Legal
Privacy policy
This page explains what ai-tally collects, why, how long we keep it, who handles it for us, and how to get a copy of your data or have it deleted.
1. Who we are
ai-tally is run by [COMPANY LEGAL NAME], [POSTAL ADDRESS] ("ai-tally", "we", "us"). ai-tally measures what a company's AI products cost to run and connects that cost to its customers and revenue. It has a website at ai-tally.com, a dashboard at app.ai-tally.com, and chat channels in WhatsApp, Slack and email.
This policy covers the website, the dashboard, the chat channels and the ways a company sends data to ai-tally (the SDK, the proxy, OpenTelemetry and file uploads).
Most data in ai-tally belongs to the company that uses it (our customer). For that data we act on the customer's instructions, and the customer decides what it sends. For the account and contact details of the people who sign in, and for visits to our website, we decide how the data is used.
2. What we collect
Account data
When you sign up or sign in to the dashboard, our sign-in provider, Clerk, collects your name, work email address, the organization you belong to and your role in it. Clerk also keeps the session details needed to keep you signed in. We keep a copy of your role and your verified work email so we can check who may see what and where to send messages.
Cost telemetry: counts and hashes, never content
For each AI call a customer reports, we store numbers and labels: the provider and model, token counts and cost, the feature it belongs to, timing, reply codes, request sizes, and trace ids.
- We do not store prompts, answers or retrieved text in this telemetry. Fields that look like message content are dropped when data arrives, and records that contain a raw email address or an unhashed user id are refused.
- A customer's end users and accounts appear only as hashes. They are hashed with HMAC-SHA256 under a key specific to that customer's organization, usually inside the customer's own app before anything reaches us.
- If a company uses our hosted proxy, its AI requests and responses pass through our servers on the way to its AI provider. The proxy reads the model name and token counts and keeps nothing else. The provider key passes through and is not recorded.
Model comparison (off unless a company turns it on)
Model comparison replays a sample of a company's own requests against other models. It is off by default and an admin turns it on for the whole organization. When it is on, we store a scrubbed sample of request content and the answers the candidate models gave, and we send the sample to those model providers under their own terms. The details are on our security page.
Billing, revenue and finance data
- Connected bills. When a company connects a cloud, AI provider or billing account, we read cost and revenue figures from it. We hold the credential as a reference to a secret, never as a raw key in our database.
- Revenue files. A revenue upload carries the company's customer ids. We hash each id as the file is read and do not save or log the real id.
- Finance uploads. Payroll by team (never per person), ledger totals by category, and month-end cash. The file is read in memory and not kept. We store the totals, the file's fingerprint (a SHA-256 hash) and its row count, so a number can be traced back to the file that produced it.
Chat through WhatsApp, Slack and email
You can ask ai-tally questions and get alerts in WhatsApp, Slack or email, once you link your chat account to your work email. For this we handle:
- Your WhatsApp identity. Meta's business-scoped user id for you, and your phone number when Meta includes it with a message. We store both only as HMAC hashes, never the number itself.
- Your Slack identity. Your Slack user id, stored as an HMAC hash, and your company's Slack workspace id. The Slack bot token is held as a reference to a secret.
- Your work email. We send a six-digit code to your verified work email to link a chat account, sign up, or confirm a change. We store the code only as a hash. While a code is waiting to be used, the address it went to is stored encrypted.
- Your messages and our replies. We keep the text of messages you send and the replies we send, encrypted, for 7 days, so a conversation can continue and so we can find out what went wrong when something fails.
- Delivery records. Which message went to which channel and whether it was delivered. The destination is recorded as a hash, not as your address or chat id.
Messages sent through WhatsApp and Slack also pass through Meta and Slack, who handle them under their own terms and privacy policies.
Our website
ai-tally.com has no analytics, advertising trackers or cookies of its own. Our host, Vercel, receives the usual request details (such as your IP address and browser type) when you load a page. The pages load fonts from Google Fonts, so Google receives the same request details. The docs remember your light or dark theme choice in your browser's own storage. If you book a call, you do it on Calendly's site, under Calendly's terms.
3. Why we collect it
- To run the service: show a company what its AI costs, per feature and per customer, and whether it pays for itself.
- To sign you in and show you only what your role allows.
- To answer your questions and send alerts and approvals in the channel you chose.
- To keep the service secure: verify who is asking, stop abuse, and keep an audit trail of changes.
- To fix problems and improve the product.
