Personal AI Assistant — Privacy Policy
Last updated: October 2026
This policy explains how the Personal AI Assistant app of i3 Software Solutions (the "app") processes personal data, including data from your Google Account. Our other apps and our website have their own privacy policies (apps, website).
1. Controller
i3 Software Solutions UG (haftungsbeschränkt)
Stolberger Straße 146
52068 Aachen, Germany
Represented by: Umme Salma Sadia (Managing Director)
Email: contact@i3softwaresolutions.de
Phone: +49 177 6664715
2. What the app does
The app helps a household keep its personal and business documents in one place. You upload a document (a photo or a PDF); the app reads it with AI, files it in the right category, links it to the people and businesses it concerns, extracts key information (for example a tax ID or an expiry date) and suggests to-dos. You confirm everything before it is saved. You can also ask questions about your documents.
The original files are stored in your own Google Drive, in a folder named "Assistant" that the app creates. The app is currently in an early version and is available only to invited users.
3. Data we process
3.1 Your household and businesses
- What you enter when setting up the app: names, gender, optional dates of birth and how the people in your household are related to you; your businesses, their legal form and owners.
- People, businesses and organizations added later, by you or from your confirmed documents.
3.2 Your documents and the information in them
- The documents you upload, for example ID documents, certificates, tax letters, contracts, bank statements, insurance papers and invoices.
- Information read from them that you confirm: for example names, addresses, dates, tax and insurance numbers, bank details, amounts and deadlines, a short summary and the category.
- To-dos created from documents or by you.
- Health documents. If you upload health-related documents (for example a vaccination record or a doctor's letter), they contain health data (special category data, Art. 9 GDPR). We process them only because you chose to upload them, on the basis of your explicit consent (Art. 9(2)(a) GDPR), which you can withdraw at any time by deleting them.
3.3 Questions you ask
When you ask the app a question, the question and the answer are processed only to answer you. Conversations are not stored; they are gone when you start a new chat or close the app.
3.4 Data from your Google Account
When you connect Google Drive, you sign in on Google's own page. We never receive your Google password. The app requests only one permission: https://www.googleapis.com/auth/drive.file ("See, edit, create and delete only the specific Google Drive files that you use with this app"). With it, the app can only access files that it created itself; it cannot see, read or change any other files in your Drive.
The app uses this permission only to:
- create the "Assistant" folder in your Drive once;
- upload the documents you add in the app into that folder;
- download one of those documents again when you open, download or share it in the app;
- check that a document it stored still exists.
It never lists, searches, watches or synchronises your Drive, and files you put into the folder yourself are not imported. We store: your Google account ID and email address, a refresh token that allows the app to access the files it created, the ID of the "Assistant" folder, and the ID, name, size and type of each file the app uploaded.
3.5 Technical data
When you use the app, our server processes technical data such as your IP address, the time of the request and error logs. We use it to run the app, keep it secure and fix problems.
4. Use of Google user data (Limited Use)
The app's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- We use data from your Google Drive only to provide the features described above, which you can see and control in the app.
- We do not transfer it to others, except as needed to provide those features (see section 6), to comply with the law, or as part of a merger or acquisition with notice to you.
- We do not use it for advertising, and we do not sell it.
- No person at i3 Software Solutions reads it, unless you ask us to (for example for support), it is necessary for security or to investigate abuse, or the law requires it.
- We do not use it, and do not allow others to use it, to develop, improve or train generalised AI or machine-learning models.
5. Purposes and legal bases
- Providing the app — your household and business data, documents, extracted information, to-dos, answers to your questions and the Google Drive connection — to perform our contract with you (Art. 6(1)(b) GDPR).
- Health data in documents you upload — your explicit consent (Art. 9(2)(a) GDPR).
- Security, stability and troubleshooting using technical data — our legitimate interest in a secure and working service (Art. 6(1)(f) GDPR).
- Keeping records where the law requires it (Art. 6(1)(c) GDPR).
6. Service providers and recipients
The app's server and database are run by us on our own servers in Germany. We use the following providers:
| Provider | What for | Where |
|---|---|---|
| Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland | Storing your documents in your own Google Drive (your own Google Account; Google's terms and privacy policy apply) | Google's data centres; see section 7 |
| Anthropic, PBC, 548 Market Street, PMB 90375, San Francisco, CA 94104, USA | Reading documents (AI model "Claude") and answering your questions. Only the content needed for the task is sent. Under Anthropic's commercial terms it is not used to train AI models and is deleted after a limited period (normally within 30 days). | USA; see section 7 |
Anthropic acts as our processor under a data processing agreement (Art. 28 GDPR). When the app reads a document that is stored in your Drive (for example to read it again), its content is sent to Anthropic only to provide the feature you asked for, as described in section 4.
7. Transfers outside the EU
Anthropic is based in the USA, and Google may process data outside the EU. Where data is transferred to the USA, we rely on the EU-US Data Privacy Framework (Art. 45 GDPR) where the provider is certified, and on the EU Standard Contractual Clauses (Art. 46 GDPR) included in the providers' data processing terms.
8. How long we keep data
- Documents (original files): stored in your Google Drive, in the "Assistant" folder. They stay there until you delete them, also after you disconnect the app.
- Household data, extracted information and to-dos: kept while you use the app and deleted when you ask us to delete your data, unless the law requires us to keep them longer.
- Documents you discard in the Inbox: nothing from them is saved; the original stays in your Drive until you delete it.
- Questions and answers: not stored.
- Google connection: when you disconnect Google Drive in the app, we revoke the app's access at Google and delete the refresh token.
- Technical logs: kept for a short period, normally no longer than 30 days.
9. Revoking access and deleting your data
You can disconnect Google Drive at any time under Settings in the app. You can also remove the app's access directly in your Google Account under Third-party apps & services. The app appears there as "Personal AI Assistant by i3". Removing access does not delete the files in your Drive; you can delete the "Assistant" folder yourself.
To have all data we hold about you deleted, email contact@i3softwaresolutions.de. We delete it within 30 days.
10. Your rights
Under the GDPR you have the right to access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20), to object to processing based on legitimate interests (Art. 21) and to withdraw your consent at any time with effect for the future (Art. 7(3)). To exercise them, contact us at contact@i3softwaresolutions.de.
You also have the right to complain to a supervisory authority (Art. 77 GDPR). Ours is the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW), Kavalleriestraße 2–4, 40213 Düsseldorf, Germany, www.ldi.nrw.de.
11. Security
Connections are encrypted (HTTPS). Access to the app is restricted to authorised users. The Google token is kept only on our server and is never shown in the app, and the app's Google permission is limited to the files it created. Sensitive values such as ID and account numbers are shown masked in the app until you choose to reveal them.
12. Children
Parents may store documents about their children in the app. The app is not intended to be used by people under 16.
13. Changes
We update this policy when the app or the law changes. The current version is always available on this page, with its date at the top.