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Privacy Policy

charles@askemma.org

07908455542

33 Clarence Street

Southend-on-Sea

Essex SS1 1BH

Emma AI Terms of Use

Reviewed: 10th of February 2026

1. Introduction

  1. These Terms and Conditions ("Terms") govern your access to and use of the products and services (the "Services") provided by Emma AI Ltd. ("Emma", "we", "us", or "our"), including through our website [www.askemma.org] (the "Website"). By accessing or using the Services, you agree to be bound by these Terms.
  2. Emma AI is an artificial intelligence platform designed to support the health and social care sector through advanced automation, conversational interfaces, and analytics. Our solutions aim to enhance efficiency, quality, and compliance across care providers of varying scales.
  3. Please read these Terms carefully. If you do not agree to these Terms, you must not access or use the Services.

2. Definitions

  • "Services" refer to all products and features offered by Emma AI including Emma Generation, Emma Core, Emma Analytics, Care Act Assessment Generator and Emma Enterprise.
  • "User" means any individual or entity who accesses or uses the Services.
  • "Authorized User" means any employee, contractor, or agent permitted by a User to access and use the Services.
  • "Content" includes all information, data, documents, text, images, or other materials uploaded to or processed through the Services.
  • "Agreement" includes these Terms along with any signed Order Forms or Service Level Agreements.

3. Use of Services

  1. Eligibility: You must be 18 years or older and have the legal authority to enter into a binding agreement in order to use the Services.
  2. Account Registration: To use certain features of the Services, Users must create an account. You agree to provide accurate and complete information during registration and to update it as necessary.
  3. Account Security: Users are responsible for maintaining the confidentiality of their account credentials and are liable for all activities under their accounts.
  4. Acceptable Use: You agree not to:
    • Use the Services for unlawful or prohibited purposes;
    • Upload or distribute viruses or other harmful code;
    • Attempt to gain unauthorized access to any systems or networks;
    • Use the Services to infringe on the intellectual property or privacy of others.
  5. Third-Party Services: The Services may integrate with third-party tools or services. Emma is not responsible for the actions or failures of these third parties.

4. Intellectual Property

  1. Ownership: All intellectual property rights in the Services, including software, trademarks, and content provided by Emma, are and shall remain the exclusive property of Emma AI or its licensors.
  2. License: Subject to these Terms, we grant you a non-exclusive, non-transferable, limited right to access and use the Services solely for internal business purposes.
  3. Restrictions: You may not:
    • Copy, modify, or create derivative works of the Services;
    • Reverse engineer or attempt to extract source code from the Services;
    • Resell, lease, or sublicense the Services to any third party.

5. Data Protection and Privacy

  1. Data Collection: We collect and process personal and organizational data in accordance with our Privacy Policy.
  2. Data Ownership: Users retain ownership of all data uploaded or submitted to the Services. By using the Services, you grant Emma AI a license to process this data solely for the purpose of providing and improving the Services.
  3. Data Security: We implement industry-standard technical and organizational measures to secure your data. However, you acknowledge that no system is entirely secure and agree to notify us promptly of any suspected breaches.
  4. Data Processing Agreement: Where required by applicable law, we will enter into a separate data processing agreement (DPA) with Users to ensure GDPR compliance.

6. Fees and Payment

  1. Subscription Fees: Some Services require payment of subscription fees, which will be specified in an Order Form.
  2. Payment Terms: Fees are payable in accordance with the agreed schedule. Late payments may result in interest charges and/or suspension of Services.
  3. Refunds: All payments are non-refundable unless otherwise stated in a signed agreement.
  4. Taxes: Users are responsible for all applicable taxes associated with their use of the Services.

7. Term and Termination

  1. Term: These Terms remain in effect until terminated.
  2. Termination by User: You may terminate your account by contacting us. Termination does not relieve you of obligations to pay any outstanding fees.
  3. Termination by Emma AI: We may suspend or terminate access to the Services with immediate effect if you breach these Terms or act in a manner that may cause harm to Emma AI, its systems, or its users.
  4. Effect of Termination: Upon termination, your right to use the Services will cease. Certain sections, including those related to intellectual property, liability, and governing law, shall survive termination.

8. Disclaimers and Limitation of Liability

  1. Disclaimer of Warranties: The Services are provided "as is" without warranties of any kind, either express or implied. Emma AI does not guarantee uninterrupted or error-free performance.
  2. Limitation of Liability: To the fullest extent permitted by law, Emma AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or use, arising from or related to your use of the Services.
  3. Indemnity: You agree to indemnify and hold harmless Emma AI and its officers, directors, employees, and affiliates from any claims, damages, liabilities, and costs arising from your use of the Services or violation of these Terms.

9. Changes to Terms

  1. We reserve the right to modify these Terms at any time. Changes will be posted on the Website and will take effect upon posting. Continued use of the Services after any such changes constitutes acceptance of the new Terms.

10. Governing Law and Jurisdiction

  1. These Terms shall be governed by and construed in accordance with the laws of England and Wales.
  2. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Contact Information

If you have questions or concerns regarding these Terms, please contact us at:

Emma AI Ltd.
Sutherland House, 1759 London Road, Leigh-on-sea, England, SS9 2RZ
Email:emmaai@askemma.org

Privacy Policy

Last Updated: 10 February 2026

1. Introduction

This Privacy Policy explains how we collect, use, store, and protect your information when you use our B2B application ("App"). We are committed to ensuring the privacy and security of your data in compliance with applicable data protection laws in the United Kingdom.