- To meet legal obligations.
We do not sell personal data, and we do not use it for advertising.
4. Legal bases
Where the law asks us to name a legal basis for using personal data, we rely on:
- Contract: to provide the service a customer signed up for, and the account you use it with.
- Legitimate interests: to keep the service secure, prevent abuse, and improve the product, in ways you would reasonably expect.
- Consent: where we ask for it, such as linking a chat account. You can withdraw it at any time.
- Legal obligation: where the law requires us to keep or disclose something.
5. How long we keep it
We keep data only as long as we need it. These are the periods in the live system:
| Data | Kept for |
|---|---|
| Chat message text and replies | 7 days |
| Email codes and chat sign-in tokens | Up to 7 days after they expire. The email address a code was sent to is cleared as soon as the code is used. |
| One-time links and pending settings changes | 30 days after they are used or expire |
| Message delivery records | 90 days |
| Raw cost telemetry (one record per AI call) | 90 days |
| Cost summaries by day and month | Between 400 days and about 7 years, depending on the summary |
| Model comparison samples and answers | The company's chosen period, 30 days at most |
| Audit log of changes | 12 months |
| Finance totals, snapshots, decisions and approvals | As long as the company's account exists |
| Account data held by Clerk | As long as your account exists |
Backups and copies held by the providers below can outlive these periods for a short time. We will tell you how long when you ask us to delete something.
6. Who processes it for us
We use these providers to run ai-tally. Each handles data only to provide its service to us.
| Provider | What it does |
|---|---|
| DigitalOcean | Hosts the dashboard and the servers and databases behind it |
| Vercel | Hosts this website (ai-tally.com) |
| Clerk | Sign-in and account management |
| Amazon Web Services | Stores the credentials a company gives us to read its bills, as secrets we refer to |
| Meta (WhatsApp) | Carries WhatsApp messages between you and ai-tally |
| Slack | Carries Slack messages between you and ai-tally |
| Email delivery provider ([EMAIL PROVIDER NAME]) | Sends sign-in codes, alerts and notices by email |
| An AI model provider | Writes the wording of chat answers, only if a company turns chat answers on. We use only a provider that keeps none of the data it receives (zero retention). Until we have those terms in place, chat answers stay off. |
Your data is stored in [DATA REGION]. If it moves to another country, we use the safeguards the law requires.
7. Your own AI tools
If your company allows it, you can connect ai-tally to an AI assistant you already use, such as Claude or ChatGPT, through MCP. When you do, the results ai-tally returns go to that assistant's provider under your terms with that provider, not ours. That provider is not our subprocessor, and our zero-retention terms do not apply to it. Your company's admin decides whether this is allowed and which figures it may return, and it starts switched off.
8. Security
- Traffic to the website and the dashboard is encrypted in transit (HTTPS).
- We store counts and hashes of AI calls, not their content.
- User and account ids are stored as HMAC-SHA256 hashes under a key specific to each organization.
- Credentials for connected services are kept as references to a secret store, never as raw keys in our database.
- Chat text is encrypted with AES-256-GCM. Email codes and API keys are stored only as hashes.
- Our databases are not reachable from the internet. Only our web server accepts outside connections.
- Sign-in uses Clerk, and each person sees only what their role allows.
- Changes to settings are written to an append-only audit log.
We do not hold a security certification today. We are working toward a SOC 2 report. No system is perfectly secure, and if a breach affects your data we will tell you as the law requires.
9. Your rights
Depending on where you live, you can ask us to:
- Access the personal data we hold about you.
- Export it in a common, machine-readable format.
- Correct it if it is wrong.
- Delete it.
- Object to or restrict how we use it, or withdraw consent you gave.
To make a request, email [CONTACT EMAIL]. We will confirm who you are before acting and reply within the time the law allows. If your data belongs to a company that uses ai-tally, we may pass your request to that company, because it decides what happens to its data.
To stop using WhatsApp or Slack with ai-tally, ask your company's admin or us to unlink your chat account. You can also complain to your local data protection authority.
ai-tally is a business tool. It is not meant for children, and we do not knowingly collect their data.
10. Contact us
[COMPANY LEGAL NAME]
[POSTAL ADDRESS]
Email: [CONTACT EMAIL]
This policy is governed by the laws of [GOVERNING LAW].
11. Changes to this policy
If we change this policy, we will post the new version here with a new effective date. If a change is significant, we will also tell account holders by email or in the product before it takes effect.