Privacy Policy

Last Updated: June 26, 2026

Spherium.ai LLC ("Spherium.ai," "Spherium," "we," "our," or "us") is committed to protecting your privacy and handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our websites, use our products and services, communicate with us, or otherwise interact with Spherium.ai.

This Privacy Policy applies to the Spherium.ai website, our marketing and customer portals, our Enterprise AI Gateway and Collaboration Platform, support services, and any other websites or services that link to this Privacy Policy.

If your organization has entered into a separate written agreement with Spherium.ai, that agreement will govern the handling of Customer Data where applicable.

1. Information We Collect

We collect information directly from you, automatically through our websites and services, and from third-party service providers that help us operate our business.

Information You Provide

You may provide information including:

• Name
• Business email address
• Telephone number
• Company name
• Job title
• Contact requests
• Demo requests
• Marketing or newsletter subscriptions
• Support requests and support ticket information
• Sales and partner communications
• Billing and subscription information
• Any other information you voluntarily provide

Account, Product, and Operational Information

When your organization uses Spherium.ai, we process information necessary to operate and support the platform.

The information routinely accessible to Spherium.ai personnel is limited to operational information such as:

• Tenant or organization information
• Authentication and login events
• Model usage metadata
• API usage metadata
• Support ticket information
• Billing and subscription information

Depending on how your organization uses Spherium.ai, users may submit prompts, files, workspace content, knowledge resources, workflows, outputs, or other Customer Data.

Customer prompts, files, workspace content, knowledge resources, workflows, and outputs are encrypted and are not routinely accessible to Spherium.ai personnel.

Spherium.ai processes Customer Data only as necessary to provide the service, including supporting AI interactions, workspaces, routing, rules, reporting, audit functionality, security, troubleshooting, and platform operations.

Access to operational metadata is limited to what is reasonably necessary to operate, secure, troubleshoot, and support the platform.

Customer administrators may have access to administrative information within their own organization's tenant based on permissions granted by their organization.

Website and Device Information

When you visit our website, we may automatically collect information including:

• IP address
• Browser type
• Device type
• Operating system
• Pages viewed
• Date and time of visits
• Referring pages
• Campaign and referral information
• Cookie identifiers and similar technologies
• Approximate geographic location derived from IP address

2. How We Use Information

We may use information to:

• Provide, operate, maintain, and improve our products and services
• Create and manage customer accounts
• Authenticate users
• Provide customer support and manage support requests
• Respond to inquiries and demo requests
• Process subscriptions and billing
• Communicate product, administrative, security, and service-related information
• Send marketing communications where permitted by law
• Measure website usage and marketing performance
• Personalize website and customer experiences
• Monitor, secure, troubleshoot, and improve our systems
• Detect and help prevent fraud, abuse, or unauthorized access
• Comply with applicable legal obligations
• Protect the rights, property, and security of Spherium.ai, our customers, and others

3. Cookies, Analytics, and Similar Technologies

Spherium.ai uses cookies, pixels, scripts, tags, and similar technologies to:

• Operate our website
• Measure website performance
• Improve user experience
• Support customer communications
• Measure marketing effectiveness
• Provide chat functionality where enabled
• Support advertising and retargeting where enabled

These technologies may help us understand:

• Pages viewed
• Website navigation
• Form submissions
• Chat interactions
• Marketing campaign performance
• Website functionality
• Whether a visitor has previously interacted with our website or campaigns

You may manage your cookie preferences through the cookie consent banner available on our website where applicable. You may also manage certain cookies through your browser settings, although disabling some cookies may affect website functionality.

Cookie Categories

Our website may use the following categories of cookies and similar technologies.

Necessary Cookies

Necessary cookies are required for the website to function and cannot be fully disabled through our systems. These may be used for security, network management, accessibility, load balancing, consent management, and remembering cookie preferences.

Analytics Cookies

Analytics cookies help us understand how visitors use our website, which pages are visited, and how visitors interact with website content. We use this information to improve website performance, content, and user experience.

Functionality Cookies

Functionality cookies may allow the website to remember choices you make or support enhanced website functionality, such as chat or form behavior where enabled.

Advertisement Cookies

Advertisement cookies and similar technologies may be used to measure campaign performance, support retargeting, and present more relevant Spherium.ai advertising on other websites, search engines, social platforms, or advertising networks.

If you decline non-essential cookies, certain analytics, advertising, retargeting, or personalization technologies may not be used. A necessary cookie may still be used to remember your preference not to be tracked.

4. HubSpot CRM, Support, and Marketing

Spherium.ai uses HubSpot to support:

• Customer relationship management (CRM)
• Marketing automation
• Website analytics
• Forms
• Customer communications
• Chat or chatflows where enabled
• Customer support ticket management

HubSpot may use cookies and similar technologies to associate website activity, form submissions, communications, support interactions, and marketing engagement with customer or prospect records.

Support requests submitted through our website or customer portals may be managed through HubSpot.

If HubSpot chat or chatflows are enabled on our website, information you provide through chat may be processed in HubSpot and used to respond to your request, route your inquiry, provide support, or improve our communications.

5. Advertising and Retargeting

Spherium.ai may use advertising, analytics, and retargeting technologies to better understand website usage, evaluate marketing performance, and present relevant advertising.

