customer relationship. Customers may request deletion or return of source material or workspace content, subject to applicable agreements, legal requirements, security needs, and operational backup limitations.

Depending on your location and relationship with Maximbase, you may have rights to request access, correction, deletion, export, portability, restriction, objection, withdrawal of consent, or information about how personal information is used and disclosed.

You can contact us to make a privacy request. We may need to verify your identity and authority before responding. If your information is controlled by a Maximbase customer, we may refer your request to that customer or respond according to that customer's instructions.

We may decline, limit, or delay a request where permitted by law, including where information must be retained for legal, security, fraud-prevention, dispute, business-record, or contractual reasons.

Maximbase and its providers may process information in countries where we or our providers operate. Those countries may have privacy and data protection laws that differ from the laws in your location.

Where required, we use contractual, technical, organizational, and legal measures designed to support lawful international processing and transfer of personal information.

Maximbase is intended for business use and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided personal information to Maximbase, contact us so we can review and take appropriate action.

We may send product, service, and business communications to people who contact Maximbase, use the service, or represent a customer or prospective customer. You may opt out of non-essential marketing communications by using any unsubscribe mechanism provided or by contacting us.

We may still send transactional, administrative, security, legal, support, and service-related messages where needed to operate Maximbase or manage the customer relationship.

We may update this notice as Maximbase develops, laws change, provider requirements change, or our practices evolve. The updated version will be posted on this page with a new effective date.

If changes are material, we will take reasonable steps to notify customers or make the updated notice available before the changes take effect where required.

Privacy questions can be sent to hello@maximbase.com.