Rules for Protecting Data and Privacy

1. Who We Are

Intellisane AI Limited is a globally recognized provider of high-quality data annotation services, headquartered in Bangladesh. We serve clients across diverse industries and regions, focusing on delivering secure, scalable, and domain-specific annotation solutions. Our expertise spans the medical, legal, financial, autonomous systems, and AI sectors, with dedicated teams trained in precise annotation practices tailored to each domain.

Our core services include text, image, video, audio, and sensor data annotation using advanced tools and human intelligence. We contribute to the development of machine learning models, training datasets, and AI algorithms by ensuring high accuracy and confidentiality. Trust, professionalism, and quality are the foundations of our company’s identity.

2. Scope of This Policy

This Privacy Policy governs the handling of information across the following scenarios:

• Collection and processing of datasets from our clients for annotation purposes
• Information submitted via our website, including contact forms, inquiries, and cookies
• Data obtained during job applications, hiring, and collaboration on projects
• Internal communication and administrative operations involving data

This policy excludes third-party services and platforms that are not controlled by Intellisane AI Ltd. We are not responsible for the privacy practices of websites that link to or from our site.

3. Our Data-Protection Philosophy

At Intellisane, we follow a security-first mindset. We believe that protecting the integrity, confidentiality, and availability of data is a shared responsibility involving infrastructure, people, and policies. We follow a multi-layered approach to minimize risk, proactively detect anomalies, and enforce compliance across the entire data lifecycle.

• Confidentiality: Only team members assigned to a specific project have access to that project’s data. All personnel are bound by NDAs and role-based access permissions. Devices used in sensitive environments are tightly controlled.
• Integrity: Through data validation tools, hash verification, logging, and versioning, we prevent accidental or malicious data manipulation. Internal audits further ensure the consistency of annotation work.
• Availability: Our secure infrastructure is designed to withstand hardware failures and cyberattacks. We use backup and failover mechanisms to ensure that critical data is always retrievable and never lost.
• Accountability: Employees are trained to understand their roles in safeguarding data. Breach protocols, user logging, and quality checks reinforce accountability throughout the pipeline.

4. Information We Collect

Depending on the context, we may collect the following types of information:

• Client Data: Datasets, guidelines, metadata, project requirements, internal notes, feedback, communication records, project timelines, and point-of-contact details.
• Website Visitors: Device information, browser type, country-level geolocation, session duration, referral URLs, mouse interactions, and preferences via cookies.
• Job Applicants: Contact information, resumes, application notes, education credentials, job history, identity documents, test assignments, and evaluation records.

We do not collect sensitive personal data such as biometric identifiers, religious or political views, or financial account information unless explicitly necessary and with user consent.

5. How We Use Your Information

We process information for the following legitimate purposes:

• To fulfill annotation and data-labeling contracts
• To manage our relationships with clients and vendors
• To recruit, evaluate, and onboard personnel for annotation projects
• To analyze system performance and improve user experience
• To conduct internal research and quality assurance
• To respond to user inquiries or resolve support tickets
• To fulfill obligations under laws, contracts, and NDAs

We do not sell, rent, or trade any personal or project data under any circumstances.

6. Security Measures

We implement multi-layered physical and digital security controls to protect your data. Security measures are updated regularly to address emerging threats. This includes:

• Physical Access: ID/badge-based entry to workspaces, CCTV surveillance, restricted annotation zones.
• Digital Security: Firewalls, encrypted storage, antivirus scanning, TLS/SSL encryption, AES-256 data protection.
• Access Control: Role-based privileges, 2FA for internal systems, activity logging and timeout settings.
• Human Factor: Background checks, strict NDAs, and ongoing training on AI safety and secure practices.

7. Data Retention and Deletion

Data provided to us is stored only as long as needed to fulfill contractual obligations or as agreed with the client. Once the project concludes, we offer clients options to:

• Download final annotated datasets
• Request immediate deletion of all associated files
• Keep encrypted backup storage for a limited time as per agreement

By default, all datasets are purged 30 days after project completion unless otherwise instructed.

8. Confidentiality and Non-Disclosure Agreements

Every client engagement begins with a signed NDA to ensure legal commitment to confidentiality. These agreements explicitly prohibit unauthorized sharing, reproduction, or misuse of any data.

Internally, all employees, interns, and contractors are required to sign strict NDAs and are held accountable even after their engagement ends. Confidentiality is part of our workplace culture and reinforced by audits.

9. Cross-Border Data Transfers

We serve clients globally. Any cross-border data transmission is conducted over secure encrypted channels (SSL/TLS). Transfers are only initiated with client consent and in compliance with project requirements.

We also support region-specific data residency solutions if requested, ensuring sensitive data remains within required geographic boundaries.

10. Your Rights

Regardless of regional laws, we respect the following rights of our clients and data subjects:

• Access: You may request a copy of the data we hold.
• Correction: You can request updates to incorrect or outdated information.
• Deletion: You may request complete deletion of your data.
• Limitation: You can limit or restrict data processing under specific terms.
• Portability: We can provide your data in a machine-readable format upon request.

To request any of these, email privacy@intellisane.ai

11. Children’s Data

Our services are not intended for users under 18 years of age. We do not knowingly collect or process children’s personal data. If we discover such data has been submitted, we will delete it promptly.

12. Cookies and Website Analytics

Our website uses cookies for session management, analytics, and user experience optimization. Cookies do not store personal identifiers. You can disable or control cookies through browser settings.

13. Third-Party Services

We use reliable third-party vendors for cloud storage, project tracking, and communication. All third-party platforms are vetted and operate under strict data security agreements. No client data is shared without consent.

14. Data Breach Notification

In the unlikely event of a data breach, we will inform affected parties within 72 hours. Our incident response team will provide details about the breach, mitigation steps taken, and any required follow-up actions.

15. Policy Updates

We may update this Privacy Policy periodically. Revisions will be posted here with a new effective date. In the event of major changes, we will notify you through email or a visible website banner.

16. Contact Information

Registered Office: Intellisane AI Limited
Apt-3N, Plot-52, Road-13/C,Block-E, Soanargaon Terrace, Dhaka-1213, Bangladesh

Corporate Office: Intellisane AI Limited
1697/02 Western Para, Bhola Sadar, Bhola-8300, Bangladesh

Email: privacy@intellisane.ai

Website: www.intellisane.ai