Privacy policy

1. Who we are, and whom this is for

Siwa is a service of ExAutomatica, operated by Applied AI Inc., a Delaware corporation, with its team in El Gouna, Egypt ("we", "us"). This policy says what we hold and why.

Three kinds of people appear in Siwa. Members sign up for a 360 of their own: sections 2 to 12 are for you. People who were invited give their view of a member: section 13 is for you. People mentioned by others, inside a conversation or a chat someone shared: section 14 is for you. Sections 15 to 19 apply to everyone.

2. What Siwa is

Siwa is your AI coach. It interviews you first, by voice note or text, on WhatsApp or on the web. You then name 3 to 8 people who know you well, and Siwa writes each of them a personal invitation that you send from your own WhatsApp.

Each person you invite talks privately with the AI interviewer about you, for about 15–20 minutes. When at least 3 of them have finished, and either everyone has finished or the closing date has passed, the AI writes you one blended picture. Nothing in it is attributed or quoted. Then the AI coach works with you from that picture.

3. What we hold about you as a member

• Your account: your WhatsApp number, your name, an email address if you gave one and confirmed it, when you accepted the terms and which version, and a record of the device you signed in from.
• What you told us at sign-up: your role, your company and your team size.
• Your interview and your coaching conversations, as text. A voice note is turned into text by a speech service; our app keeps the text, not the recording.
• A short summary of your interview, written by the AI.
• The people you invite: their first name, their WhatsApp number, how they know you, and whether they have started, finished or withdrawn.
• Background you give about a person you invite: your line, up to three links, and the brief written from the material you chose (section 6).
• Your picture, your side of it (your replies on each theme), and the goals you approve.
• Health information, only if you choose to say it, and the link to a Universal HealthCare account, only if you choose to link one (section 5).
• Sign-in codes, reminder bookkeeping (when a message was sent, how many), and a log of the steps taken in your review (which step, when, by whom).

4. How we use it

• to run your interview, write your picture and coach you;
• to let the people you invite take part, and to write their invitation;
• to send you the service messages in section 11 of the terms, and to let you stop them;
• to keep sign-in safe;
• to support you, and to operate, test and improve Siwa;
• to meet legal obligations and protect our rights.

We do not sell your information, and we do not use it for unrelated marketing.

5. Health information and a linked Universal HealthCare account

Anything you say about your health sits inside your conversation like everything else you say; there is no separate health record of you in Siwa. It is used for coaching only, never as medical care, and never shared with the people you invite.

If you link a Universal HealthCare account, the interviewer and the coach can read the health information held in that account while they talk with you. Siwa writes nothing to that account. When you delete your 360 account the link is removed and the Universal HealthCare account is left exactly as it was.

6. "Help me prepare"

The material you choose about a person you invite (a chat export, an email, pasted text) is read and cut down on your own device. An extract is sent to the AI studio, which writes a short brief about how the two of you know each other and keeps a line per source (for example "WhatsApp chat, 2019–2026, 4,200 messages"). The extract is not stored by our app, and the studio’s copy of each run is removed within minutes. The brief is kept with your review, and you can read, correct or delete it. It is removed when you remove that person from your circle or when they withdraw.

The brief is written to describe the relationship, with no quotes and without naming anyone else. If a chat you share includes other people, what they said is inside the extract for those minutes and nowhere else.

7. The AI, and the companies that process your data

The interviewer and the coach are AI. Your conversations run through our own AI studio and are sent, turn by turn, to the language model behind each app. Today those are Anthropic (Claude) for the interviewer, the coach, the picture writer and the brief writer, Google (Gemini) only for a video you choose to send, and OpenRouter (which routes to a model by Z.ai) only for text extracted from a file you send in chat. Voice notes are turned into text by a speech service.

Other companies that process your data to run Siwa: Supabase (our database), Vercel (hosting, server logs and basic usage measurement of the app’s pages), Meta (WhatsApp messages in both directions), Resend (email), Sentry (error reports). Each works under its own terms and confidentiality obligations. We do not send your data to any company other than these.

Some of these companies are in the United States; our AI studio runs on our own server. Your information may therefore be processed in countries other than your own. Where the law where you live requires safeguards for that, write to us and we will say which ones apply.

8. Who at ExAutomatica can access it

Running Siwa does not involve people reading your conversations: the AI does the interviewing and the writing, and no screen in Siwa shows one person another person’s conversation. The engineers who run our systems can reach the database and the AI studio, including conversations, when needed to operate, support, test or improve Siwa. We have no written staff-access policy yet; when we do, it will be published here.

9. How long we keep it

• The summary of an interview, and the number of a person who was invited: cleared 30 days after that interview is done.
• A review: closes on its own 45 days after the last coaching once the picture is ready, and is deleted 90 days after it closed, with everything in it (the people, the background, the picture, your side).
• Your account, your conversations in the AI studio, files you sent in chat, sign-in records and the activity log: kept until you delete your account.
• Error reports, hosting logs and email delivery records at the companies in section 7: for the periods those companies set.

