Effective Date: September 17, 2026
Last Updated: September 17, 2026
This Privacy Policy (“Policy”) describes how Examen, Inc. (“Examen,” “we,” “us”) collects, uses, and shares information in connection with our websites — www.examen.ai and www.examensolutions.com (collectively, the “Site”) — and our software-as-a-service platform (the “Software”). By using the Site or the Software, you agree to the data practices described in this Policy. This Policy works alongside Examen’s Services Agreement; in the event of any conflict between this Policy and the Services Agreement with respect to Customer Data submitted through the Software, the Services Agreement controls.
Scope of this Policy
This Policy covers two distinct categories of information:
· Personal information about you and your personnel (such as names, email addresses, phone numbers, and usage logs collected through the Site or the Software). This Policy is the primary document governing our handling of personal information.
· Customer Data (data and materials submitted to or processed by the Software in connection with the services we provide to you). Customer Data is governed primarily by the Services Agreement, which addresses ownership, license scope, training restrictions, retention, deletion, and security commitments. This Policy applies to Customer Data only as described in the “Customer Data” section below.
Information We Collect
When you use the Site or the Software, we may collect the following categories of personal information:
· Account information — first and last name, email address, employer, job title, and mailing address (where required for billing).
· Billing information — payment card or other payment information used to complete transactions.
· Usage information — IP address, browser type, operating system, domain names, access times, referring URLs, and similar technical information automatically collected when you use the Site or the Software.
· Communications — email content, support requests, and any information you voluntarily provide to us.
We collect personal information only when you voluntarily provide it (for example, by registering for an account, contacting us, or signing up for communications) or when it is automatically collected through your use of the Site or the Software.
How We Use Information
We use personal information to:
· Provide, operate, and support the Site and the Software.
· Communicate with you about your account, services, security, and changes to our services.
· Process transactions, including billing and collections.
· Carry out our obligations and enforce our rights under any contract between you and us.
· Send you information about other Examen products and services (you may opt out at any time — see “Marketing Communications” below).
· Comply with applicable law and respond to lawful requests from public authorities.
We do not sell personal information.
Sharing Personal Information with Third Parties
We share personal information only with:
· Subprocessors that provide hosting, storage, computing, email delivery, customer-support tooling, payment processing, or similar infrastructure services in support of the Site and the Software, in each case under confidentiality and data-protection terms consistent with industry standards.
· Professional advisors such as lawyers, auditors, and accountants, under standard confidentiality obligations.
· Acquirers in connection with a corporate transaction (such as a merger, acquisition, financing, or sale of assets), under appropriate confidentiality protections.
· Government or law enforcement when required by law, valid legal process, or where we believe in good faith that disclosure is necessary to protect rights, property, or safety, or to comply with legal obligations.
We do not sell, rent, or lease personal information to third parties for their own marketing purposes. We do not share personal information with third parties for the purpose of training, fine-tuning, or otherwise improving artificial intelligence or machine learning models.
Service Providers We Use
We rely on a small number of service providers to operate the Software. Each processes data only on our instructions and under contractual terms that prohibit using your data for their own purposes.
· Storage and infrastructure. Documents, application data, and search indexes are stored with Amazon Web Services (S3), Supabase, and Turbopuffer.
· AI model providers. To produce analysis, summaries, and other outputs, the Software sends the relevant portions of Customer Data to third-party AI model providers: OpenAI, Anthropic, Reducto, Voyage AI, Amazon Bedrock, and OpenRouter. None of these providers may use your data to train or improve their models. Their retention terms are described under “Artificial Intelligence and Machine Learning” below.
Artificial Intelligence and Machine Learning
We do not use personal information you provide, or any Customer Data, to train, fine-tune, or otherwise improve any Examen artificial intelligence or machine learning model, except as you expressly authorize in writing. This commitment is reflected in Section 1.7 of our Services Agreement.
We also do not permit our AI model providers to use your data for training. Our arrangements with each provider are:
· OpenAI, Anthropic, and Reducto process our requests under Zero Data Retention terms. Request content is not stored by the provider after the response is returned.
· Voyage AI, which we use to generate search embeddings, is configured with data sharing and model training opted out.
· Amazon Bedrock and OpenRouter are used only in configurations that do not permit training on our data.
· One model we use, Anthropic’s Claude Fable 5.1, is served under terms that retain request data for up to 30 days, after which it is deleted. That data is not used for training.
Not all AI processing is therefore zero-retention. Where a provider retains request data, the retention period is limited to 30 days, and the data is never used to train or improve models.
Customer Data
Customer Data submitted through the Software remains yours, subject to the license grants and other terms set forth in the Services Agreement. We use Customer Data only to provide, operate, and support the Software in accordance with the Services Agreement. Our processing, retention, deletion, security, and disclosure obligations with respect to Customer Data are governed by the Services Agreement. In the event of any conflict between this Policy and the Services Agreement with respect to Customer Data, the Services Agreement controls.
Google Workspace Integrations
The Software lets you connect Google Drive and Gmail from the Integrations page in the Software (/ai/integrations). These connections are optional. When you connect one, Examen accesses Google user data through Google APIs as follows:
· Google Drive. Read-only access to the files and folders you choose to browse, so that you can import documents into an Examen drive. If you choose "Read and save", Examen can also create files in the Google Drive folder you select and update files it saved there, so documents Examen prepares can be placed next to your source files; read only is the default and you can switch back at any time from the Integrations page. We also receive the email address of the connected Google account so that we can show you which account is connected.