Where enabled, these technologies may include platforms such as:

• Google
• LinkedIn
• Meta (Facebook)

These providers may use cookies, pixels, or similar technologies to measure campaign effectiveness, create audiences, and display relevant advertising based on previous interactions with our website.

Where required by applicable law, visitors may opt out of certain advertising and targeting technologies through our cookie consent preferences or other available mechanisms.

Some privacy laws may define certain advertising, retargeting, audience creation, or campaign measurement activities as a "sale," "sharing," or targeted advertising. Where required, we will provide applicable opt-out choices.

6. Customer Data and AI Processing

Spherium.ai is an Enterprise AI Gateway and Collaboration Platform.

Customers may submit prompts, files, knowledge resources, workspace content, workflows, outputs, or other Customer Data while using the platform.

Spherium.ai processes Customer Data only as necessary to provide the services requested by the customer.

Customer Data may be processed for purposes including:

• AI interactions
• Workspace collaboration
• Rules processing
• Request routing
• Reporting
• Audit functionality
• Security
• Troubleshooting
• Platform operations

Spherium.ai does not use Customer Data to train AI models owned or operated by Spherium.ai.

Spherium.ai personnel do not have routine access to customer prompts, files, workspace content, workflows, knowledge resources, or outputs. Customer Data is encrypted, and access is restricted.

Depending on customer configuration and model selection, Customer Data may be transmitted to third-party AI model providers to generate responses requested by the customer. Processing performed by those providers is governed by the applicable provider's terms and privacy practices.

7. Disclosure of Information

We may disclose information in the following circumstances.

Service Providers

We work with third-party service providers that help us operate, host, secure, support, market, and improve our services.

AI Model Providers

When selected by the customer, prompts, files, outputs, or related information may be transmitted to approved AI model providers to process customer requests.

Billing Providers

Subscription and payment information may be processed by third-party billing or payment providers.

Marketing, Analytics, and Support Providers

Information may be shared with providers that support CRM, customer support, analytics, communications, advertising, and marketing operations.

Legal Requirements

We may disclose information when required by applicable law or valid legal process.

Protection of Rights

We may disclose information when reasonably necessary to protect the rights, property, safety, or security of Spherium.ai, our customers, or others.

Business Transactions

Information may be transferred in connection with a merger, acquisition, financing, asset sale, or similar corporate transaction.

With Your Consent

We may disclose information with your direction or consent.

8. Third-Party Service Providers (Subprocessors)

Spherium.ai uses third-party providers to operate and support its services.

Current providers may include:

This list may change as our services evolve. A current Subprocessors page may provide additional detail.

Google Workspace is not listed as a customer-facing subprocessor because it is used only for internal access to backend systems and is not used as a primary processor of website, support, or product customer data.

9. Data Retention

We retain information only for as long as reasonably necessary to:

• Provide our services
• Support customers
• Maintain security
• Meet legal obligations
• Resolve disputes
• Support legitimate business operations

Retention periods may vary depending on the type of information and applicable legal requirements.

10. Security

Spherium.ai uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

These safeguards include measures such as:

• Encryption
• Authentication controls
• Access controls
• Logging
• Monitoring
• Operational security practices

Customer prompts, files, workspace content, workflows, knowledge resources, and outputs are encrypted and are not routinely accessible to Spherium.ai personnel.

Spherium.ai personnel may access only the limited operational information reasonably necessary to operate, secure, troubleshoot, and support the platform, including tenant information, authentication and login events, model usage metadata, API usage metadata, support ticket information, and billing or subscription information.

No method of transmission over the Internet or electronic storage is completely secure. Accordingly, we cannot guarantee absolute security.

11. International Processing

Spherium.ai is headquartered in the United States.

Information may be processed in the United States or in other locations where our trusted service providers operate.

12. Privacy Rights

Depending on your jurisdiction, you may have rights regarding your personal information, including rights to:

• Access
• Correct
• Delete
• Obtain a copy of
• Restrict certain processing
• Object to certain processing
• Opt out of certain advertising or targeted advertising activities where applicable

If your information is managed by your employer or another Spherium.ai customer, requests relating to Customer Data may need to be directed to that organization.

To exercise applicable privacy rights, please contact us using the information below.

13. California Privacy Notice

California residents may have additional privacy rights under applicable California privacy laws, including rights relating to access, correction, deletion, and certain advertising-related processing.

Where required by law, Spherium.ai will provide mechanisms to exercise applicable privacy rights.

Because Spherium.ai may use advertising and retargeting technologies, California residents may have the right to opt out of certain sharing of personal information for cross-context behavioral advertising where applicable.

14. Marketing Communications

You may unsubscribe from marketing communications at any time by using the unsubscribe link included in our emails.

Even if you opt out of marketing communications, we may continue to send service-related, administrative, billing, support, or security communications.

15. Children's Privacy

Our websites and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13.

16. Third-Party Websites

Our websites may contain links to third-party websites. Spherium.ai is not responsible for the privacy practices or content of third-party websites.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page together with a revised "Last Updated" date.

18. Contact Us

If you have questions regarding this Privacy Policy or wish to exercise applicable privacy rights, please contact us:

support@spherium.ai