Last updated: August 2026
Next review: August 2027, or sooner where significant legal, regulatory, product or processing changes occur
At OpenGenius Ltd we respect your privacy and are committed to protecting your personal data.
This Privacy Policy explains how OpenGenius Ltd collects, uses, stores and protects personal information when you use our products and services, visit our websites, contact us, attend our events or otherwise interact with us.
We are committed to processing personal data responsibly, transparently and in accordance with applicable data protection laws, including:
We do not sell personal data. We only share personal information where necessary to provide our services, operate our business, comply with legal obligations, protect our services, or where you have provided appropriate consent.
Please read this Privacy Policy carefully. If you do not agree with this policy, you should not use our services. For clarification on any details contained herein, please contact us via email at support@ayoa.com
Further information about data protection rights and responsibilities is available from the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection:
https://ico.org.uk/
OpenGenius Ltd is registered with the ICO as a data controller.
ICO registration number:
Z1521108
OpenGenius Limited is a company registered in England and Wales.
Company number:
05653541
Registered office:
OpenGenius Ltd Tec Marina Terra Nova Way Penarth United Kingdom CF64 1SA
Contact: support@ayoa.com
Throughout this policy, references to:
refer to OpenGenius Ltd.
OpenGenius Ltd develops and operates Ayoa, a cloud-based productivity, collaboration, mind mapping and AI-enabled software platform.
This Privacy Policy applies to personal data processed through:
Where a customer organisation uses Ayoa on behalf of its employees, students or other users, additional agreements may apply.
For example, where an educational institution or business customer controls how user information is managed within its account, that organisation may have responsibilities as a separate controller or joint controller under applicable data protection laws.
OpenGenius Ltd acts as a data controller for personal data collected and processed for purposes including:
This means we determine why and how personal data is processed for these activities.
Where OpenGenius processes personal data on behalf of a customer organisation, such as an enterprise or education customer, we may act as a data processor under the terms of an applicable data processing agreement.
The information we collect depends on how you interact with Ayoa and our services.
When you create an account, purchase services, contact us or use Ayoa, we may collect:
Where you purchase paid services, we may process:
Payment card details are processed through secure payment providers. OpenGenius does not store complete payment card numbers.
This may include:
This content is processed to provide the functionality of Ayoa.
We use personal data for the following purposes:
We process information necessary to:
The lawful basis for this processing is generally performance of a contract.
We process information to:
The lawful basis for this processing is generally legitimate interests, as we have a legitimate interest in protecting our users, systems and business operations.
We may analyse service usage information to:
Where possible, we use aggregated or minimised information.
The lawful basis for this processing is generally legitimate interests.
When you contact us, we may process information to:
The lawful basis is generally performance of contract or legitimate interests, depending on the circumstances.
We may contact you regarding:
Essential service communications do not require marketing consent.
Marketing communications are handled separately in accordance with applicable privacy and electronic marketing laws.
Ayoa includes optional AI-enabled features designed to support productivity, creativity and organisation.
These features may include:
Where you choose to use AI features, relevant information may be securely transmitted to approved third-party AI providers to generate responses or complete requested functionality.
AI processing is used to provide assistance and suggestions. Ayoa’s AI features do not make decisions that produce legal or similarly significant effects about individuals.
AI-generated outputs:
AI functionality is optional where enabled within Ayoa.
You can choose whether to use AI features. Where you submit information for AI processing, you control the content provided.
You should avoid entering confidential, sensitive or unnecessary personal information into AI features unless required for your intended use.
Ayoa uses approved third-party technology providers to support certain AI functionality.
Current AI-enabled services may include:
Some Ayoa generative AI functionality is powered by OpenAI technology.
Where AI functionality is used, relevant inputs may be processed by OpenAI to provide the requested service.
OpenGenius has contractual arrangements and technical controls designed to protect customer information. Data processing, retention and security practices are governed by the applicable agreement and OpenAI service terms.
OpenGenius does not permit customer data submitted through approved Ayoa AI integrations to be used to train third-party AI models.
Ayoa audio transcription functionality may use Deepgram technology.
Where transcription is requested, audio data and resulting transcription output may be processed by Deepgram to provide the service.
Retention, security and processing arrangements are governed by the applicable Deepgram service terms and OpenGenius supplier agreements.
OpenGenius does not permit customer data submitted through approved Ayoa AI integrations to be used to train third-party AI models.
Ayoa may be used by educational institutions, including schools and other learning organisations.
Ayoa is not designed as a social networking platform and is not intended to encourage children to publicly share personal information.
We do not knowingly collect personal data from children where such collection would be unlawful.
Where a school, university or educational organisation provides access to Ayoa:
We do not use student data obtained through educational deployments for advertising or unrelated commercial purposes.
Parents or guardians who have concerns regarding a child’s use of Ayoa should contact the relevant educational institution in the first instance where access has been provided through a school or organisation.
