At OpenGenius, your privacy is important to us and we do not sell, publish or share any information about our customers with any third party unless given your express permission to do so.
Please read this policy carefully. Further information about privacy and data protection issues including the online Register of Data Controllers can be found on the website of the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at https://ico.org.uk/
OpenGenius is registered on the ICO’s online Register of Data Controllers with registration number Z1521108.
This Privacy Policy covers the information we collect about you when you use our products or services, or otherwise interact with AYOA (for example, at an AYOA event), unless a different privacy policy is displayed.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
If you do not agree with this policy, do not access or use our services or interact with any other aspect of our business.
We are OpenGenius Limited, a company registered in England and Wales – No. 05653541.
Our registered office is at:
OpenGenius Ltd., Tec Marina, Terra Nova Way, Penarth, United Kingdom, CF64 1SA.
Contact us via email at support@ayoa.com
AYOA provides project management and collaborative tools including web and mobile products designed to help you stay motivated, productive and organised. We also provide additional support services and own and operate several websites and trademarks. We refer to all such elements of our business as “Services” in this policy.
When we refer to “AYOA”, “we”, “us” “ours” in this policy, we refer to OpenGenius Ltd. As designers, developers and operators of the AYOA Software as a Service, we control the information AYOA collects when you use our services.
The processing of users’ data is necessary to provide the main components of the Services, so contract is our lawful basis for the processing.
Before we process any user data, and before users engage with our services, our terms and conditions must be understood and accepted as a legally binding agreement between us.
The contractual exchange between parties is the Services offered by us, and the subscription payments offered by the subscribers to our Services.
Some users intend to enter into a subscription, and agree to our terms and conditions in order to trial the Services before purchase. In the case of users who wish to trial the Services before purchase, the element of exchange offered by the users is the data we use for analysis to improve the Services we offer.
We process the data provided by our users to comply with our obligations under the contract and to carry out what they ask. The processing is necessary for performing the contract, and is a targeted and proportionate way of carrying out the purposes for processing.
Some purposes for processing are non-essential components of the Services. Consent is the lawful basis for processing users’ data for the non-essential components of the Services. The non-essential components of the Services include communicating with users for notifications, daily summaries, and direct marketing related to the Services.
Consent may be given for each non-essential item individually to allow granular control over the processing of users’ personal data.
If you register for an AYOA account, we will use your information to provide the Services to you. When you register with us or buy from us, the information you provide will be used for the purposes of:
Providing the Services you require. The Services consist of multiple interconnecting components to process your data in a way that enables the functionality and the security we need to provide to you.
The key components of the Services consist of:
We collect information about you when you input it into the Services or otherwise provide it directly to us. This will include information collected when:
You register for our Services. This information includes:
You administer your account. This information includes:
Team members associated with your account
You are a team member of an administered account. This information includes:
You provide content through our products. This content could be collected via any of the AYOA applications which includes:
The content is the information you choose to input which includes:
You use the Services. We collect and analyse data related to feature usage and performance of the Services to enable us to track and improve the Services.
You provide content through our websites. This includes websites owned or operated by us such as our product websites, support website, social media or social networking websites, and any other websites operated by us in order to provide our Services.
You contact us via email, phone or one of our online support channels. When speaking to one of our representatives you may be asked to provide contact information, account information and details to the nature of the enquiry.
You purchase one of our products. We collect payment and billing information when you register for our paid services which are processed using a secure payment processing service such as billing address, bank account and payment card details. We do not store credit/debit card numbers belonging to our customers. We will also store data of the orders made by you, your interests and preferences.
Other users share / recommend our Services to you. Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned by someone else on a task, or you may be assigned a task by someone collaborating with you, or a team member may upload content about you to a Task Board. We also receive your email address from other Service users when they provide it in order to invite you to the Services.
You connect third-party services to your account. We receive information about you when you or your administrator enable third-party apps or integrate or link a third-party service with our Services. For example, if you create an account or log into the Services using your Google credentials, we receive your name and email address as permitted by your Google profile settings in order to authenticate you.
We automatically collect information about you when you use our Services.
Platform, device and technical information
We collect information about your computer, phone, tablet or other devices you use to access the Services. This may include information about your browser, Operating System, IP address, device identifiers and crash data. How much of this information we collect depends on the type and settings of the device you use to access the Services.
Cookies
A cookie is a small text file which is transferred from a website and stored on your computer’s hard drive. It enables a website to “remember” who you are. Cookies are used for authentication, tracking, and maintaining user-specific information (preferences, shopping cart, etc.) and often contain a unique and anonymous identifier. Browsers only allow websites to interact with their own cookies, not those from other websites. The settings in your browser allow you to accept or decline cookies depending upon your preferences.
Web Beacons
A web beacon is a small transparent gif image that is embedded in an HTML page or email used to track when the page or email has been viewed.
Google Analytics
This website uses Google Analytics; a web analytics service provided by Google, Inc. (“Google”). The Google Analytics service collects information on the page you have visited and helps us to improve our services to you.
No data which is collected through this service is personally identifiable. You can find out more about this service at google.com/analytics.
Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the website. The information generated by the cookie about your use of the website (including your IP address which we do not link to any personally identifiable information) will be transmitted to and stored by Google on servers in the United States.
