Privacy policy

1. Data controller

The data controller is [legal name], [legal form], registered with the RCCM under number [number], with its registered office at [address], Democratic Republic of Congo (“Okapi AI”, “we”).

For any question about your data: [email protected].

2. Data we collect

Waitlist: your email address and, if you provide them, your name, organisation, profile (business, law firm, etc.), city, chosen language, and the date of your consent.

Account and service (after launch): account credentials, organisation, questions you ask the assistant, generated answers, feedback you give on answers, and documents you choose to upload.

Technical data: IP address, browser type, pages visited and security logs, processed by our hosting provider and by Cloudflare to route traffic and protect the service.

We do not knowingly collect sensitive data. Please do not include third parties' personal data or unnecessary confidential information in your questions.

3. Purposes and legal bases

• Telling you about the launch and early access (waitlist): your consent, which you may withdraw at any time.
• Providing the service, managing your account and, where applicable, billing: performance of the contract.
• Keeping the service secure, preventing abuse and fixing errors: our legitimate interest.
• Improving the quality and accuracy of answers (evaluation, error analysis): our legitimate interest, using only the data strictly needed.
• Meeting our legal obligations (accounting, lawful requests from authorities): legal obligation.

We do not sell your data or use it for advertising.

4. Artificial intelligence

To generate an answer, your question and relevant excerpts of legal texts are sent to a language-model provider through its API. We choose providers whose contractual terms exclude using API data to train their models.

Okapi AI does not train AI models on your data. Conversations may be reviewed, in a limited and secure way, to measure and improve answer quality.

5. Recipients and processors

Your data is accessible only to authorised Okapi AI staff and to our technical processors, within the scope of their tasks:

• Cloudflare (network, security, DNS and R2 file storage)
• DigitalOcean (server hosting)
• Language-model providers: [Anthropic / OpenAI / Mistral AI, depending on the model chosen]
• Embeddings provider: [OpenAI or Cohere]
• Langfuse (AI answer quality monitoring)
• Sentry (technical error tracking)
• [Email delivery provider, to be completed]

6. Transfers outside the DRC

Our servers and some processors are located outside the Democratic Republic of Congo, notably in the United States and the European Union. We protect these transfers with appropriate contractual confidentiality and security commitments.

7. Retention periods

• Waitlist: until you unsubscribe, and at most 12 months after public launch if you do not create an account.
• Account, questions and answers: for as long as your account exists, then deleted or anonymised within [90] days of closure, unless the law requires otherwise.
• Technical logs: [30] days.
• Backups: 30 days, then deleted automatically.

8. Your rights

You may request access to, correction or deletion of your data, restrict processing, object to processing based on our legitimate interest, and withdraw your consent at any time by writing to [email protected]. We reply within 30 days.

You may also lodge a complaint with the competent data protection authority, under Ordinance-Law No. 23/010 of 13 March 2023 on the Digital Code and, where applicable, the rules of your country of residence.

9. Security

We protect your data with encrypted connections (HTTPS), strict access control, isolation of internal services, encrypted backups and continuous monitoring. No system is perfectly secure; we will inform you promptly of any data breach likely to affect you.

10. Cookies

We only use strictly necessary cookies: remembering your language, your login session and protection against request forgery. We use no advertising cookies or third-party trackers. If that changes, we will ask for your consent first.

11. Minors

Okapi AI is intended for professionals and not for anyone under 18.

12. Changes

We may update this policy. The date at the top shows the latest version; we will notify you by email or on the site of any significant change.