Parents or guardians may also contact OpenGenius where they believe personal data has been processed incorrectly.
Contact: support@ayoa.com
Where appropriate, we will cooperate with educational organisations to address privacy concerns.
Ayoa may allow users to connect third-party services to enhance functionality.
Examples may include:
When you connect a third-party service:
Examples include:
Where enabled, Ayoa may access Google account information such as:
Depending on the integration selected, Ayoa may also access:
Access is limited to permissions granted by you.
Cookies are small files stored on your device that allow websites and applications to recognise users, remember preferences and understand usage.
Ayoa and our websites may use cookies for purposes including:
These cookies are required for:
These cannot be disabled where they are necessary to provide the service.
Where we use analytics tools, these help us understand:
Where required by law, analytics cookies are only placed after obtaining appropriate consent.
You can control cookies through:
Disabling certain cookies may affect functionality.
OpenGenius does not sell personal data.
We only share information where necessary for legitimate business purposes, including:
We use carefully selected suppliers that support our operations, including:
These providers process information only according to appropriate contractual arrangements and instructions.
We may disclose information where required to:
If OpenGenius undergoes a merger, acquisition, restructuring or transfer of assets, personal information may be transferred as part of that process.
Any transfer will continue to be protected by applicable data protection obligations.
Some of our technology providers may process information outside the UK.
Where personal data is transferred internationally, OpenGenius applies appropriate safeguards required under applicable data protection law.
These may include:
Safeguards may include:
We regularly review international transfer arrangements to ensure they remain appropriate.
OpenGenius Ltd maintains an Information Security Management System aligned with ISO/IEC 27001:2022 requirements and is Cyber Essentials+ certified. Our AI systems are aligned with the ISO/IEC 42001:2023 standard.
We apply appropriate technical and organisational measures to protect personal data, including:
No method of electronic transmission or storage can guarantee absolute security. However, we continually review and improve our security practices to reduce risks.
We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, security and operational requirements.
Typical retention periods include:
May be retained for an appropriate period to:
May be retained where necessary for:
Retention periods are reviewed regularly and documented within our internal retention framework which is subject to impartial, external compliance auditing on an annual basis.
Under applicable data protection laws, you may have rights relating to your personal data.
These rights may include:
You have the right to request a copy of the personal data we hold about you and information about how we process it. This is commonly known as a Data Subject Access Request (DSAR).
You have the right to request correction of inaccurate or incomplete personal information.
You may request deletion of your personal data where:
Deletion requests may be subject to legal, security, contractual or operational requirements.
You may request that we limit how we use your personal data in certain circumstances, including where you dispute its accuracy or have objected to processing.
You may object to certain processing activities, including where we rely on legitimate interests or where personal data is processed for direct marketing.
Where applicable, you may request your personal data in a structured, commonly used and machine-readable format.
This right applies where processing is based on consent or contract and carried out by automated means.
Where we rely on consent as our lawful basis, you may withdraw consent at any time.
Withdrawal of consent does not affect processing carried out before withdrawal.
Please note that withdrawing consent may affect certain optional functionality.
To exercise any of your data protection rights, please contact us in writing at:
Email: support@ayoa.com
Postal address:
OpenGenius Ltd Tec Marina Terra Nova Way Penarth United Kingdom CF64 1SA
We may need to verify your identity before responding to requests to protect personal information from unauthorised disclosure.
We aim to respond to valid requests within 30 days. Where requests are complex or numerous, we may extend this period where permitted by law and will notify you if an extension is required.
We may contact individuals regarding:
Where required by law, we will obtain appropriate consent before sending marketing communications.
You can unsubscribe from marketing communications at any time using:
Essential service communications, such as security alerts, account notifications and important service updates, are not marketing communications and may continue where necessary.
Where available, Ayoa provides users with controls over optional processing activities.
These may include:
Required for operation of the service:
Users may control:
Where consent is required, users may withdraw it through available controls or by contacting us.
OpenGenius is committed to responsible development and use of artificial intelligence.
Where Ayoa uses AI functionality:
OpenGenius continues to monitor evolving AI governance requirements, including relevant developments in UK and international AI regulation, and is currently aligned with the ISO42001:2023 standard across all development and operational responsibilities.
If you have concerns about how OpenGenius processes your personal data, please contact us first so we can investigate and attempt to resolve your concern.
Contact: support@ayoa.com
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.
ICO website:
https://ico.org.uk/
This does not affect any other legal rights or remedies available to you.
We may update this Privacy Policy periodically to reflect:
Where changes are significant, we will take reasonable steps to notify affected users. The latest version will always be published through our website.
Privacy responsibility at OpenGenius Ltd is managed through our wider information security and governance framework.
Our privacy practices are reviewed alongside:
For privacy enquiries:
Email: support@ayoa.com
Address:
OpenGenius Ltd
Tec Marina
Terra Nova Way
Penarth
United Kingdom
CF64 1SA