Privacy Policy

Houston Cortex (“Houston Cortex”, “we”, “us”, or “our”) provides a private AI and knowledge platform designed to help organizations connect, search, retrieve, and interact with their own business information. This Privacy Policy explains how we collect, use, store, and protect information when users access Houston Cortex, including when they connect third-party services such as Google Drive, Gmail, Google Calendar, or other external data sources.

1. Information we collect

Depending on the features used, Houston Cortex may process:

• Account information, such as name and email address.
• Authentication information required to sign in or connect third-party services.
• OAuth access and refresh tokens issued by third-party providers.
• Files, documents, email metadata or content, calendar information, and other data explicitly authorized by the user.
• Technical information such as IP address, device information, timestamps, application logs, and diagnostic data.
• Usage information related to how the platform is used.

We only access third-party data that the user explicitly authorizes Houston Cortex to access.

2. Google user data

When a user connects a Google account, Houston Cortex may request access to specific Google services and data depending on the enabled integration. This may include data from Google Drive, Gmail, Google Calendar, or other Google services covered by the scopes requested during OAuth authorization.

Houston Cortex uses Google user data only to provide functionality requested by the user, such as discovering and indexing authorized documents, retrieving relevant information for search and AI-assisted responses, synchronizing authorized content, displaying or processing authorized email or calendar information, and maintaining the connection to Google services.

Houston Cortex does not sell Google user data, does not use Google user data for advertising, and does not transfer Google user data to third parties except where necessary to provide the requested service, comply with applicable law, or protect the security and integrity of the platform.

3. OAuth credentials

Houston Cortex may securely store OAuth access tokens and refresh tokens in order to maintain authorized connections to third-party services. OAuth credentials are used only for purposes authorized by the user. Users can revoke access at any time through Houston Cortex where a disconnect option is available, or through the connected service provider.

4. How we use information

We may use collected information to provide and operate Houston Cortex, authenticate users, connect authorized external services, synchronize and index authorized content, generate search results and AI-assisted responses, maintain security, diagnose technical issues, improve reliability and performance, and comply with legal obligations.

5. Data storage and security

Houston Cortex is designed with privacy and data isolation in mind. We use reasonable technical and organizational measures intended to protect user information against unauthorized access, loss, alteration, disclosure, or misuse. These measures may include encrypted communications, protected credential storage, logical separation of customer data, access controls, audit and application logging, and restricted administrative access.

No system can guarantee absolute security, but we aim to apply safeguards proportionate to the nature of the data processed.

6. Data retention

We retain personal and connected-service data only for as long as necessary to provide the service, maintain legitimate operational records, comply with legal obligations, or resolve disputes. When a user disconnects an integration or requests deletion, Houston Cortex may delete or invalidate stored credentials and associated synchronized data, subject to technical, legal, and backup retention requirements.

7. Data sharing

We do not sell personal data. We may share limited information with service providers where necessary to operate the platform, for example infrastructure, hosting, monitoring, security, or email delivery providers. Such providers should only process information as necessary to perform services on our behalf. We may also disclose information where legally required.

8. International transfers

Depending on infrastructure configuration and service providers used, information may be processed in countries other than the user’s country of residence. Where applicable, we aim to use appropriate safeguards for international data transfers.

9. User rights

Depending on applicable law, users may have rights including access, correction, deletion, restriction of processing, objection to certain processing, data portability, and withdrawal of consent. Requests may be submitted using the contact information below.

10. Revoking Google access

Users can revoke Houston Cortex access to their Google account through their Google Account security and third-party access settings. Revoking access prevents Houston Cortex from making further authorized requests to Google APIs unless the user connects the account again.

11. Children

Houston Cortex is intended for business and professional use and is not designed for children.

12. Changes to this policy

We may update this Privacy Policy from time to time. The current version will be published on this page with an updated revision date.

13. Contact

For privacy-related questions or requests, contact hello@houstoncortex.com.