Legal
Privacy Policy
Last updated: 13.10.2026
Our Foundational Principle
ArcticAI is operated by Nexia Digital Sp. z o.o., Nowogrodzka 42, 00-695 Warszawa, Poland (NIP: 7011301281), which is responsible for your personal data. ArcticAI is built so that your document content is processed on your dedicated GPU instance, not on our servers: we pass your uploads and messages to it without keeping copies of your documents, and store your chat history only if you turn saving on for a chamber. This privacy policy details the data we do gather, the purposes it serves, and how we safeguard it.
Information We Gather
Account Details
When you register, we collect your name, email address, phone number and its country, and a cryptographically hashed version of your password. You may add a company name in Settings. We use the phone number and country for sanctions checks at sign-up and for account security. We never store passwords in plaintext.
Chamber Metadata
We retain metadata about your chambers — names, creation timestamps, operational status, selected model tier, and session duration. We have no access to and do not store the content of your documents.
Payment Information
ArcticAI accepts Visa and Mastercard, and Multibanco (EUR) and BLIK (PLN). Card details are entered in our checkout form and passed over HTTPS to our payment processor; we do not store your full card number or security code. At checkout we also collect the cardholder name and billing address, and, for Multibanco or BLIK, your name and, for BLIK, your phone number. We keep a record of each payment (amount, currency, status and date).
Usage Metrics
We log GPU compute duration for billing purposes, including chamber activation and deactivation times and the model tier in use.
Connection Data
When you sign up or pay, we check the country of your IP address for sanctions and abuse, and sign-up runs automated anti-bot checks on the form.
Chamber Activity
Each chamber keeps an audit log of actions such as uploads, edits, generated files and destruction, including file names. Chat history is stored in our database only if you turn saving on for that chamber.
Information We Never Gather
- Document content — files are passed to your dedicated GPU instance and processed there; we keep no copy
- Chat conversations — unless you turn saving on for a chamber, chats are not stored in our database
- AI-generated outputs — reports, summaries, and extracted data stay on your instance
- Behavioral analytics — we deploy no analytics cookies, browser fingerprinting, or third-party tracking scripts
Data Storage Practices
Account and chamber metadata is kept in a managed database whose provider encrypts it at rest. Connections to our website use HTTPS. Database access is restricted to essential platform services only.
Data Retention Schedule
Account data and chamber metadata (names, timestamps, usage records and audit log) are kept while your account exists. When you delete your account, they are deleted and your profile is anonymised; payment records stay linked to the anonymised account for as long as accounting law requires. Destroying a chamber deletes its documents and any saved chat at once.
Document Data Lifecycle
Your documents exist solely on your dedicated GPU instance. When a chamber is destroyed, the instance is terminated and deleted with its storage — including every uploaded document, model memory state, and generated artifact — and any chat history you chose to save is deleted from our database. This destruction is irreversible by design.
Data Region
Your dedicated GPU instance is provisioned from a global marketplace of data centers located in North America, Europe, or Australia, and its exact location can vary between chambers depending on availability. Because document content is processed on that instance and our servers only pass it through without keeping a copy, this means a chamber's location — and therefore where your documents are processed — can be outside the country or region you are located in, including outside the European Economic Area.
Third-Party Disclosure
We do not sell, lease, or share your personal data with third parties for marketing. We share limited data with service providers who run the platform for us, only as needed: our hosting provider, our database provider, our GPU infrastructure provider (which runs your chambers), our payment processor and our email delivery provider, each under a confidentiality obligation.
Your Rights
If you are located in the UK or the European Economic Area, you have rights under the UK GDPR and EU GDPR. Regardless of where you are located, you are entitled to:
- Access the personal data we hold about you
- Request correction of any inaccurate information
- Request deletion of your account and all associated data
- Export your account data in a portable format
- Object to or restrict certain processing, and lodge a complaint with your local data protection authority
Data export and account deletion are available directly from Settings → Privacy & Data while signed in. For any other request, or if you need help, contact us at support@arcticai.space.
Policy Updates
We may revise this Privacy Policy periodically. Any material modifications will be communicated via email to registered users. The current version is always available on this page.
Contact
Nexia Digital Sp. z o.o.
Nowogrodzka 42, 00-695 Warszawa, Poland
NIP: 7011301281