Privacy and data ownership notice
This Notice explains what Aegis OS collects, why it is collected, who controls it, how it may be shared, and the choices available to customers and individuals.
Roles and ownership
Aegis OS is operated by MATЯXS Labs. For identifiable Customer Data submitted to a company workspace, the customer generally determines why and how the data is used and retains the rights it lawfully holds. Aegis processes that information for the customer and separately controls account, subscription, security, support, service-administration, telemetry, and product-improvement information used to operate its business.
Information we collect
Depending on use, we collect company and contact details; account identities, roles, authentication events, and access status; employee profile and licensing information; inspection assignments, locations, field notes, timestamps, images, video, labels, and reports; claim, insured, policy, loss, task, document, communication, reserve, payment-request, and approval records; connected-system identifiers; support communications; and device, browser, network, audit, error, and security logs. Aegis does not collect payment-card details until an approved payment provider is connected, and such details should not be entered into ordinary claim or inspection fields.
Sources of information
Information comes from customers and their authorized users, invited employees and contractors, claimants or portal users, files and media uploaded to the service, connected company mailboxes and approved integrations, and automatic security and service logs. Customers must provide required notices and have authority to collect and submit third-party information.
Why we process information
We process information to create and secure workspaces; authenticate users; assign and complete work; manage claims and inspections; store and review evidence; support human decisions; communicate with authorized recipients; prepare approved exports and delivery packages; provide support; detect misuse; maintain audit history; measure service reliability; comply with law; and enforce agreements. We limit collection and retention to information reasonably needed for those purposes.
Customer Data license
The customer grants Aegis and its service providers permission to host, copy, transmit, display, back up, secure, analyze, transform, and otherwise process Customer Data to provide, support, protect, and improve the service; fulfill authorized instructions; create Aegis Data; prevent harm; and comply with law. Customer ownership of identifiable records remains in place while Aegis receives the processing rights needed to operate and develop the platform.
Aegis Data, analytics and model development
Aegis creates and owns aggregated or deidentified operational data, statistics, benchmarks, features, models, and insights derived from use of the service, together with system telemetry and usage metrics (Aegis Data). Aegis may use, combine, analyze, improve, license, publish, and commercialize Aegis Data for product development, security, research, industry benchmarking, analytics, and model development. Aegis applies reasonable technical, organizational, and contractual measures designed to prevent Aegis Data from being reasonably linked to an identifiable person or customer. Identifiable or customer-attributable data may be used for AI analysis requested through the service or for a separately disclosed program authorized through an order form, feature notice, or other instruction.
Sharing and disclosures
Information may be disclosed to authorized workspace users; recipients approved by the customer; hosting, storage, communications, security, support, analytics, and AI service providers working under applicable restrictions; professional advisers; transaction partners or a successor in a corporate transaction; research or commercial partners receiving Aegis Data; and government or legal recipients when required by law or needed to protect rights and safety. Sharing practices are matched to the type of information and the purpose described in this Notice.
Company separation and access
Workspace data is restricted by organization, role, assignment, and workflow authority. Customers administer their users and decide which employees, contractors, claimants, carriers, MGAs, or service providers may receive information. No user should be granted more access than required for assigned work.
Security
Aegis uses organization-scoped records and storage, role-based authorization, protected authentication, logging, audit records, and controlled delivery. We review access and use reasonable administrative, technical, and organizational safeguards appropriate to the service. No system is risk-free, so customers must protect endpoints, credentials, exports, and connected systems and report suspected unauthorized access promptly.
Retention, export and deletion
Customer Data is retained according to customer instructions, the customer agreement, the selected retention schedule, legal holds, and applicable insurance or regulatory duties. An authorized customer may request export, correction, return, or deletion. After verified instructions or termination, active data is deleted or returned under the applicable agreement; limited copies may remain temporarily in protected backups or be retained when required by law, security, fraud prevention, or dispute preservation.
Individual privacy requests
An individual may request access, correction, deletion, or a copy of personal information by contacting hello@aegisos.co. When Aegis processes data for a customer, we may direct the request to that customer and assist the customer as required. We verify requests and may deny or limit them where identity cannot be confirmed or retention is required by law, contract, claim administration, fraud prevention, or legal process. Authorized agents may be required to provide proof of authority.
Cookies and service telemetry
Aegis uses cookies or similar technologies for authentication, session security, preferences, fraud prevention, analytics, product improvement, and reliable operation. Browser and device logs may include IP address, timestamps, route activity, feature usage, error details, and security signals. Any future advertising or nonessential tracking technology will be described through an updated notice and any consent mechanism required by applicable law.
Children
Aegis OS is a business service and is not directed to children under 18. Customers must not create accounts for children or intentionally submit children’s information unless it is lawfully required for an insurance matter and handled under the customer’s documented authority and safeguards.
Security incidents
Aegis maintains an incident-response process and will investigate suspected unauthorized access. We will notify affected customers without unreasonable delay when required by contract or law and will cooperate with applicable breach-notification duties. Customers are responsible for notifying Aegis promptly of incidents involving their users, devices, exports, or connected systems.
Policy changes and contact
Material changes receive a new version and effective date and will be communicated through the service or the customer’s contact information. Privacy questions, rights requests, complaints, and data instructions may be sent to hello@aegisos.co. The customer’s signed order form will contain the operator’s final registered legal name and physical notice address.