Our policies

  • Effective Date: 28.6.2025

    1. Introduction

    Welcome to Exhive Oy ("we", "our", or "us"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our SaaS, the Exhive Platform ("Service").

    This policy complies with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and applies to all users located in the European Union.

    2. Data Controller

    Exhive Oy
    Takaniityntie 5 G 9, 00780 Helsinki Finland
    Email: info@exhive.ai

    3. Data We Collect

    We may collect and process the following data:

    • Limited Personal Data: such as name, email address, login credentials.

    • Client Data: information you or your organization upload or process through our Service. This may include personal data, depending on your use.

    • Technical Data: IP address, browser type, device information, and usage logs.

    • Cookies and Tracking Technologies: for analytics and service functionality.

    4. Legal Basis for Processing

    We process your data under the following legal bases:

    • Performance of a Contract (Art. 6(1)(b) GDPR)

    • Legitimate Interests (Art. 6(1)(f) GDPR)

    • Consent, where applicable (Art. 6(1)(a) GDPR)

    • Legal Obligations (Art. 6(1)(c) GDPR)

    5. How We Use Your Data

    • To provide and maintain the Service

    • To manage your account and support requests

    • To improve the functionality and security of our Service

    • To communicate important updates and service notices

    • To comply with legal obligations

    6. Data Storage and Location

    All data is stored securely within the European Union. We use reputable EU-based cloud service providers in compliance with GDPR.

    7. Data Sharing and Transfers

    We do not sell personal data. We may share data with:

    • Authorized service providers under data processing agreements

    • Public authorities when legally required

    • Affiliates and subsidiaries (if applicable)

    All third-party processors are GDPR-compliant and located in the EU or in jurisdictions with adequate protection.

    8. Data Retention

    We retain data only as long as necessary:

    • Account data: for the duration of the customer relationship and up to 12 months after termination

    • Log data: typically retained for 90 days

    • Client data: as per contractual agreement

    9. Your Rights Under GDPR

    You have the right to:

    • Access your data

    • Rectify inaccurate data

    • Erase your data ("right to be forgotten")

    • Restrict or object to processing

    • Data portability

    • Withdraw consent at any time

    To exercise your rights, contact: info@exhive.ai

    10. Security

    We implement technical and organizational measures to ensure a level of security appropriate to the risk, including encryption, access controls, and regular audits.

    11. Updates to This Policy

    We may update this policy occasionally. You will be notified of significant changes via email or platform notice.

    12. Contact Us

    If you have any questions or concerns about this Privacy Policy, please contact us at:

    Exhive Oy
    info@exhive.ai

  • Effective Date: 28.6.2025

    These Terms of Service (“Terms”) govern your use of the SaaS platform and services provided by Exhive Oy (“we,” “our,” “us”). By using our services, you agree to these Terms.

    1. Eligibility

    You must be at least 18 years old and have the legal authority to enter into these Terms.

    2. Account Registration

    2.1 Accurate Information
     You must provide complete and accurate information when creating an account and keep it up to date.

    2.2 Account Security
     You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must immediately notify Exhive Oy of any unauthorised use or suspected breach of security.

    2.3 Account Use
    Accounts are personal to the registered individual or organisation and may not be shared with, or transferred to, another person or entity without our prior written consent.

    2.4 Organisational Accounts
    If you create an account on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms.

    3. Acceptable Use

    3.1 Illegal or Harmful Activities

    • Use the services for any unlawful purposes or in violation of any applicable law or regulation (including GDPR, PIPEDA, CFAA, and export control laws)

    • Upload, store, or transmit material that is defamatory, obscene, discriminatory, infringing, or otherwise objectionable

    3.2 Security Violations

    • Attempt to gain unauthorised access to the platform, related systems, or networks

    • Probe, scan, or test the vulnerability of the platform without prior written authorisation from Exhive

    • Disrupt or interfere with the integrity or performance of the services

    3.3 Misuse of Data and AI Functionality

    • Use the platform to develop competing products or reverse-engineer the software, algorithms, or models

    • Introduce or distribute viruses, worms, malware, or other harmful code

    • Use output generated by the platform in ways that violate applicable laws (e.g., misleading labelling, unsafe product claims)

    3.4 Resource Abuse

    • Circumvent usage limits or quotas

    • Use the platform in a manner that imposes excessive load or disrupts other users’ access

    3.5 Third-Party Rights

    • Upload or process any data for which you do not have the necessary rights, consents, or licences

    • Infringe or misappropriate the intellectual property rights of others

    4. Service Availability

    4.1 General Availability
    We aim to keep the services available and operational at all times, but we do not guarantee uninterrupted access. Availability may be affected by planned maintenance, emergency maintenance, or circumstances beyond our reasonable control.  If you have purchased a subscription plan with a Service Level Agreements (SLA), the SLA terms will apply in addition to these Terms.

