Maximo Wood App Privacy Policy

1. Information we collect

We collect the following information when you use the app:

• Account information: your name, email address and company when you sign up. Your password is handled by our sign-in provider (Supabase); we never see it.
• Chat with Maia, the AI assistant: the messages you type or dictate, the conversation so far, your first name and the app language. This is sent only after you allow it (see section 3).
• Voice input: when you dictate a message, your device's speech recognition service (Apple on iOS, Google on Android) turns your speech into text. The audio is processed by that service under its own terms. The app receives only the text and does not store audio.
• Contact messages: the subject and message you send through "Talk to Maximo", together with your name and email address so we can reply.
• Photos for Preview Your Space: if you use this feature, the photo you take or choose is uploaded to our product preview service (see section 4).
• Usage information: which screens and features you use, the app version, device type and language, linked to your account ID. For the chat we record only the length and timing of messages, never their content.
• Device information for notifications and security: a push notification token, and checks that confirm requests come from a genuine copy of the app on a genuine device.

The app does not collect your location, contacts or payment information, and does not show advertising.

2. How we use information

We use this information to:

• create and manage your account and sign you in;
• provide the app's features, such as the product catalog, galleries, resources, calculator and notifications;
• answer your questions with the Maia AI assistant, when you have allowed it;
• respond to the messages you send us;
• understand how the app is used, fix problems and improve it;
• protect the app and our services against abuse and modified copies of the app.

We do not sell your personal information and do not use it for advertising.

3. The Maia AI assistant and Google Gemini

Maia's answers are generated by Gemini, an AI service from Google.

Before your first message is sent, the app explains what is shared and asks for your permission. Nothing is sent to the AI service until you allow it. You can change your choice at any time in the app under Menu → Settings → AI Data Sharing, and the choice is reset when you sign out.

• What is sent to Google: the messages you type or dictate, the conversation so far, your first name and the app language. This is sent through Google Firebase AI Logic.
• To find relevant product documents, the assistant may also send short search queries based on your question to our servers, which use Google's Gemini API to search our knowledge base.
• What is not sent: your email address, password and other account details.
• We do not store your conversations. They stay on your device while the app is open and are cleared when you start a new chat or close the app.

Google processes this data to generate the assistant's replies, under the Gemini API Additional Terms of Service (https://ai.google.dev/gemini-api/terms) and the Google Privacy Policy (https://policies.google.com/privacy).

Please do not type sensitive personal information, such as your customers' contact details, into the chat.

4. Who we share information with

We share information only with service providers that help us run the app:

• Google (Firebase and the Gemini API): usage analytics, push notifications, app integrity checks and the Maia AI assistant.
• Supabase: sign-in and account authentication.
• Amazon Web Services: hosting for our servers and database.
• Resend: delivery of the contact messages you send us.
• Our product preview service at embed.maximowood.com: processes the photos you upload in Preview Your Space to show Maximo products in your space. It does not receive your account details.
• Apple or Google speech recognition, when you use voice input, under their own terms.

These providers may only use the information to provide their services to us and must protect it with safeguards at least as protective as those described in this policy, except where section 3 says Google's terms apply.

We may also disclose information when required by law, or as part of a merger, acquisition or sale of assets, in which case this policy continues to apply to it.

5. How long we keep information

• Account information is kept while your account is active. When you delete your account, your sign-in identity is removed and your name, email address and company are erased from our records.
• Chat conversations are not stored by us (see section 3).
• Contact messages are kept as long as needed to respond to you and for our business records.
• Usage information is kept by Google Firebase Analytics according to our retention settings and then deleted.

6. Your choices and rights

• AI data sharing: allow or stop sharing at any time under Menu → Settings → AI Data Sharing.
• Notifications, microphone and camera: turn them on or off in your device settings.
• Your profile: edit your name under Menu → Profile.
• Delete your account: go to Menu → Profile → Delete account. This removes your account as described in section 5.

Depending on where you live, you may have the right to access, correct, delete or object to the use of your personal information. To make a request, contact us at contact@maximowood.com.

7. Security

We use reasonable technical and organizational measures to protect your information, including encryption in transit. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. Children

The app is a business tool and is not intended for children. We do not knowingly collect personal information from anyone under 16.

9. Changes to this policy

We may update this policy from time to time. We will post the new version on this page with a new "Last updated" date and, for significant changes, let you know in the app.

10. Contact us

If you have questions about this policy or your information, contact us at contact@maximowood.com.