We are defining a time limit for conversations in the AI studio and will publish it here.

10. Deleting your account

You can delete your account from the profile page. It is permanent and immediate. We delete your account and everything in it: your interview and its summary, the people you invited and the background you gave about them, their feedback, your picture and your side of it, your coaching conversations, and the files you sent. You are signed out, and the same WhatsApp number can sign up again as a new person.

If you had taken part in someone else’s review: where their picture is not written yet, your contribution is set aside and not used; where it is already written, that picture stays as it is, because it is blended and cannot be unwritten, and the stored summary of your conversation, your number and the link to your account are cleared. Your name stays on that person’s list of whom they asked.

What stays after deletion, because we cannot reach it or because it is not ours: the AI studio’s own run records of your conversations and of the background work it did for you, which can hold what was said; a copy of a chat attachment held by the AI studio until its own housekeeping clears it; the records of the companies in section 7 for the periods they set; the WhatsApp history on Meta’s side; the document Siwa placed inside a linked Universal HealthCare account, which we leave untouched. Apart from your name on other people’s lists, nothing of yours stays in the Siwa database.

11. Your rights

Depending on where you live, you can ask to see, correct, export or erase the information we hold about you, to restrict or object to how we use it, or to withdraw consent you gave. Write to hello@exautomatica.com; we will answer within the time the law requires. Where a request would reveal what someone else said in confidence, we give you what we can without that.

12. Visiting these pages

These pages do not use third-party analytics or advertising trackers. The app itself uses Vercel’s usage measurement and Sentry’s error reporting (section 7).

13. If you were invited

Someone you know asked for your perspective. Here is what we hold about you and why, in the order it happens.

• Before you hear from us, the member gave us your first name, your WhatsApp number and how you know each other, so that we could write your invitation. They may also have given the interviewer some background on how you know each other: a line in their words, public links, and a short brief written from material they chose, such as a chat between the two of you. Only the brief is kept, with no quotes and naming no one else. The invitation reaches you from the member’s own WhatsApp; our number does not message you first.
• When you set up, we hold your number, your name, when you accepted the terms, and an email address only if you gave one and confirmed it.
• Your conversation with the interviewer, as text, in our AI studio, and a short summary of it written by the AI. The summary and your number are cleared 30 days after you finish.
• What you said is blended with what others said into one picture for the member, with nothing attributed or quoted. The member does not see your conversation. We do not tell you what the member said about themselves.
• We would disclose your conversation only where the law requires us to.
• If you withdraw, you no longer count toward the review and nothing you said is used in the picture; your summary is cleared at once and the background the member gave about you is removed.
• Reminders to start or continue, on WhatsApp and, if you confirmed one, by email. You can stop them from your profile, from the link in any email, or by replying "no reminders".
• If you agreed to it when you set up: after your conversation, one message, on WhatsApp or by email, written by the AI from what you told it about yourself, inviting you to start a 360 of your own. It is about you. It never repeats, quotes or hints at what you said about the member. If you did not agree, nothing is written and nothing is sent.
• A log of what the AI did in the review, the AI and the companies in section 7, and the access described in section 8 apply to your data as to a member’s.
• You can delete your account from the profile page. Your conversation and your account go; your summary, number and the link to your account are cleared from the member’s review; a picture that was already written stays as it is; your name stays on the member’s list of whom they asked.
• Your rights are the same as a member’s (section 11). Write to {email}.

14. If you were mentioned

You may be named or described inside someone’s conversation with the AI, or appear in a chat a member shared as background about someone else. We do not look you up, keep a record about you, or contact you. What was said about you sits inside that conversation or summary and follows its rules above; a brief written from a shared chat does not name you or quote you. If you believe something about you should not be there, write to hello@exautomatica.com.

15. Security

Access to our systems is limited to the people who run them, and the keys to the AI studio and the database are held server-side, never in the browser. No system is perfectly secure; if a breach affects you, we will tell you as the law requires. We do not hold SOC 2, ISO 27001 or HIPAA certification.

16. Children

Siwa is for people 18 or older, members and invited people alike. We do not knowingly hold information about anyone under 18; if we learn we do, we will remove it.

17. Where your data goes

Your information is processed by the companies in section 7, several of them in the United States, and on our own server. If you are in Egypt, the European Union, the United Kingdom or another place whose law sets conditions for that, we are putting the required safeguards in place and will publish them here.

18. Changes

We may update this policy. We will post the new version here and update the date above; for material changes we will also tell you in the app or by message.

19. Contact

Privacy questions and requests: hello@exautomatica.com. Applied AI Inc. · ExAutomatica · El Gouna, Egypt.