Privacy Notice

1. Identity and address of the data controller

AKIVA SYSTEMS, INC. ("Akiva," "we," "us," or "our"), a company registered in the State of Nevada, United States, is responsible for the processing of personal information described in this Privacy Notice.

Akiva Systems LLC, a company registered in the State of Delaware, United States, serves as an operating entity within Akiva's business structure and may participate in operational activities related to the services described in this Notice, subject to the applicable allocation of responsibilities.

2. Scope of this Privacy Notice

This Privacy Notice applies to personal information collected or processed through the Akiva website, contact and demonstration forms, online purchases, customer accounts, license management, customer support, and communications related to Akiva solutions.

It also applies to interactions with Akiva AI Assistant, including automated customer service communications through WhatsApp.

The Notice is intended to inform visitors, customers, parents, guardians, professionals, institutions, and other individuals who interact with Akiva, particularly those located in the United States and Mexico.

It covers activities associated with Akiva Library, Akiva Verse, product information, e-commerce, device preparation, license activation, technical assistance, and customer communications.

Specific Akiva products or implementations may involve additional processing activities governed by separate notices, agreements, consents, or contractual terms where required.

This Notice does not replace any specific privacy documentation applicable to clinical implementations or experiences that collect information directly from children or other participants.

3. Personal information we may collect

Depending on how you interact with Akiva, we may collect or process the following categories of personal information:

• First and last name.
• Email address and telephone number.
• Country, city, state or province, and postal code.
• Billing address and shipping address, when applicable.
• Organization, institution, company, or professional affiliation.
• Job title, professional role, or area of responsibility.
• Information about Akiva products, services, or solutions of interest.
• Products purchased, order details, transaction amount, currency, and payment status.
• Information related to customer accounts, purchase history, and support requests.
• Meta Quest model selected or used with Akiva Library.
• License duration, activation, expiration, renewal, and status.
• Technical device identifiers reasonably necessary for license activation or administration.
• Information needed to provide installation instructions, configuration, and technical support.
• Messages, questions, comments, and other information voluntarily submitted to Akiva.
• WhatsApp telephone number, profile name when available, conversation content, message dates, and related communication metadata.
• Files, images, or other attachments voluntarily submitted through supported communication channels, when such features are enabled.
• Technical website information, including browser, device type, operating system, IP address, online identifiers, pages viewed, session information, and browsing events when relevant technologies are enabled.

4. Purchases, payments, licenses and accounts

When a customer purchases an Akiva solution, we may process the information reasonably necessary to complete the transaction, administer the order, deliver the purchased solution, and provide related support.

Akiva Library licenses

When a customer purchases an Akiva Library license for use with a compatible Meta Quest device, Akiva may process information needed to issue, activate, manage, renew, or support the purchased license.

This may include the selected license period, activation status, expiration date, and a technical identifier associated with the compatible device when required for license management.

Purchases that include a Meta Quest device

When a purchase includes a Meta Quest device, Akiva may use order and shipping information to obtain or prepare the equipment, install Akiva Library, configure the device, manage the corresponding license, and coordinate shipment and delivery.

Information necessary to fulfill these activities may be shared with authorized operational personnel, logistics providers, or other service providers involved in completing the order.

Payment processing

Payments made through the website may be processed by external payment service providers according to the payment method selected by the customer.

Payment providers may collect the financial information necessary to authorize and complete a transaction under their applicable terms and privacy policies.

Akiva may receive transaction information necessary for order administration, such as payment status, amount, currency, transaction reference, and confirmation.

Customer accounts

When a customer account is created or used, Akiva may process information necessary to administer the account, maintain purchase history, manage addresses, provide support, and facilitate access to purchased products and license information.

