This Privacy Policy applies to information Relevan processes in connection with its websites and services.

Relevan provides search and information-retrieval infrastructure to individuals, businesses, and other organizations.

When a business customer submits personal information contained within its documents or other Customer Data, Relevan generally processes that information on behalf of that customer. The customer is responsible for determining what information it submits to Relevan and ensuring it has the right to do so.

Account Information

When you create or use a Relevan account, we may collect information such as:

• email address;
• name and organization information, if provided;
• authentication and account information;
• communications with Relevan;
• billing and transaction information when paid services are offered; and
• security, IP address, device, and access information.

We use this information to create and administer accounts, authenticate users, secure the Service, communicate with users, provide support, process transactions, and operate Relevan.

Customer Data

Customers may submit information to Relevan for indexing, searching, and retrieval.

This may include:

• documents and document contents;
• document metadata;
• index mappings and configuration;
• information submitted through Relevan APIs;
• search queries;
• search filters;
• search results;
• result rankings and scores;
• relevance feedback; and
• other information provided through the Service.

The contents of Customer Data are determined by our customers and may contain personal information.

Search and Relevance Information

Relevan records information about searches to operate and improve search quality for the customer performing those searches.

This may include raw search queries, filters, returned documents or results, result ordering, scores, identifiers, user or machine-generated relevance feedback, and information indicating which results were considered useful.

We may replace direct identifiers with hashed or pseudonymous identifiers while retaining the ability to correlate related activity, such as searches belonging to the same customer or session.

Because this information may remain linkable to a customer or session, we do not necessarily consider it anonymous information.

Derived Customer Data

Relevan may generate information from Customer Data as part of providing and improving search functionality.

Examples include:

• embeddings;
• search indexes;
• synonym graphs;
• learned synonyms;
• query-expansion structures;
• ranking and relevance signals; and
• other aggregate or derived search structures.

These structures may be generated automatically based on searches, documents, results, and relevance feedback.

Customer-specific Derived Customer Data is maintained for the applicable customer’s use and is not transferred between customers to improve another customer’s search results.

Usage and Technical Information

We may collect technical and operational information about use of the Service, including request volume, latency, errors, feature usage, resource consumption, browser or device information, and security events.

We may aggregate or de-identify this information and use it to understand, operate, secure, and improve Relevan.

We use information collected through Relevan to:

• provide, operate, maintain, and secure the Service;
• authenticate users and manage accounts;
• ingest, index, retrieve, rank, and return Customer Data;
• improve search quality for individual customers;
• generate embeddings, synonyms, query expansions, ranking signals, and other relevance structures;
• analyze searches and search performance;
• troubleshoot errors and provide customer support;
• detect fraud, abuse, security threats, and violations of our Terms;
• communicate with users about their accounts and the Service;
• process billing and transactions when applicable;
• understand aggregate usage and improve the Relevan platform; and
• comply with applicable law and protect our legal rights.

Relevan is designed to learn from search activity to improve retrieval quality.

For example, we may analyze a customer’s queries, filters, search results, result ordering, relevance feedback, and related information to identify poorly performing searches and generate better synonyms, query expansions, ranking configurations, or other relevance improvements.

These improvements are specific to the applicable customer.

We do not sell Customer Data.

We do not use one customer’s documents, raw searches, search results, or customer-specific Derived Customer Data to improve another customer’s search experience.

We may use aggregated or de-identified operational information that does not identify a customer or disclose Customer content to improve the Relevan platform generally.

Certain Relevan features may use machine-learning or artificial-intelligence models.

For example, Relevan may analyze poorly performing queries or search results using an AI model to determine potential improvements to retrieval.

Where these capabilities are provided through a third-party infrastructure or model provider, information necessary to perform the relevant operation may be processed by that provider on Relevan’s behalf.

Relevan intends to select and configure such providers in a manner designed to protect Customer Data and prevent Customer Data from being used to train third-party general-purpose models where commercially and technically available.

The specific providers and capabilities used by Relevan may change as the Service develops.

We use third-party service providers to operate Relevan.

These providers may provide:

• cloud infrastructure and storage;
• databases and data processing;
• artificial-intelligence and machine-learning infrastructure;
• analytics;
• error monitoring;
• communications;
• authentication;
• payment processing; and
• other services necessary to operate Relevan.

These providers may process information on our behalf as necessary to perform their services.

Relevan currently uses Amazon Web Services (“AWS”) for significant portions of its infrastructure.

We may maintain and publish a separate list of material subprocessors as the Service develops.

Relevan’s production infrastructure is currently deployed in the United States.

Customer Data submitted to Relevan should therefore be expected to be stored and processed in the United States.

We do not currently offer contractual guarantees of data residency outside the United States unless expressly agreed otherwise in writing.

Customer documents and associated Derived Customer Data are generally retained while the Customer maintains its Relevan account or as necessary to provide the Service.

Search queries, result sets, and related relevance information may generally be retained for up to twelve (12) months.

When a verified deletion request is received, Relevan generally seeks to complete deletion from active systems within thirty (30) days.

Information may be retained longer where necessary for:

• backups and disaster recovery;
• security and fraud prevention;
• legal or regulatory requirements;
• resolving disputes;
• enforcing agreements; or
• tax, billing, accounting, and business-record obligations.

Information stored in backup systems may remain until the relevant backup is overwritten or deleted according to Relevan’s ordinary backup processes.

We may disclose information:

• to service providers processing information on our behalf;
• when directed or authorized by the applicable Customer;
• in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets;
• when reasonably necessary to investigate fraud, abuse, security incidents, or violations of our Terms;
• when required by law, legal process, or valid governmental request; or
• when reasonably necessary to protect the rights, safety, security, or property of Relevan, our customers, users, or others.

Relevan does not sell Customer Data.

We do not provide Customer Data to third parties for targeted advertising.

Relevan uses administrative, technical, and organizational measures designed to protect information against unauthorized access, use, modification, or disclosure.

These measures may include access controls, least-privilege practices, securely generated and managed service credentials, encryption and security capabilities provided by our infrastructure providers, and logical separation of customer information.

No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Relevan does not currently represent that it holds SOC 2 certification or other certifications unless expressly stated otherwise.

Depending on your location and applicable law, you may have rights regarding personal information about you, which may include rights to request access, correction, deletion, or a portable copy of certain information.

You may also request deletion of your Relevan account and associated information.

Requests may be submitted to legal@relevan.dev.

We may need to verify your identity before completing a request.

When personal information was submitted to Relevan by one of our business customers, we may direct your request to that customer because Relevan processes the information on its behalf.

Certain information may be exempt from deletion or other requests where retention is permitted or required by law.

Relevan is not intended for use by anyone under 18 years old.

We do not knowingly offer accounts to children or knowingly collect personal information directly from children through account registration.

If you believe a child has created a Relevan account or directly provided personal information to us, contact us at legal@relevan.dev.

Customers are responsible for ensuring that Customer Data submitted to Relevan is collected and processed lawfully.

Relevan is operated from the United States, and information processed through the Service may be transferred to and processed in the United States.

Privacy laws may differ from those in your country of residence.

Customers with specific international data-transfer or regulatory requirements should contact Relevan before submitting regulated information to the Service.

We may update this Privacy Policy as Relevan and applicable law evolve.

When we make material changes, we will provide reasonable notice through the Service, email, or another appropriate method.

The date at the top of this Policy indicates when it was last updated.

Questions or requests concerning this Privacy Policy may be sent to:

Relevan

YASS Inc. d/b/a Relevan

Privacy: legal@relevan.dev