PrivacyPolicy

This policy applies to all information collected through:

• Our public marketing website at akiva.com
• The AI Innovation Network Member Portal (akiva.com/member/*)
• The Employee Portal (akiva.com/employee/*)
• The Admin Portal (akiva.com/admin/*)
• Contact forms, career applications, and newsletter subscriptions
• Any related APIs, edge functions, and backend services

We use collected information for the following purposes:

• Service Delivery: Operate and maintain our portals, process applications, manage member profiles, and facilitate community engagement.
• Authentication & Security: Verify identity, manage sessions, enforce access controls, detect fraud, and protect against unauthorized access.
• Communications: Send transactional emails (account setup, password resets, application status updates), newsletters, community digests, and announcements (with your consent where required).
• Talent Matching: Match member profiles to contract requisitions, labor categories, and project opportunities within our government and commercial engagements.
• Analytics & Improvement: Understand usage patterns, improve site performance, and enhance user experience through aggregated analytics.
• Legal & Compliance: Comply with applicable laws, regulations, and contractual obligations, including those related to government contracting.
• Administrative: Internal audit logging, moderation of community content, and management of employee referral programs.

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: We use Supabase for authentication, database, and file storage; Google Analytics (GA4) for website analytics; Mapbox for mapping services; and Sentry for error monitoring. These providers process data on our behalf under contractual obligations.
• Government Clients: In the context of government contracts, we may share relevant talent profile information (skills, certifications, clearance level) with contracting agencies as required for staffing proposals and contract performance.
• Community Visibility: If you opt in to public visibility in the AI Innovation Network, your name, title, skills, and contributions may be visible to other authenticated members.
• Legal Requirements: When required by law, subpoena, court order, or to protect our rights, safety, or property.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction.

We retain personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law. Specifically:

• Account Data: Retained while your account is active and for a reasonable period afterward for reactivation or legal compliance.
• Career Applications: Retained for up to 24 months to consider you for future opportunities, unless you request earlier deletion.
• Audit Logs: Retained for 6 years per compliance requirements (see Section 10 for full GDPR basis).
• Session Data: Retained for security and troubleshooting for up to 12 months.
• Performance Management Records (PIPs, warnings, reviews): Retained for 10 years from issuance or closure per HR retention requirements.
• Newsletter Subscriptions: Retained until you unsubscribe or request removal.
• Aggregated/Anonymized Data: May be retained indefinitely as it cannot identify you.

We use the following cookies and tracking technologies:

You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent you from using authenticated features of our site.

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS/HTTPS) and at rest
• Row-Level Security (RLS) policies on all database tables to enforce access control
• Rate limiting on authentication endpoints and API edge functions
• IP-based restrictions and session monitoring for administrative access
• CORS domain allowlisting to prevent unauthorized cross-origin requests
• Audit logging of administrative actions
• Regular security scans and vulnerability assessments

No method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

As a government contractor, AKIVA handles data in accordance with all applicable federal, state, and industry-specific regulations, including but not limited to:

• Federal Acquisition Regulation (FAR) privacy and data handling clauses
• NIST SP 800-171 for Controlled Unclassified Information (CUI) where applicable
• Applicable data protection requirements under specific contract vehicles

Information collected through our talent network may be used in connection with government contract staffing proposals, subject to applicable regulations and your consent.

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out: Unsubscribe from marketing communications at any time via the unsubscribe link in our emails or by contacting us.
• Profile Visibility: Control the visibility of your member profile through your account settings.
• Account Deactivation: Request deactivation of your portal account by contacting us.

To exercise any of these rights, contact us at the address below. We will respond within 30 days.

For users in the European Economic Area (EEA) and United Kingdom, AKIVA AI, LLC acts as the data controller for your personal data.

Legal bases for processing:

• Consent: Analytics cookies and marketing communications (you may withdraw consent at any time via cookie preferences or email unsubscribe).
• Contract performance: Processing necessary to provide portal access, member services, and employment-related services you have requested.
• Legitimate interests: Website security, fraud prevention, service improvement, and business operations, balanced against your data protection rights.

Data retention: We retain personal data only as long as necessary for the purposes described in this policy. Account data is retained for the duration of your account plus 90 days. Analytics data is aggregated and anonymized after 26 months. Audit logs are retained for 6 years per compliance requirements.

International transfers: Your data may be transferred to and processed in the United States. We rely on Standard Contractual Clauses (SCCs) where required for such transfers.

Data Protection Officer: For GDPR-related inquiries, contact privacy@akiva.com.

If you are a California resident, you have additional rights under the CCPA:

• Right to Know: You may request the categories and specific pieces of personal information we have collected about you in the past 12 months.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out of Sale: AKIVA does not sell personal information. We do not exchange personal data for monetary or valuable consideration.
• Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise your rights, email privacy@akiva.com or use the data export/delete tools in your account settings. We will verify your identity and respond within 45 days.

If you have questions about this Privacy Policy, wish to exercise your data rights, or have concerns about our data practices, please contact us: