Privacy Policy

1.Data Collected Through the Website

FutureIK is the “Data Controller” of all Personal Data collected through the Website. This means that FutureIK determines the means and purposes of the processing and is responsible for replying to data subjects’ requests. A visitor of our Website is any person simply visiting our Website, interacting with our Website by filling out and sending the contact form, or subscribing to our Newsletter (referred to as “you,” “your,” or “Visitor” in this Policy).

Cookies

A cookie is a small data file stored by your browser on your device’s hard disk for record-keeping purposes, such as recording information about the use and activity on the Website. This information may include, but is not limited to, your Internet Protocol address and browser type, as well as the user’s web browsing history before visiting the Website or the Website’s search history.

• First-party cookies are set directly by us(FutureIK).
• Third-party cookies are set parties other than FutureIK.

Cookies are used for different reasons:

1. Necessary cookies

Required for technical reasons in order for a website to operate.

2. Preferences cookies

Used to enhance performance and functionality; however, if you decide not to accept these cookies, certain functionality may become unavailable.

3. Statistic (Analytics) cookies

Collect information used in aggregate form to help the website owner understand how its website is being used (e.g., Google Analytics cookies).

4. Marketing cookies

Used for advertising and targeting purposes. Third-party providers (e.g., Google, Facebook) place these cookies to display relevant ads on other sites based on your interactions with our site.

When you visit our Website, you are asked to consent to the use of cookies. You may choose to consent to none, some, or all of the categories of cookies. You may withdraw your consent at any time during your visit by adjusting your cookie preferences, for example, by clicking on our “Manage Cookies Settings” button.

Additionally, you can instruct your browser (by changing its options) to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit.

Newsletter

If you wish to receive our Newsletter (e.g., announcements about new offers or other news from FutureIK), you may enter your email address on this Website. Your email address is solely used for sending the Newsletter, and you will be removed from the recipient list once you choose to unsubscribe. You may be removed from this list easily and at no cost by clicking the “unsubscribe” link within the email content. You can also contact us at support@futureik.com for assistance.

Contact Forms

If you wish to communicate with us using the Contact Form, you may enter your name, email address, telephone number, and the message you wish to send us. Such personal data is used solely for the purpose of responding to your inquiry, and we keep your data only as long as necessary to respond to your request.

Support

For Support, you can either email support@futureik.com or use Pixel, our AI-enabled customer service assistant available both on the Website and in the Services. Important: Do not share personal or confidential information with Pixel, as it may be trained on publicly available data.

2. Data Collected Through Customer’s Purchasing and Use of the Services

A “Customer” is a Visitor of our Website who has either purchased or signed up for free and is using the Services offered through the Asta Software (referred to as “Services” in this Privacy Policy)

We process the following categories of personal data (referred to as “Customer Data”):

• Name & Surname (optional)
• Email and Password
• Last IP Address of the Customer
• Billing/Shipping Address and Phone Number (if an order has been made)
• Traffic Data in the Asta Application

Processing of Email and Password for Performance of the Services Agreement

We process a Customer’s (and Authorized Users’) Email and Password to:

• Identify our Customers & Accounts and allow them to log in
• Send non-marketing, automated onboarding emails to assist new Customers
• Send billing-related emails (for paid accounts) only to those with access to the Subscription section of the Account

Legal Basis: Performance of the contractual obligations.

Retention: We retain relevant personal data for the duration of the Services Agreement. After termination or expiry, we retain billing data for accounting, tax, and legal defense purposes as required by law.

Processing of Emails to Send Newsletters

We may process a Customer’s or Authorized User’s Email address to send new offers or announcements about FutureIK, but only upon written and explicit consent.

Each email will contain an “unsubscribe” button so that you may withdraw your consent at any time. If you choose to unsubscribe, we will remove you from our mailing list, although we may retain a record of unsubscribes as required by law.

Processing of Name and Surname

The Name & Surname (optional) are used:

• To identify and communicate with our Customers and Authorized Users
• By other Authorized Users in a single Asta Account to identify colleagues
• In some system notifications or automated emails

If you place an order, you must provide your Name & Surname for billing/shipping. Afterward, you may remove this information from your profile.

Processing of Last IP Address

We process the Last IP Address to:

• Infer city/country and timezone for easier Account setup
• Confirm violations of our Terms of Service (e.g., multiple free accounts)

You may object to this processing, but we may decline for compelling reasons (e.g., preventing service abuse).

Processing of Billing/Shipping Address and Phone Number

We use Billing/Shipping Address and Phone Number solely for invoicing or shipping purposes if an order has been made.

We retain this information for the duration of the contract and for as long as required by law. After contract termination, you can request deletion of your billing/shipping details. In some cases, we may retain certain contact details for a limited time to facilitate account re-activations or to defend legal claims, if necessary.

Processing of Analytics

We process usage data (traffic and behavioral data in the Services) in aggregated and anonymized form for:

• Statistics, analysis, and benchmarking
• Understanding user experience, tool popularity, user difficulties, etc.

Processing of Logging Data

From time to time, we may process logging data to audit whether the Services’ copyright is respected. This helps us verify that our Services are being used in accordance with our terms and conditions.

Personal Data Processed on Instructions by the Customer

FutureIK acts as a “Data Processor” for all personal data processed in relation to the provision of the Services under your Services Agreement. This means:

• You (the “Customer” or “Data Controller”) are solely responsible for the legality, reliability, accuracy, and quality of personal data you or your Authorized Users upload to Asta.
• You are responsible for defining the purposes and legal basis of the processing.
• You must inform data subjects (individuals whose data you collect and process) about how their data will be used and obtain any necessary consents.