2. Information We Collect

  • Authentication Information: We use Firebase Authentication to manage user accounts and login credentials.
  • User Input Data: Any data you input into the App as part of its functionality.

2A. Google API and Google User Data

Google API Usage

The App integrates with Google APIs solely for the purpose of secure authentication and access management for authorised users. Emma AI's use of Google APIs is limited to what is strictly necessary to provide the App's core functionality.

Categories of Google User Data Accessed

Where a user elects to authenticate using Google services, the App may access the following categories of Google user data:

  • Basic account information (including name, email address and profile image)
  • Google Workspace authentication identifiers
  • OAuth access tokens required to authenticate and authorise user sessions

The App does not access, read, store, or process:

  • Google Drive files or file contents
  • Gmail message content
  • Google Calendar data
  • Google Contacts
  • Any other Google Workspace content or user-generated files

unless explicitly enabled by the user's organisation and clearly disclosed at the point of access.

2B. Use of Google User Data

Google user data accessed by the App is used exclusively for the following purposes:

  • Authenticating users and verifying identity
  • Managing secure access to the App within an organisation
  • Maintaining session security, access controls, and audit logs
  • Accessing calendar events for bot scheduling.

Google user data is not used for:

  • Advertising or marketing purposes
  • Profiling or behavioural analysis
  • Sale or commercial exploitation
  • Any purpose unrelated to the provision of the App

2C. Storage and Retention of Google User Data

Google user data is processed and stored in accordance with industry-standard security practices and the principle of data minimisation.

  • Authentication data is processed via Google OAuth and Firebase Authentication
  • OAuth tokens are encrypted both in transit and at rest
  • Tokens are retained only for the duration required to provide access to the App
  • Tokens are revoked promptly upon user logout, account deactivation, or organisational removal

Google user data is not retained beyond what is strictly necessary to operate the App.

2D. Sharing of Google User Data

Emma AI does not sell, rent, or otherwise disclose Google user data to third parties.

Google user data is shared only with:

  • Google services, for the purposes of authentication and authorisation
  • Firebase Authentication, acting as a data processor on behalf of Emma AI

Google user data is not shared with transcription providers, analytics platforms, or any third-party artificial intelligence systems.

2E. Artificial Intelligence and Machine Learning

Google user data is not used for the training, fine-tuning, or improvement of any artificial intelligence or machine learning models.

All artificial intelligence processing within the App operates on customer-provided organisational data under contractual controls and, where applicable, zero-data-retention arrangements with third-party processors.

2F. Compliance with Google API Services User Data Policy

Emma AI's access to and use of Google user data complies with:

  • The Google API Services User Data Policy
  • Google APIs Terms of Service
  • Applicable data protection laws in the United Kingdom

Access to Google user data is limited to the minimum necessary to deliver the App's functionality and is subject to ongoing internal review.

3. How We Use Your Information

We use your information for the following purposes:

  • To provide and maintain our App's services
  • To authenticate users and manage access to the App
  • To process and store data input by users for the intended functionality of the App
  • To transcribe audio content via our third-party service provider (AssemblyAI)

4. Data Storage and Retention

  • Local Storage: Your data is stored locally on your device for up to 7 days in the App's secure storage area.
  • Database Storage: Your data is also stored in our secure database for access through both the mobile App and main online portal.
  • Retention Period: Your organization can manage data retention periods through the main online portal.

5. Data Sharing and Third Parties

We share certain data with the following third parties:

  • AssemblyAI: We use AssemblyAI for transcription services. Data is shared with them solely for processing purposes with zero data retention.
  • ElevenLabs: We use ElevenLabs for transcription services. Data is shared with them solely for processing purposes with zero data retention.
  • Open AI: We use OpenAI for foundational model capabilities. Data is shared with them solely for processing purposes with zero data retention.
  • Google: We use Google for foundational model capabilities. Data is shared with them solely for processing purposes with zero data retention.
  • Firebase: We use Firebase Authentication for user login and account management.

We do not sell your personal information to any third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your information, including:

  • Encryption of data both at rest and in transit
  • Implementation of security measures aligned with ISO 27001 best practices
  • Regular security assessments and updates

7. Your Rights

As a user based in the UK, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to processing of your data
  • Request restriction of processing
  • Data portability

You can exercise these rights through your organization's access to the main online portal.

8. Children's Privacy

Our App is not intended for use by children under the age of 13, and we do not knowingly collect personal information from children under 13.

9. International Data Transfers

Our services are currently only available in the United Kingdom. We do not transfer your data outside the UK unless required to do so by law.

10. Data Breach Notification

In the event of a data breach that might compromise your personal information, we will notify your organization in accordance with our contractual agreements and applicable laws.

11. Changes to This Privacy Policy

Any changes to this privacy policy will be communicated to your organization's administrator.

12. Contact Information

If you have any questions or concerns about this Privacy Policy, please contact:

Privacy Contact: emmaAI

13. Legal Basis for Processing

We process your data based on:

  • The performance of our contract with your organization
  • Our legitimate interests in providing and improving our services
  • Your consent, where applicable

Thank you for trusting us with your data.