Legal

Privacy Policy

Last updated October 15, 2026

Etcera Space exists to help you understand what matters to you, choose what comes next, and remain the author of who you are becoming. We collect and process your information for that purpose alone: never for advertising, never for resale, and never to train AI models.

Etcera is operated by Akimi Labs Ltd. ("Etcera," "we," "us," or "our"). This Privacy Policy explains what personal information we collect, how we use and protect it, and the rights you have over it, in compliance with applicable privacy laws, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and California's Consumer Privacy Act (CCPA/CPRA).

This policy works together with our Terms of Service, Acceptable Use Policy, and Sub-Processor Registry.

1. Information we collect

What you give us

Identifiers

  • Your name and email address, to create and secure your account
  • Your account identifier
  • Your IP address and device details, as part of serving you

Your content

  • What you write in Etcera Space: thoughts, intentions and their framing, notes, beliefs, goals, plans, tasks, scheduled events, and attachments
  • What you say in a voice session. The audio is transcribed and the transcript is kept as a thought; the audio itself is not stored.
  • What you write to us in support or contact messages

Waitlist and updates

  • When you request access or sign up for updates: your name, email address, and what brought you to Etcera, if you tell us
  • Whether you confirmed your email, and whether you opened or downloaded the guide we emailed you

Commercial information

  • Nothing today. Etcera Space is in free early access. When subscriptions open, our payment provider will process your billing details and we will keep subscription and transaction records.

What we derive from your content

To be useful across time, Etcera's assistant and background processes derive things from what you write and say: the people, places, and concepts your thoughts mention, the topics that connect them, beliefs you may hold, proposed titles and framing, and a semantic index that lets you search your own thinking by meaning. We keep these with your account and we treat them as your data:

  • Each one records whether you wrote it or the assistant proposed it.
  • What the assistant proposes is shown to you as a proposal, and stays one until you accept it.
  • You can edit, reject, rename, merge, or remove them.
  • They are deleted with your account, along with everything else.

We derive only from what you share with Etcera. We do not look anywhere else.

Sensitive information

We do not ask for health, financial, or government identifiers. Your own thinking may include sensitive matters you choose to write about. We treat all of your content with the same care, and we do not single out, classify, or act on sensitive content differently.

Sources

  • Directly from you, when you create an account, use the service, or contact us
  • Automatically, through server logs and the session token in your browser
  • From our service providers, who return the assistant's replies and transcripts and deliver our email. The Sub-Processor Registry lists each one.

2. How we use your information

To provide the service

  • Create and secure your account
  • Run the assistant: generate replies, proposals, and transcripts, and derive the connections described above
  • Keep your record: the living, revisable record of what you have written and what the assistant has learned with you, which it draws on so you do not have to start over each time
  • Answer your support requests

To keep the service safe

  • Authenticate you and prevent unauthorised access
  • Detect abuse, fraud, and security threats
  • Meet legal obligations and respond to lawful requests

To keep the service working

  • Monitor errors, response times, and capacity, using logs rather than your content
  • We do not build behavioural profiles, run analytics on your content, or measure your engagement to optimise it

To communicate with you

  • Send service notices, such as a confirmation link, an invitation, or notice of a change to this policy
  • Send product updates, if you asked for them. You can stop them at any time, using the link in any update email or by asking us.

What we never do

  • Sell, rent, or trade your personal information
  • Show you advertising
  • Use your content to train AI models, or let our providers do so
  • Use what we know about you to manipulate you, to predict or steer your behaviour for anyone's benefit, to keep you engaged, or to make leaving costly

3. Sharing and disclosure

We do not sell personal information

We do not sell, rent, or trade your personal information, and we do not share it for cross-context behavioural advertising. Under the CCPA/CPRA you have the right to opt out of sale or sharing; since we do neither, there is nothing to opt out of. If that ever changes, we will tell you first and give you a clear way to say no.

Service providers

We use a small number of providers to run the service: one runs the AI models behind the assistant, one carries your connection to our servers and relays voice media, and one delivers our email. Each sees only what its job requires, each is bound by a written data protection agreement, and none uses your content to train models.

The Sub-Processor Registry names them and gives, for each, what it processes, where, for how long, and under what terms. We update the registry whenever a provider is added, removed, or changes what it does, and we notify you directly when a change materially affects how your information is processed.

Legal requirements

We may disclose personal information when required by law or a valid court order, or where necessary to protect someone's safety. If we receive a legal demand for your data, we will tell you, unless the law forbids us to.

4. Where your data is stored and processed

Storage

Your data is stored in Canada, on servers we operate. Today those are servers we own. As we grow, we will also store data on infrastructure we lease in Canada from a hosting provider listed in the Sub-Processor Registry, and operate ourselves.

Processing outside Canada

  • The AI models behind the assistant run in the European Union. Your content is sent there for each request and is not kept there.
  • Your connection is handled at the network location nearest to you.
  • Email is delivered through our email provider's infrastructure.

The registry says where each provider processes data.

Safeguards

Each provider is bound by a written data protection agreement that limits what it may do with your information to providing its service to us, requires it to keep your information confidential, and requires it to tell us of any security incident. Information processed outside Canada is subject to the laws of the country where it is processed, and may be accessible to that country's authorities under those laws.