FutureIK processes such personal data only on your behalf and per your documented instructions under a Data Processing Addendum (DPA). The DPA, including its security measures, is an integral part of the Services Agreement.

We share personal data only with our sub-processors under written contracts ensuring GDPR-compliant measures and at least the same level of data protection. FutureIK remains liable for onward transfers to our sub-processors.

Under the DPA with our Customers, we assist them by appropriate technical and organizational measures in fulfilling data subjects’ rights. Below are some standard technical and organizational measures:

Consent and Notice

• A Customer must accept the Terms of Service and the DPA before creating an Account.
• Each Authorized User sees our Privacy Policy, Terms of Service, and DPA when signing up for the first time.
• All these documents are accessible anytime on our Website.

Access, Rectification, and Deletion

• We require user authentication before allowing access to personal data.
• Passwords are encrypted.
• Customers can manage each Authorized User’s access level (view, modify, delete).
• Customers and Authorized Users can export, rectify, and delete personal data they have uploaded, subject to permissions configured by the Account Owner.

Deletion of the Account

• A Customer or any Authorized User with Admin rights can request deletion of the Account via:
  1. Emailing support@futureik.com,
  2. The Website’s contact form.
  3. Customers can manage each Authorized User’s access level (view, modify, delete).
• We verify the request by email and notify all Admin users to confirm legitimacy. Upon confirmation:
  1. All Account data is removed from our database.
  2. All files in our cloud storage related to the Account are marked for deletion.
  3. All relevant information with service providers is also deleted (or removed as per the provider’s procedure).

If a Customer does not renew a paid subscription, the Account may be downgraded to a free plan. If the Customer does not log in for 365 days, the Account is permanently deleted. We may send reminder notifications prior to deletion.

Security

Whether we are Data Controllers or Data Processors, we maintain appropriate technical and organizational security measures to protect data integrity, availability, and confidentiality. These measures may include:

• Physical and environmental security
• Firewalls, antivirus, and encryption
• Access management with secure password policies
• Regular vulnerability and penetration tests
• Specific incident management and Data Breach Policy

We do not share personal data with any third party unless required by law or strictly necessary for providing our Services (e.g., trusted sub-processors). Where required by law, we shall inform you unless prohibited (e.g., a criminal investigation).

EU-U.S. Data Privacy Framework

FutureIK adheres to the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF regarding personal data transferred from the EU and UK. Please visit https://www.dataprivacyframework.gov/ for more details. Where no adequacy decision is in place, we rely on the European Commission’s Standard Contractual Clauses (SCCs) for international transfers.

Sharing Data with Affiliates and Associates

We may share personal data with FutureIK Technologies LLC, Onyx Building, Al Khabeesi, Dubai, UAE who assist in operating, maintaining, and supporting the Services, as well as our sub-contractors and sub-processors. All third parties operate under written contracts ensuring compliance with this Policy and providing the same level of data protection.

We respect your rights under GDPR, the UK GDPR, and relevant data protection laws. If we act as a Data Controller, you can contact us at privacy@futureik.com to exercise your rights. If we act as a Data Processor, the relevant Data Controller (our Customer) is responsible for handling your request. We will assist them where necessary.

Depending on your jurisdiction, you may have certain rights regarding your personal data under applicable data protection laws—such as the California Consumer Privacy Act (CCPA) if you are a California resident, the Digital Personal Data Protection Act (DPDP) in India, or similar laws in other regions where we operate, including Dubai. We process your personal data only as directed by our Customers, and we work closely with them to ensure that your rights under all applicable data protection laws are fully respected. For all matters concerning your rights under this Policy, you may contact us at privacy@futureik.com.

Below are brief descriptions of your rights under GDPR and similar laws:

• Information & Transparency

Right to be informed about the purposes, scope, and means of processing.

• Access

Right to request a copy of personal data and confirm whether we are processing it lawfully.

• Rectification

Right to correct incomplete or inaccurate personal data.

• Erasure (“Right to be Forgotten”)

Right to request deletion of your personal data when there is no lawful basis for continued processing.

• Restriction of Processing

Right to suspend processing of your personal data in certain cases (e.g., to verify data accuracy).

• Data Portability

Right to receive your personal data in a structured, commonly used, and machine-readable format or request direct transfer to another controller.

• Object to Processing

Right to object where processing is based on legitimate interests and there is no overriding interest to continue the processing.

• No Automated Decision-Making

Right not to be subject to decisions based solely on automated processing that produce significant legal or similar effects.

• Withdrawal of Consent

If processing is based on consent, you may withdraw at any time. This does not affect the lawfulness of processing before withdrawal.

Children

Our Services are not directed to children. We do not knowingly collect personal data from minors. If you believe we have collected data about a child, please contact us at support@futureik.com, and we will delete it immediately.

Complaint to a Supervisory Authority

If you believe that we have violated your rights under applicable data protection laws, you have the right to lodge a complaint with the supervisory authority in your jurisdiction. This may include, but is not limited to, the data protection authorities in the EU/EEA, the UK, India, or Dubai. We encourage you to contact your local supervisory authority for guidance on how to proceed.

Our Privacy Policy may change from time to time. Any updates will appear on this page, and you are encouraged to check periodically. For any questions about this Policy or how we handle personal data not addressed here, please contact us at support@futureik.com.

Last Updated: February 2025