1. Who we are. Initia Labs Pte. Ltd. (Singapore), which operates InitAI, is responsible for the data below. Contact our privacy officer at [email protected]. This Notice covers our websites, contributor signups, business inquiries and recording programs.
2. Data. We collect names, contact details, residence and filming country/state, organizations, task and device information, messages and responses. Programs may also collect recordings (including your voice if you include audio, and embedded file metadata), upload records, review notes, and your shipping address and phone number if you request filming equipment. Website requests generate IP address, browser, device and request logs.
3. Purposes and bases. We handle inquiries and signups, run and secure programs, deliver and recover lent equipment, review recordings, prepare customer evaluations and anonymized excerpts, and protect legal rights. We rely on consent for samples and customer disclosure, contract for requested steps such as equipment delivery and return, legitimate interests for security, business inquiries and minimum compliance evidence, and legal obligation for mandatory records.
4. Recipients. We use service providers under our instructions. Google Asia Pacific Pte. Ltd. (privacy contact: policies.google.com/privacy) provides Google Workspace (Drive, Forms, Sheets, Gmail) for sample videos, review notes, upload records, participant details, form responses and evidence, and Google Cloud for website form submissions and any further processing of samples. Its subprocessors and locations are listed at workspace.google.com/terms/subprocessors/ and cloud.google.com/terms/subprocessors. Cloudflare, Inc. hosts our website, screens form submissions and sends notification emails. Authorized customers receive evaluation videos as independent controllers, not participant contact details. Advisers, authorities, affiliates or a business successor may receive data where legally justified.
5. International processing. Our personnel process data in Singapore, Korea, Thailand and the United States. Covered Google Workspace data, including videos in our shared drive, and our Google Cloud storage are kept at rest in the United States. Google may process data outside that coverage in the other locations listed above. Transfers occur when you submit a form or upload, and during later processing, over encrypted connections. Providers keep data for the section 6 periods and delete on our instruction. You may refuse overseas storage by contacting us, but participation is then unavailable. Where transfer safeguards such as adequacy decisions or standard contractual clauses apply, we use them and provide copies on request.
6. Retention and deletion. Signups: 12 months. Inquiries: 24 months from submission. Samples and review notes: up to 12 months per submission. Sample participant details: up to 13 months from the last video submission, or 30 days after the form response if no video is submitted. Equipment delivery details: 30 days after the equipment is returned. We delete relevant data earlier when its purpose ends, a sample is rejected or consent is withdrawn. Minimal records of name, accepted text/version, response time, disclosures, withdrawal and deletion are kept separately on legitimate-interest grounds for up to two years from the last video submission, or one year after the response if no video is submitted. Website logs: up to 12 months. We securely delete or irreversibly anonymize data, instruct providers to delete and restrict residual backups pending contractual deletion.
7. Rights. Contact us (section 1), directly or through an authorized representative, for access, correction, withdrawal and applicable deletion, restriction, portability and objection rights. You may complain to your competent regulator. Refusing necessary data may prevent participation.
8. Protection and changes. We apply access restrictions, encryption in transit, logging and provider controls, and do not perform biometric identification or permit customer re-identification of participants. Programs require adulthood and a minimum age of 18. We announce material changes.