    4.2 Maintenance Windows
    We may perform scheduled maintenance that could result in temporary service interruptions. Where possible, we will provide reasonable notice in advance of such maintenance.

    4.3 No Liability for Downtime
     We are not liable for any delays, interruptions, or data loss caused by:

    • Internet or telecommunications failures

    • Acts or omissions of third-party hosting providers or service partners

    • Force majeure events, including but not limited to natural disasters, war, labour disputes, or government actions

    5. Intellectual Property

    5.1 Software and Platform
    All software, algorithms, AI models, source code, design, trademarks, and other intellectual property related to the Exhive platform are owned by Exhive Oy or its licensors. Nothing in these Terms transfers any ownership of such intellectual property to you. You receive a limited, non-exclusive, non-transferable licence to use the platform during your subscription term, solely for your internal business purposes.

    5.2 Client Data
    "Client Data" means any data, content, or materials that you upload, submit, or generate through the platform, including but not limited to product formulations, documents, specifications, and outputs. You retain all ownership rights to your Client Data.

    5.3 Licence to Process Client Data
    By using the platform, you grant Exhive Oy a limited, non-exclusive, worldwide, royalty-free licence to host, store, process, and transmit Client Data solely for the purpose of operating, maintaining, and improving the services, and as otherwise required by law.

    5.4 Data Access After Termination
    Upon termination of your subscription, you may request a copy of your Client Data within 30 days. After that period, we may delete your Client Data in accordance with our retention policy, unless prohibited by law.

    6. Payment and Billing

    6.1 Fees, Billing and Payment Terms
     You agree to pay all fees specified in your subscription plan or order form. All fees are quoted and payable in euros (EUR) unless otherwise stated. Fees are billed in advance on a recurring basis (monthly, annually, or as otherwise agreed). Payments are due on the invoice date, unless otherwise specified. Except where required by law, all payments are non-refundable.

    6.2 Late Payments
     If payment is not received by the due date, we may:

    • Suspend or limit your access to the services until payment is received, and/or

    • Charge interest at the rate permitted by law on overdue amounts.

    6.3 Changes to Fees, Renewals and Cancellations
     We may change our fees at the end of your current subscription term. We will provide at least 30 days’ notice before new fees take effect. Unless otherwise specified, subscriptions automatically renew for the same term at the then-current rates, unless cancelled in writing before the renewal date.

    7. Data Protection

    7.1 Privacy Policy

    We process personal data in accordance with our Privacy Policy and applicable data protection laws, including the General Data Protection Regulation (GDPR), the Finland Data Protection Act, the Dutch GDPR Implementation Act, and other relevant regulations.

    7.2 Client Responsibilities

    You are responsible for ensuring that:

    • Any personal data you submit to the platform is collected and processed lawfully

    • You have all necessary rights, consents, and authorisations to provide such data to Exhive Oy

    • Your use of the services complies with all applicable data protection and privacy laws

    7.3 Data Security

    We implement appropriate technical and organisational measures to protect Client Data against unauthorised access, alteration, disclosure, or destruction. While we strive to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

    7.4 Data Breach Notification

    If we become aware of a personal data breach affecting your Client Data, we will notify you without undue delay and provide information as required by applicable law.

    7.5 Data Processing Agreement

    If required by law or your organisation’s policies, we will enter into a separate Data Processing Agreement (DPA) that supplements these Terms.

    7.6 No Model Training on Client Data

    Exhive Oy will not use your Client Data, including any personal data, to train, fine-tune, or otherwise improve AI models that are used for the benefit of other customers or for public release, unless you provide explicit, prior written consent. Any AI-related improvements to our platform will be based on synthetic, anonymised, or aggregated data that does not identify you or your organisation.

    8. Termination

    We may suspend or terminate your access for breach of these Terms. You may terminate at any time in accordance with your subscription agreement.

    9. Limitation of Liability

    To the fullest extent permitted by law:

    • We are not liable for indirect, incidental, or consequential damages

    • Our total liability is limited to the amount paid by you in the 12 months preceding the claim, or as agreed in writing in a separate contract

    10. Governing Law

    These Terms are governed by the laws of Finland, with jurisdiction in the courts of Helsinki, unless otherwise required by applicable consumer protection laws.

    11. Changes to Terms

    We may update these Terms from time to time. Material changes will be notified to you.

    12. Contact

    For questions about these Terms: info@exhive.com