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 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. Paid plans are invoiced and settled by bank transfer, so we collect the billing address and contact details needed to issue an invoice. We do not accept card payment and we do not collect or store card numbers.

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. Where that content is stored, and who can see it, are described in sections 3 and 4.

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. Where your content is stored

Content you put into Workdesk — uploaded files, documents you paste in, scans and screen recordings — is stored on servers Ai-Sns.io operates, together with the text extracted from it and the search index built over it. It is not written to storage you control, and this section will not say otherwise until it is.

Bring Your Own Storage is not available. Writing files, embeddings and search indexes into a bucket you own — Amazon S3, Google Cloud Storage, Azure Blob, Cloudflare R2 or on-premises MinIO — with keys you hold and can revoke, is not built. Where the product accepts bucket credentials today it stores that configuration and does nothing else with it; no file has ever been written to a customer bucket. Until it is, treat every file you add as held by us.

What we do keep is described in section 6, and the short version is that your company content is not separately encrypted — it is protected by workspace isolation and access control, and by the fact that we do not sell it, share it, or use it to train anything.

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. Who can see what

Access is decided inside Workdesk, per source. When something is added to company memory it is marked either private to the person who added it or visible to everyone in the workspace, and that setting is enforced on every read, every answer and every citation — the assistant cannot quote a source back to someone who is not entitled to it.

Workdesk does not currently mirror permissions from the tools you connect. A file that is restricted in Google Drive or a channel that is private in Slack does not carry that restriction across on its own, and revoking someone's access at the source does not revoke it here. Set the visibility you want when you add a source, and remove the source if it should no longer be readable.

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. Access to production systems is restricted, logged, and granted on a least-privilege basis.

Credentials are encrypted at rest. Connector credentials, provider API keys and multi-factor seeds are sealed with AES-256-GCM. Passwords, sign-in sessions and invite links are stored only as one-way hashes: they cannot be recovered from our database by us or by anyone else. Your company content — documents, messages, meeting records and scan results — is not separately encrypted. It is protected by workspace isolation and access control, so no other customer and no unauthenticated caller can reach it.

A share link is the permission. Anyone holding the link can view that recording until you rotate the link, set a passcode, or let it expire. Share links are not encrypted in our database, because the link has to be shown back to you.

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.