Privacy Policy

EightOS (the “Service”, at eightos.xyz, api.eightos.xyz, and the EightOS desktop application) is operated by Codiste (“we”, “us”).

Contact for privacy matters and general support: support@eightos.xyz.

This is the most important section. EightOS handles two different kinds of data, under two different legal roles, and your rights differ depending on which one applies.

• (a) We are the controller of your account data. When you sign up, invite teammates, connect apps, use the dashboard, or are billed, we decide how that information is handled. Section 3 covers it.
• (b) We are a processor of the business data you route through us. When you connect Salesforce, Gmail, Slack, GitHub, Notion, a database or any other supported system, EightOS reads and writes records inside your systems on your instruction. You remain the controller of that data. We only act on your documented instructions. Section 4 covers it.

If your own customers’ personal data flows through EightOS, you are their controller and we are your processor - and, where you are yourself a processor for them, we are a sub-processor.

3.1 Account and identity

3.2 Authentication and session data

Access tokens are valid for 15 minutes; refresh tokens for 7 days by default. Repeated failed logins temporarily lock the account. We record login attempts for abuse prevention.

3.3 Usage, diagnostic and audit records

We keep operational records so the Service can be billed, debugged and audited:

• API usage log. API key used, organisation, endpoint path and method, provider, response status, latency, timestamp. Used for billing, rate limiting and support.
• Audit log. An append-only record of who did what: actor, event, outcome, resource touched, request path, response status, and any error message. This log cannot be edited or deleted, by design, because its purpose is accountability.
• Execution logs. The record of tool calls made on your behalf, for troubleshooting failures.
• Brain query log. The text of queries run against your Company Brain, plus timing and token counts. Note that query text is stored in readable form so we can diagnose retrieval quality.

3.4 Device and push notification data

If you enable browser or desktop notifications, we store a Firebase Cloud Messaging registration token and an optional device label per device. Tokens are revoked on logout or when Firebase reports them dead.

3.5 Product analytics

In production we use PostHog (US-hosted) to understand how the dashboard is used. PostHog receives: your user ID, email address, name, role, organisation ID, organisation name and plan, page views, page leaves, and automatically-captured interaction events.

We do not send the content of your chats, documents or connected-app records to PostHog. AI observability events record model, token counts, latency and cost - content is deliberately omitted.

4.1 Connected applications

When you connect a third-party system, you choose the scopes. EightOS can then read and write records in that system on your instruction. Supported categories today include CRM, accounting, calendar, email and chat, documents and storage, project management, developer tools, productivity tools and databases.

The specific records we touch are entirely determined by which tools you connect and which actions you or your agents invoke. We do not browse your connected systems for our own purposes.

4.2 Credentials for connected applications

OAuth tokens, API keys and other credentials for your connected systems are stored encrypted at rest using AES-256-GCM, with the encryption key held outside the database. They are used only to execute the calls you request. We do not use your credentials to access your systems for any other purpose.

4.3 Company Brain (knowledge graph memory)

If you enable Company Brain, content from the sources you select is ingested into a temporal knowledge graph so your agents can retrieve context. This means:

• Fetched. Content is fetched from your connected systems on a schedule and on demand.
• Extracted. It is sent to an AI model provider for entity and relationship extraction (see 5.1).
• Stored. It is stored as episodes, entities and relationships in a graph database, and as vector embeddings. Attachments and larger payloads are stored in object storage.
• Scoped. Retrieval is scoped to your organisation and workspace, and further restricted by the permission grants your administrators configure.

Company Brain content frequently contains personal data - the names, email addresses and message contents of your employees, customers and contacts. You are the controller of it.

4.4 Team instructions and agent memory

Preferences, conventions and corrections your team records are stored per organisation, workspace, department, user or channel, and are retrieved to steer agent behaviour.

4.5 End users and sub-accounts

If you use EightOS to serve your own customers, we store an identifier you supply, and optionally a display name and email address for each end user - encrypted at rest. Usage is attributed to them so you can meter and audit it.

We rely on the following providers.

5.1 A note on AI processing

Content sent for AI processing leaves our infrastructure and reaches the model provider. If your organisation supplies its own model key (Bring Your Own LLM), your content goes to the provider you chose, under your agreement with them, and we are not party to that relationship.

• Encryption in transit. TLS on all connections to the Service.
• Encryption at rest, field level. Names, email addresses and every stored third-party credential are encrypted with AES-256-GCM before they reach the database, in addition to disk encryption.
• Row-level security. Tenant isolation is enforced in the database itself, not only in application code, so a query cannot cross an organisation boundary.
• Least privilege. Administrators grant capabilities per department, user, workspace, connection and toolkit, and per environment. Access enforcement is on by default for every organisation.
• Password storage. bcrypt, with a configurable cost factor. Login attempt limits and lockout.
• Signed, short-lived links. Connect links expire in 10 minutes; attachment download links are HMAC-signed and time-limited.
• Append-only audit trail. Administrative and data-access events are recorded in a log that cannot be modified.

Audit logs, API usage logs, brain query logs and chat history are retained for as long as necessary for security, billing and audit purposes.

Our sub-processors - notably our AI model providers and PostHog - process data in the United States.

Depending on where you are, you may have the right to access, correct, delete, restrict, port or object to the processing of your personal data, and to withdraw consent. Under India’s Digital Personal Data Protection Act you may also nominate another person to exercise your rights.

How to exercise them: email support@eightos.xyz. We will respond within 30 days.

If the personal data concerns you but sits inside a customer’s account - for example, you are a contact in a customer’s CRM - that customer controls it. Contact them; we will assist them in responding.

The Service is not directed to anyone under 18, and we do not knowingly collect their personal data.

We will post any revision here and update the date at the top. For material changes we will notify account administrators by email at least 30 days before they take effect.

Codiste - support@eightos.xyz

See also our Terms and Conditions.