5. Purposes of processing

Akiva may process personal information for the following purposes:

• Receive and respond to requests for information or demonstrations.
• Communicate with individuals who contact Akiva.
• Provide product information and customer assistance.
• Operate Akiva AI Assistant and respond to WhatsApp inquiries.
• Route conversations to authorized Akiva personnel when human assistance is appropriate.
• Maintain relevant conversation context to provide continuity in customer service.
• Process and administer purchases, orders, payments, and transactions.
• Prepare, configure, and coordinate delivery of purchased equipment.
• Issue, activate, administer, verify, and renew Akiva licenses.
• Provide installation instructions and technical support.
• Administer customer accounts.
• Send transactional communications concerning orders, payments, shipments, accounts, and licenses.
• Handle support cases, incidents, cancellations, returns, and other customer requests.
• Maintain website and service security and availability.
• Detect and prevent fraud, misuse, and unauthorized activity.
• Analyze website performance and improve customer experience.
• Comply with applicable legal, accounting, tax, and contractual obligations.
• Respond to valid requests from competent authorities when legally required.

Akiva will process personal information only for purposes permitted by applicable law and will obtain consent when required.

Promotional or marketing communications, when offered, will be subject to applicable consent and opt-out requirements.

6. WhatsApp and Akiva AI Assistant

Akiva may provide customer service and informational assistance through WhatsApp using Akiva AI Assistant, an automated assistant supported by artificial intelligence technology.

The assistant is designed to help answer general questions about Akiva, its solutions, purchasing processes, licenses, installation, and support.

Information processed during conversations

When you communicate with Akiva through WhatsApp or Akiva AI Assistant, the information processed may include:

• Your WhatsApp telephone number, including country code.
• Your WhatsApp profile name, when made available.
• Messages and questions submitted during the conversation.
• Relevant conversation history and contextual information needed to respond to inquiries.
• Message dates, timestamps, and technical identifiers associated with communications.
• Attachments or other content voluntarily shared when supported by the service.

Artificial intelligence processing

Akiva AI Assistant uses OpenAI technology to process relevant messages and generate automated responses.

To provide this functionality, relevant conversation content may be transmitted to and processed by OpenAI services in accordance with the applicable service configuration, contractual terms, and privacy requirements.

OpenAI's handling and retention of information may depend on the particular service, integration, and technical configuration used.

Automated responses may contain inaccuracies. Users may request human assistance when necessary.

Conversation storage

Conversation records are maintained in the WhatsApp account used for Akiva's customer service and in Google Cloud infrastructure used by Akiva for conversation storage.

Google Cloud is used for storage and related infrastructure functions. OpenAI is used for artificial intelligence processing.

Access to Akiva-managed conversation records is restricted to authorized Akiva personnel who require access for customer service, support, administration, or other legitimate operational purposes.

Technology providers may separately process information as necessary to operate their services, subject to their applicable terms and legal obligations.

Human assistance

When an inquiry cannot be adequately resolved through automated assistance, or when human intervention is appropriate, the conversation and relevant context may be transferred to authorized Akiva personnel.

Appropriate use

Akiva AI Assistant is intended for general information and customer support. It is not intended to provide medical diagnoses, clinical evaluations, or emergency assistance.

Users should not submit passwords, authentication codes, financial credentials, medical records, or unnecessary sensitive information.

7. Cookies, analytics and browsing information

Akiva uses or may use analytics, measurement tools, cookies, and similar technologies to understand website usage and improve performance.

These technologies may process information such as browser type, device characteristics, operating system, IP address, online identifiers, pages viewed, browsing events, and website interactions.

The website may also use cookies necessary for shopping carts, checkout, customer accounts, session management, security, preferences, and payment processing.

When Google Analytics or another analytics service is enabled, information is processed according to Akiva's configuration and the provider's applicable policies.

More information is available in our Cookie Policy .

8. Children's privacy

Certain Akiva solutions are designed for use by children in appropriate environments under the supervision of adults, professionals, institutions, parents, or legal guardians.

However, Akiva's corporate website, purchasing process, commercial customer accounts, contact forms, and general customer service assistant are intended for adults.

Akiva does not seek to collect personal information directly from children through these general commercial channels.

Purchases of products or licenses intended for use by minors should be completed by a responsible adult.

Parents, guardians, and professionals should avoid sharing identifiable information about children, including medical histories, diagnoses, or clinical records, through general WhatsApp customer service conversations.

If Akiva becomes aware that children's personal information has been submitted without the authorization required by applicable law, Akiva may restrict, delete, or otherwise appropriately handle that information.