· Gmail. Read access to your inbox so that Atlas can search your messages when you ask it to, and permission to create and edit drafts in your Gmail account and to send them when you choose. If your organization connects a shared mailbox for document intake, Examen reads messages delivered to that mailbox and may send messages from it as your organization configures.
We use Google user data only to provide the features described above, and for no other purpose. In particular:
· We use Google user data only to provide or improve user-facing features that are prominent in the Software.
· We do not use Google Workspace API data to develop, improve, or train generalized or non-personalized artificial intelligence or machine learning models. Content you import from Google Drive, or messages Atlas reads from Gmail, is processed by the AI model providers listed above only to produce results for you, under the no-training terms described in this Policy.
· We do not transfer Google user data to third parties except as necessary to provide or improve these features (for example, to the storage and AI model providers listed above), to comply with applicable law, or as part of a merger, acquisition, or sale of assets with prior notice to you.
· We do not sell Google user data, and we do not use it for advertising, credit-worthiness determinations, or lending purposes.
· Examen personnel do not read Google user data unless you have given your affirmative agreement for specific content, it is necessary for security purposes such as investigating abuse, it is required to comply with applicable law, or it is for internal operations on data that has been aggregated and anonymized.
Examen’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.
Retention and deletion of Google user data:
· Connection credentials. We store the credentials needed to keep a Google connection active for as long as the connection remains connected.
· Imported documents. Documents you import from Google Drive are copied into your Examen drive and remain available until you delete them. Disconnecting Google does not delete those copies. Items you move to Trash are permanently deleted from the Software 30 days later, and you can permanently delete them sooner from the Trash.
· Gmail content. Messages are retrieved on demand when you ask Atlas to search your inbox. Drafts Atlas prepares are created in your Gmail account.
· Disconnecting. You can disconnect Google Drive or Gmail at any time from the Integrations page (/ai/integrations). When you disconnect, Examen revokes its access with Google and deletes the stored credentials for that connection. You can also revoke Examen’s access from your Google Account permissions page (https://myaccount.google.com/permissions).
· Backups. Copies of deleted data may remain in backups we maintain for disaster recovery until the applicable backup retention period expires, at which point they are automatically deleted.
Cookies
Our Site uses cookies to help personalize your experience. A cookie is a small text file placed on your device by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie.
We use cookies to remember your preferences, recognize you on subsequent visits, and gather analytics about Site usage. You can accept or decline cookies through your browser settings. If you decline cookies, some features of the Site may not function as intended.
Automatically Collected Technical Information
We automatically collect certain technical information about your computer, device, or browser when you use the Site or the Software, including IP address, browser type, operating system, access times, referring URLs, and similar information. We use this information to operate and maintain the Site and the Software, monitor for abuse and security issues, and analyze usage trends.
Marketing Communications
We may send you email about Examen products, services, announcements, and offers. You may opt out of marketing communications at any time by following the unsubscribe link in any marketing email or by contacting us at help@examen.ai. Opting out of marketing communications does not affect transactional or service-related communications (for example, account notices, billing, or security alerts).
Right to Deletion
You may request that we delete personal information we hold about you by contacting us at help@examen.ai. We will use commercially reasonable efforts to honor verifiable deletion requests within a reasonable time, subject to the following exceptions:
· We are required by law to retain the information.
· The information is needed to complete a transaction or fulfill a contract between you and us.
· The information is needed to detect, prevent, or address security incidents, fraud, or illegal activity, or to debug or repair errors in our systems.
· Routine backups, which will be deleted in the ordinary course of backup rotation.
Deletion of Customer Data submitted through the Software is governed by Section 1.8 of the Services Agreement.
Retention
We retain personal information for as long as necessary to provide the Site and the Software, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods may be longer where required by applicable law or as needed for legitimate business purposes (such as tax, audit, or fraud prevention).
Copies of deleted data may remain in backups maintained for disaster recovery until the applicable backup retention period expires, at which point they are automatically deleted.
Security
We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, or disclosure. No system is fully secure, and we cannot guarantee that your information will not be subject to unauthorized access. Our security commitments with respect to Customer Data are set forth in Section 4.6 of the Services Agreement.
International Users
If you are accessing the Site or the Software from outside the United States, please be aware that your information may be transferred to, stored in, or processed in the United States. By using the Site or the Software, you consent to such transfer. We use commercially reasonable measures to protect personal information in connection with cross-border transfers in accordance with applicable law.
Children Under Thirteen
The Site and the Software are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are under 13, please do not provide any personal information through the Site or the Software. If we learn that we have collected personal information from a child under 13, we will delete it promptly.
Changes to This Policy
We may update this Policy from time to time. When we make material changes, we will notify you by email (using the address associated with your account) or by posting a prominent notice on the Site. Your continued use of the Site or the Software after the effective date of any changes constitutes your acceptance of the updated Policy.
Contact Information
If you have questions about this Policy or about our handling of your personal information, please contact us:
Examen, Inc.
425 California St., Ste 1350, San Francisco, CA 94104
Email: help@examen.ai
Phone: 312-978-6870