Privacy Policy — ai-sns.io Workdesk

Last updated: 2026-07-11

This Privacy Policy explains how Freeborn Inc. (株式会社フリーボーン) handles personal information in connection with the ai-sns.io Workdesk service. Freeborn Inc. operates ai-sns.io Workdesk and is the entity responsible for the personal information described in this policy. We hold Privacy Mark Registration No. 20002676, and we handle personal information in accordance with Japan's Act on the Protection of Personal Information (個人情報保護法, APPI).

By creating an account or using the service, you agree to the practices described here. If you do not agree, please do not use the service.

1. Information we collect

We collect the following categories of information in order to provide and operate the service.

Account information

When you register, we collect your name, work email address, company or organization name, password credentials, and the plan you select. For paid plans, our payment processor collects billing details on our behalf; we do not store full card numbers on our systems.

Usage information

We collect technical information generated as you use the service, including log data, IP address, browser and device type, feature interactions, timestamps, and diagnostic events. We use this information to keep the service secure, reliable, and easy to improve.

Connected-tool content

When you connect third-party tools and storage to Workdesk, the service processes the content, files, and metadata you choose to make available so that it can answer questions and perform tasks for your team. The handling of that content is governed by the Bring Your Own Storage model described below.

2. How we use information

We use the information we collect for the following purposes.

To provide, operate, maintain, and secure the service.
To authenticate users and enforce the permissions defined by your organization.
To respond to your requests and provide customer support.
To process payments, manage subscriptions, and send service-related notices.
To detect, prevent, and investigate fraud, abuse, and security incidents.
To analyze aggregated usage in order to improve reliability and features.
To comply with legal obligations and enforce our agreements.

3. Bring Your Own Storage and zero retention

Workdesk is built so that your documents stay yours. Under our Bring Your Own Storage model, the files, embeddings, and search indexes generated from your connected content live in your own cloud storage bucket, not on ai-sns.io systems.

On our own systems we keep only encrypted pointers to that content and a permission map that records who in your organization is allowed to access what. We do not retain copies of your source files or the vector indexes derived from them.

We never use your content, files, embeddings, or indexes to train machine-learning models. Your content is processed solely to deliver results back to your authorized users, and it is never sold or shared for advertising.

4. Permission sync

Workdesk mirrors the access permissions that already exist in your connected tools and storage. When a permission changes at the source, the permission map is updated so that each user only ever retrieves content they are already entitled to see. If access is revoked at the source, it is revoked in Workdesk.

5. Sub-processors and sharing

We do not sell personal information. We share information only in the limited circumstances described below.

With sub-processors and service providers who help us operate the service, such as cloud hosting, payment processing, email delivery, and analytics providers, under contracts that require them to protect the information.
With the third-party tools and storage you choose to connect, as directed by your own configuration.
When required by law, regulation, legal process, or an enforceable governmental request.
To protect the rights, property, and safety of Freeborn Inc., our users, or the public.
In connection with a merger, acquisition, or sale of assets, subject to the protections of this policy.

6. Security

We protect personal information using organizational and technical safeguards. Data is encrypted in transit using industry-standard TLS and encrypted at rest. Access to production systems is restricted, logged, and granted on a least-privilege basis. Our commitment to protecting personal information is certified under Privacy Mark Registration No. 20002676.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work continuously to protect your information and to respond promptly to any incident.

7. Retention and deletion

We retain account and usage information for as long as your account is active and for the period necessary to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Because source content lives in your own storage, deleting content at the source removes it from the service. When your account is closed, we delete or de-identify the encrypted pointers and permission map associated with your organization within a reasonable period, except where retention is required by law.

You may request deletion of your personal information at any time by contacting us at contact@ai-sns.io.

8. Your rights under Japan's APPI

In accordance with Japan's Act on the Protection of Personal Information (個人情報保護法), you have rights regarding the personal information we hold about you. Subject to the conditions set out in the Act, you may exercise the following rights.

The right to be notified of the purpose of use of your personal information.
The right to request disclosure of the personal information we hold about you.
The right to request correction, addition, or deletion of personal information that is inaccurate.
The right to request that we cease using or providing your personal information where permitted by the Act.
The right to lodge a complaint regarding our handling of your personal information.

To exercise any of these rights, please contact us at contact@ai-sns.io. We will respond in accordance with applicable law after verifying your identity.

9. Cookies

We use cookies and similar technologies to keep you signed in, remember your preferences, secure the service, and understand aggregated usage. You can control cookies through your browser settings, though disabling some cookies may affect how the service works.

10. International transfer

Freeborn Inc. is based in Japan, and information may be processed on servers located in Japan or in other countries where our sub-processors operate. Where personal information is transferred across borders, we take appropriate measures consistent with the APPI to ensure it remains protected.

11. Children

The service is intended for use by businesses and their staff and is not directed to children. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the date above and, where appropriate, provide additional notice. Your continued use of the service after an update means you accept the revised policy.

13. Contact

If you have questions about this Privacy Policy or how we handle your personal information, please contact us at contact@ai-sns.io.

Freeborn Inc. (株式会社フリーボーン), Esaka Crystal Bldg. 3F, 11-39 Toyotsu-cho, Suita, Osaka 564-0051, Japan. Privacy Mark Registration No. 20002676.