5. How long we keep your information

Retention schedule

  • Your account and content, and everything derived from it: for as long as your account exists
  • Backups taken for disaster recovery: we are putting a schedule in place that keeps them for no longer than 30 days
  • Server logs: we are putting a schedule in place that keeps them for no longer than 12 months
  • Waitlist and updates sign-ups: until you ask us to remove you, or until we close the list
  • Support correspondence: 24 months
  • Billing records, once billing exists: as long as financial regulations require, typically 7 years
  • Security incident records: 24 months

When you delete your account

  • We erase everything you wrote and everything we derived from it: the knowledge graph, topics, the semantic index, and any processing still queued.
  • The erasure is verified. We do not keep a hidden copy, and we do not keep using what we derived from your content after you are gone.
  • Backups taken before your deletion may still hold your data until they are removed. Once the 30-day backup schedule above is in place, that will be no longer than 30 days.
  • Records we must keep by law, listed above, are kept for the stated period and nothing else.

6. Your rights

The rights below are yours under PIPEDA and the CCPA/CPRA. Several go further, because Etcera is built to keep you the author of your own record.

Access and correction

  • Ask us for a copy of the personal information we hold about you.
  • Correct anything inaccurate. Most of your content can be edited directly in Etcera Space; for anything else, ask us.

Deletion

  • Ask us to delete your account and everything in it, as described in section 5.
  • Within Etcera Space, deleting a thought, thread, or intention archives it. Archived material stays in your history and is erased only with your account. If you need something gone entirely, ask us.

Portability

  • Ask us for a copy of your data in a machine-readable form. We are building a self-serve export that will preserve the provenance and history of what you have written; until it ships, we fulfil requests by hand.

Correct and contest how Etcera understands you

  • What the assistant proposes about you, such as a belief, a topic, or a framing, is shown to you as a proposal. You can accept, edit, or reject it, and a rejection stays rejected.
  • If you think Etcera has misunderstood something about you, tell us. Disagreement with the system's understanding is information about the system, not about you.

Opacity

  • You do not owe Etcera a complete account of yourself. Etcera derives only from what you share, and you choose what to share. Leaving something unsaid is not a gap we try to fill.

Non-discrimination

  • We will not treat you differently for exercising any of these rights.

7. How to exercise your rights

  • In Etcera Space: edit, archive, accept, and reject directly, wherever the controls exist.
  • By email: write to our Privacy Officer, Anissa Agahchen, at [email protected] from the email address on your account, and say what you are asking for. We do not yet offer a self-serve data portal.

Timelines

  • We acknowledge requests within 10 business days.
  • We respond within 30 days under PIPEDA, and within 45 days under the CCPA/CPRA, with one extension of the same length if we need it and tell you why.
  • We may need to verify that a request comes from you before acting on it.

8. Security

In transit

  • Every connection between you and Etcera is encrypted (TLS).

Access

  • Access to your data is limited to the systems and people that need it to serve you, on a least-privilege basis.
  • The service that holds your record cannot edit or delete stored meaning in place: a change is recorded as a new version, and the only destructive operation is the verified erasure of an account.

At rest

  • We are building encryption at rest with a key specific to each person, so that the AI models we use will be able to reach only the data of the person they are serving. Until that ships, data at rest is protected by the access controls above and by the physical security of the servers we operate.

Limits

  • No method of transmission or storage is completely secure. We work to protect your information and we will tell you if we fail (section 9).

9. Security incidents

If we experience a data breach, we will investigate promptly, contain it, and work to prevent further harm.

  • If a breach creates a real risk of significant harm to you, we will notify you directly and report it to the appropriate privacy authorities, as the law requires.
  • We keep a record of every breach for at least 24 months, whether or not it posed a significant risk.

If you are affected, we will tell you what happened and what data was involved, what we are doing about it, what you can do to protect yourself, and how to reach us with questions.

10. Cookies and tracking

  • Etcera Space keeps a session token in your browser so you stay signed in. It is essential to the service and is used for nothing else.
  • The Etcera website sets no analytics or advertising cookies.
  • Email links: if we email you our guide, we record whether the link was opened or downloaded. We do not track you across other sites.

11. Children

Etcera is not directed to people under 18. We do not knowingly collect personal information from children. If we learn that we have, we will delete it.

12. Changes to this policy

  • The "Last Updated" date is posted at the top.
  • We will communicate material changes by email or in-app notice.
  • We review this policy at least once a year.

13. Contact

Mailing address:
Anissa Agahchen, Privacy Officer
Etcera by Akimi Labs Ltd.
#400 - 1581H Hillside Ave
Victoria, BC V8T 2C1
Canada

14. Regulators

Canada

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada: www.priv.gc.ca, 1-800-282-1376.

California

California residents have additional rights under the CCPA/CPRA, including the right to know what personal information we collected, used, and disclosed in the past 12 months. This policy serves as that disclosure.

This policy is written to comply with applicable privacy laws, including PIPEDA (Canada) and the CCPA/CPRA (California). By using Etcera, you acknowledge that you have read and understood it.