You may refuse the use of cookies by selecting the appropriate settings on your browser. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
OpenGenius will share your information in the following ways:
Integration
When you connect your account with a third-party service via an integration, we will share information about you that is required to provide the integration between the third-party service and our Services. We provide third-party integrations with several services including Google and OpenA.
Third-party service providers:
We may provide access to or share your information with third parties who perform services on our behalf. These third parties provide services for, but not limited to, application hosting, server logging, data storage, file storage, billing, advertising, analytics, emailing, customer service, shipping and fulfillment, marketing and security.
Business ownership
If the ownership of all, or substantially all, our business changes, we may transfer your information to the new owner so that the Services can continue to operate. In such case, your information would remain subject to the promises and commitments contained in this Privacy Policy until such time as this Privacy Policy is updated or amended by the acquiring party upon notice to you. If such transfer is subject to additional mandatory restrictions under applicable laws, OpenGenius will comply with such restrictions.
We declare that we carefully and respectfully process personal data belonging to data subjects who we identify as potential customers. In this case, legitimate interest is the legal basis we rely upon to justify the processing of this personal data. When using legitimate interests as the legal basis for processing personal data, we balance our legitimate interests, and the necessity to process the personal data, against the interests, rights and freedoms of the individuals concerned, always considering the particular circumstances.
We support integrations with several Google services and therefore access, collect, use and store information about you that you provide when you register to use AYOA. The use of this Google user data is limited to the following practices if enabled:
Google Profile:
Your Google Profile name, email address and avatar may be used for setting up an AYOA profile.
Google Contacts:
To view Google Contacts within AYOA with the option to invite them to create an account and join a Task Board.
Google Drive:
To view Google Drive files within the software and create a link from a Google Drive file to an AYOA task
Google Calendar:
To create new calendars that represent AYOA Task Boards, to create new events, and to sync events back and forth.
Our Mind Mapping and content creation features are powered by OpenAI. When you use these tools, your inputs (and the AI’s outputs) are sent securely to OpenAI for processing.
OpenAI may retain this data for up to 30 days to monitor misuse and ensure service quality. This data is not used to train OpenAI models unless you explicitly opt in.
For full details, please see OpenAI’s Privacy Policy.
Our audio transcription features are powered by the DeepGram API. Audio data submitted for transcription, along with the resulting text, is transmitted to DeepGram for processing. Data retention and usage are governed by DeepGram’s privacy policy, which may include temporary storage for quality assurance, service improvement, or compliance purposes. For further details, please review DeepGram’s Privacy Policy.
AYOA incorporates AI technologies to enhance your productivity and creativity. Here’s exactly how we process your data through AI systems:
Automated Decisions: AYOA’s AI makes suggestions and recommendations but does not make automated decisions that significantly affect you without human involvement. All AI outputs are clearly labelled as suggestions that you can accept, modify, or reject.
Your rights regarding AI processing:
OpenGenius Ltd is ISO/IEC 27001:2022 and Cyber Essentials certified, reflecting our commitment to industry-leading practices in Information Security Management. This certification ensures our adherence to the highest standards for safeguarding customer data.
We keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage.
The data for our Services is predominantly hosted on the Amazon Web Services (AWS) platform within the US. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store personal data. When you enter sensitive information (such as a credit card number to purchase OpenGenius products and services), we encrypt such information using secure socket layer technology (SSL). No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security.
Some AYOA services require transferring your data outside the UK/EEA. Here’s how we ensure your data remains protected:
We’ve implemented contractual and technical measures to challenge any disproportionate government access requests to your data, including:
If you have any questions about this privacy policy or our privacy practices, including any requests to exercise your legal rights, please contact us in the following ways:
Contact via email Postal address: OpenGenius Ltd, Tec Marina, Terra Nova Way, Penarth, CF64 1SA, UK
You have the right to:
The Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact support@ayoa.com
Educational Institution Accounts
Schools must confirm they have appropriate permissions and safeguards in place for student accounts
If your child uses AYOA, you have the right to:
For some users of the Services, AYOA offers a network of carefully selected Partner Affiliates to deliver high quality customer support and communications in an expanding range of languages. Where this service is available, some users may consent to one of our Partner Affiliates being a joint controller of their data. This consent will be given on signing up or subscribing to AYOA.
For those users offered the local services of a Partner Affiliate, the Partner Affiliates’ limited purposes for controlling users’ personal data, and for the processing of that data include:
The account settings in AYOA allow you to configure your preferences and provide consent for receiving direct marketing communications. Our marketing emails also contain a link to unsubscribe, so you may opt-out from receiving our marketing communications at any time.
OpenGenius reserves the right to amend or modify the policies on this page at any time for any reason without notice. This Privacy Policy may change as new features are added to our website or to any of our products and services. If we decide to change our Privacy Policy, we will post these changes to our Privacy Policy on our website.
If you disagree with any changes to this privacy policy, you will need to stop using the services and deactivate your account(s) immediately.
You can provide or withdraw consent for:
Essential services (cannot be disabled):
Optional services (you control):
For complex requests requiring human review:
For urgent privacy concerns (e.g., unauthorised access):
If you’re unsatisfied with our response, you can contact:
We encourage contacting us first, but you always have the right to complain directly to regulators.
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