9. Data retention

Akiva retains personal information only for periods reasonably necessary to fulfill the purposes described in this Notice, provide services, administer customer relationships, and comply with applicable legal and contractual obligations.

WhatsApp and AI Assistant conversations

As a general retention policy, routine conversation records maintained in Akiva-managed systems are retained for up to 180 days after the last interaction, unless an applicable legal obligation or a documented operational need justifies a different period.

Escalated support cases

Conversation records associated with escalated technical support cases or unresolved service incidents may be retained for up to 12 months after the case is closed when reasonably necessary for follow-up, service continuity, or dispute resolution.

Purchases, payments and licenses

Records relating to purchases, transactions, invoices, customer accounts, license activation, renewals, and contractual obligations may be retained for the periods required to administer the relevant relationship and satisfy applicable legal, accounting, tax, or contractual obligations.

Backups and technical records

When personal information is deleted from Akiva-managed active systems, related backup copies are scheduled to expire or be overwritten within 30 days, except where a longer period is legally required or a documented legal hold applies.

Certain technical records retained independently by technology providers may be subject to their own retention periods and deletion procedures.

When information is no longer required and no lawful reason justifies further retention, Akiva will delete, anonymize, block, or otherwise restrict the information as appropriate under applicable law.

10. Technology providers and international transfers

Akiva uses technology providers and authorized service providers to operate its website, deliver products, manage licenses, process transactions, and provide customer support.

Providers involved in Akiva AI Assistant may include:

• Meta / WhatsApp: messaging and communication infrastructure.
• OpenAI: artificial intelligence processing and generation of automated responses.
• Google Cloud: storage of conversation records and related infrastructure.

Other service provider categories may include:

• Website hosting and infrastructure.
• E-commerce platforms and services.
• Payment processing providers.
• Email and transactional communication services.
• Shipping and logistics providers.
• Website analytics and measurement.
• Security and fraud prevention.
• Technical support and license administration.

Akiva Systems LLC may participate in authorized operational activities related to these services, consistent with the applicable legal and contractual arrangements.

Personal information may be processed or stored outside the country in which it was originally provided, including the United States and other locations where authorized technology providers operate.

Such processing and transfers are subject to applicable legal requirements, contractual arrangements, and safeguards.

Akiva does not sell personal information collected through its website, purchasing processes, customer accounts, license administration, or Akiva AI Assistant.

Akiva does not intend to disclose personal information to independent third parties for their own unrelated commercial purposes unless consent has been obtained or another basis permitted by applicable law applies.

11. Security measures

Akiva adopts administrative, technical, and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration, loss, destruction, or improper processing.

The security framework for Akiva-managed information includes access restrictions based on operational responsibilities, account authentication controls, and appropriate protections for the transmission and storage of information.

Authorized personnel are expected to access personal information only when necessary for legitimate operational activities.

Akiva reviews access permissions and security practices as appropriate to the services and systems involved.

Akiva also seeks to maintain procedures for identifying, evaluating, and responding to information security incidents in accordance with applicable legal requirements.

No method of electronic transmission or storage can guarantee absolute security.

12. Personal data deletion requests

Individuals may request the deletion of personal information associated with their interactions with Akiva, including WhatsApp communications and Akiva AI Assistant conversation records, subject to applicable law.

How to request deletion

To submit a deletion request, send an email to:

Information needed

To help locate the relevant records, the request should include:

• The WhatsApp telephone number associated with the conversation, including country code.
• A clear statement requesting deletion of personal information.
• The approximate dates of the interactions, when known.
• An email address or other appropriate means of receiving a response.

Akiva may request limited additional information when reasonably necessary to verify the requester's identity or authority.

Receipt and processing

Akiva's proposed service standard is to acknowledge receipt of a deletion request within two business days.

After receiving the request, authorized personnel will identify the relevant records, perform any necessary verification, and assess whether deletion is legally and technically appropriate.

When the request is approved, Akiva will arrange for deletion or appropriate restriction of the relevant information in systems under its control.

This may include records maintained in Akiva's Google Cloud storage and records accessible through its WhatsApp business communication environment, to the extent supported by the applicable systems.

