Privacy Policy

Last updated: 11/26/2025

Introduction

VAKE Consulting, a company registered in the United Arab Emirates ("we", "us", or "our") operates the SAP SuccessFactors AI Assistant service (the "Service"). This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service.

We are committed to protecting your privacy and ensuring the security of your personal information. This policy applies to all users of our Service.

Information We Collect

Account Information

Email address
Name and organization name
Role and permissions
Billing information (processed securely through Stripe)

Service Configuration

SAP SuccessFactors API credentials (encrypted)
AI provider API keys (encrypted)
User preferences
Team structure

Usage Data

API call logs
Chat conversation history (optional)
Feature usage patterns
Error logs

SAP SuccessFactors Data

Important: We do not permanently store your SAP SuccessFactors employee data. This data is only accessed in real-time when you make queries and is not retained after the session ends.

How We Use Your Information

Service Delivery

Authenticate access
Process queries
Provide AI assistance
Generate reports

Service Improvement

Analyze usage patterns
Debug issues
Develop new features
Optimize performance

Communication

Service updates
Support responses
Billing notifications
Security alerts

Legal and Compliance

Comply with laws
Enforce Terms
Protect against fraud
Respond to legal requests

Data Security

We implement industry-standard security measures:

Encryption

AES-256 for credentials
TLS/SSL for transit
Encrypted cloud storage

Access Control

RBAC
MFA
Security audits
Least privilege

Infrastructure

SOC 2 compliant cloud
Regular updates
Automated backups
DDoS protection

Note: No method of transmission or storage is 100% secure. We cannot guarantee absolute security but commit to best practices.

Data Sharing and Third Parties

We do not sell your personal information. We share only with:

Service Providers

Stripe (Payment)
Google Cloud (Hosting)
Firebase (Auth/DB)
AI Providers (Anthropic, OpenAI, Google, xAI)

AI Provider Data Handling

Anthropic Claude (Default):

Logs stored 7 days
No model training
Zero-Data-Retention available

Other Providers (Optional):

Subject to their respective policies
Review before enabling
VAKE has no control over 3rd party retention

Legal Requirements

We may disclose if required by law or to protect rights.

Business Transfers

Information may be transferred during mergers or audits.

Data Retention

Active Accounts

Retained while account is active.

After Termination

Deleted within 90 days
Backups removed within 180 days
Legal records retained as required

Chat History

Retained 30 days by default. Can be deleted anytime.

Your Privacy Rights

Depending on location, you may have rights:

Access and Portability
Correction
Deletion
Restriction and Objection
Opt-Out

Contact privacy@vakeconsulting.com to exercise rights.

Customer Responsibility

Important: Customer Data Responsibility

You are responsible for data processed
VAKE is not responsible for AI outputs
Ensure compliance with your local laws
Review AI provider policies

Final decisions remain the responsibility of the customer.

International Transfers

Data may be processed in UAE and other countries. We ensure appropriate safeguards.

VAKE Consulting

Questions? Contact privacy@vakeconsulting.com

GDPR inquiries: dpo@vakeconsulting.com