Last updated: May 27, 2026
This is a plain-English summary of how AIKON collects, uses, and protects personal information through GAIA SQUAD and the digital teammates we operate (including Tara). It is written to be easy to read. It is not a contract; the legal terms governing your use of our services live in our Terms of Service. We update this policy as our practices change.
We operate from Quebec, Canada, and we apply Quebec's Act respecting the protection of personal information in the private sector (commonly known as Law 25) as our baseline, along with the relevant cross-border principles when we serve customers outside Quebec.
AIKON is the company that builds and operates GAIA SQUAD. When we say we, us, or AIKON in this policy, we mean AIKON and the people who work here.
Your source of truth stays yours. Slack and Google Workspace remain your systems of record, unchanged. We only hold what our digital teammates need to do their work: search indexes, summaries, the history of your conversations with our teammates. We never sell your data. We never use your data to train AI models — ours, our partners', or anyone else's. When you leave, we erase everything we hold.
This principle drives every choice below.
Account information. Your name, email, organization, and the workspace identifiers we need to know who's on your team. We collect this to set up your account and to give the right people access.
Conversation content. The Slack and email messages your team exchanges with our digital teammates (Tara and the Squad). We process this to do the work you're asking for — answer questions, draft policies, follow up, close loops.
Documents you share with our teammates. When you invite Tara into a Google Workspace document, we read it to complete the task. We do not copy it to our systems unless we generate a derivative (summary, index, related artifact) for the work itself.
Operational data. Logs of system events, performance metrics, and error traces. These let us keep the service reliable and secure.
Billing information. If your plan is paid, we process payment details through a secure third-party processor. We do not store your full payment card details on our systems.
We do not collect personal information for advertising. We do not run analytics that build personal profiles of individual visitors.
We share or access your information in a narrow set of circumstances:
Our infrastructure is operated by trusted cloud providers. Some processing may occur outside Quebec or outside Canada. Before transferring personal information outside Quebec, we assess whether the destination jurisdiction provides protection comparable to Law 25 and document the safeguards. You can request the details of our current data-residency posture by writing to our Privacy Officer.
Under Law 25 and applicable laws, you have the right to:
To exercise any of these rights, write to our Privacy Officer. We will respond within the time limits required by law (typically 30 days).
GAIA SQUAD is operated by AI digital teammates. When you interact with Tara or another Squad member, you are interacting with an AI system that draws on your team's own knowledge and on curated sources of HR expertise — not on the open internet.
Our digital teammates may produce drafts, recommendations, and suggested actions that affect HR decisions in your organization. These outputs are suggestions for human decision-makers, not autonomous decisions. You retain the right and the responsibility to review, accept, modify, or reject any output before it takes effect.
If you believe a decision was made about you based on AI-generated output and you would like a human review, contact our Privacy Officer. We will explain the reasoning behind the output and arrange for a human to review the decision.
See our Security posture for the full picture. In short:
We keep your information for as long as you are an active customer, plus a short retention period to handle billing, legal, and support obligations. On departure, we erase the working artifacts we hold on our side (indexes, summaries, conversation history) within 30 days of confirmation, unless a legal hold requires longer retention.
Source-of-truth data — your Slack messages, your Google Workspace documents — was never on our side, so there is nothing for us to erase there.
If a confidentiality incident affects your personal information and presents a risk of serious harm, we will:
GAIA SQUAD is a workplace tool. We do not knowingly collect personal information from anyone under 14. If you believe a child has provided us with personal information, contact our Privacy Officer and we will delete it.
AIKON's Privacy Officer is responsible for our compliance with Law 25 and this policy.
If you have a complaint we cannot resolve, you may contact the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).
When we make material changes, we will update the Last updated date at the top of this page and, where appropriate, notify you directly. Continued use of GAIA SQUAD after a change means you accept the updated policy.
Write to info@gaiasquad.com. We read every message.