Provider-managed records, technical logs, and copies outside Akiva's direct control may be subject to separate provider retention and deletion requirements.

Response and confirmation

Akiva will communicate the determination and, where applicable, the outcome of the request within the periods required by applicable law.

If certain information cannot be deleted because of a legal obligation, contractual requirement, security necessity, or other lawful exception, Akiva will explain the applicable limitation to the extent permitted by law.

Deleting information from Akiva-managed systems does not necessarily remove messages retained on a user's own device or information independently retained by communication or technology providers.

13. Rights of individuals located in Mexico

Where Mexican personal data protection law applies, individuals may exercise their rights of Access, Rectification, Cancellation, and Opposition (ARCO rights) .

Right of Access

You may request information about the personal data Akiva holds about you and the general conditions of its processing.

Right of Rectification

You may request correction of inaccurate, incomplete, or outdated personal information.

Right of Cancellation

You may request cancellation of personal information where permitted under applicable law.

Right of Opposition

You may object to certain processing activities under the circumstances established by applicable law.

How to submit an ARCO request

Requests may be sent to:

The request should include, as applicable:

• The name of the data subject.
• An address or another means of receiving notifications.
• Documentation reasonably necessary to verify identity or legal representation.
• A clear description of the personal data concerned, except where the right of access is being exercised.
• Identification of the ARCO right being exercised or the action requested.
• Additional information that may help locate the relevant records.

Where Mexican law applies, Akiva will communicate its determination within a maximum of 20 days from receipt of the request, in accordance with applicable legal requirements.

If the request is granted, the corresponding action will be carried out within the 15 days following communication of the determination.

These periods may be extended once for an equivalent period when justified by the circumstances and permitted under applicable law.

Akiva may request clarification or additional documentation when legally permitted and reasonably necessary to process the request.

14. Privacy rights of California residents

Where AKIVA SYSTEMS, INC. is subject to applicable provisions of the California Consumer Privacy Act ("CCPA"), as amended by the California Privacy Rights Act ("CPRA"), California residents may have certain rights regarding their personal information.

Subject to applicable requirements and exceptions, these rights may include:

• Requesting information about personal information collected and processed.
• Requesting access to certain personal information.
• Requesting correction of inaccurate information.
• Requesting deletion of certain information.
• Requesting information about categories of recipients of personal data.
• Exercising applicable rights relating to the sale or sharing of personal information.
• Exercising applicable rights concerning the use or disclosure of sensitive information.
• Not receiving discriminatory treatment for exercising recognized privacy rights.

Akiva does not sell personal information collected through its website, customer accounts, purchasing processes, license management, or Akiva AI Assistant.

Requests may be sent to: sm@akiva.ai .

Akiva may request information reasonably necessary to verify the identity or authority of the individual submitting the request.

15. Options to limit use or disclosure

Individuals may request limitations on certain communications or processing activities when permitted by applicable law.

Requests may be submitted to: sm@akiva.ai .

Withdrawal of consent

Where processing is based on consent and applicable law permits its withdrawal, individuals may request withdrawal by contacting the privacy email above.

Withdrawal of consent does not operate retroactively and may be subject to lawful exceptions, including processing necessary to fulfill contractual or legal obligations.

Marketing communications

Where Akiva sends optional promotional communications, recipients may request to stop receiving them through the available opt-out mechanism or by contacting Akiva.

Cookies and similar technologies

Browsers and other tools may allow visitors to limit or block certain cookies and tracking technologies.

Additional information is available in our Cookie Policy .

16. Changes to this Privacy Notice

Akiva may update this Privacy Notice to reflect changes in legal requirements, technology, business operations, service providers, products, or personal information processing practices.

Updates will be published on this page, together with the date of the most recent revision.

Where an update requires additional consent or another notification under applicable law, Akiva will implement the appropriate mechanism before beginning the relevant processing activity.

17. Contact

For questions about this Privacy Notice, personal information processing, customer accounts, license-related information, Akiva AI Assistant, or the exercise of privacy rights, please contact:

For instructions on requesting deletion of personal information, visit our Data Deletion page .