Privacy Policy

1. Information We Collect

We collect information to provide and improve the Services and to ensure platform security and compliance:

• Account Data: Name and email address provided by your identity provider (Google OAuth) when you sign in, together with workspace membership information (workspace name, role, invitations you send or accept).
• User Content: Documents and files you upload (e.g. PDFs, academic papers), text extracted from those files, conversations and messages exchanged with our AI agents, and library items you save.
• Usage Data: Platform activity such as searches performed, documents uploaded, agent interactions and processing status, plus basic technical information (browser, device, IP address) generated by standard server logs.
• Cookies: We use only strictly necessary cookies and equivalent local storage to keep you signed in (Supabase authentication session) and to remember interface preferences such as the active workspace and sidebar/library layout. We do not currently use analytics, advertising, profiling or other non-essential tracking technologies.

2. How We Use Your Information

We use the collected data to:

• Provide, maintain, and secure the Ricerium platform.
• Authenticate users, manage workspaces and process invitations.
• Run AI-assisted research features on the documents and prompts you submit (extraction, summarisation, agent conversations, citation lookup).
• Provide customer support and respond to your requests.
• Communicate important service updates and changes to the Services.
• Comply with legal obligations and protect the security and integrity of the platform.

We do not use your content to train our own AI models, nor do we sell it. We may produce fully anonymised, aggregated statistics (e.g. number of documents processed) to monitor and improve the Services.

3. AI Processing and Sub-processors

Ricerium relies on third-party large language model ("LLM") providers to power its research and agent features. When you interact with the AI features, the content you submit — including prompts, conversation messages, and the text extracted from documents you upload — is transmitted to the selected provider solely to generate the response you requested.

The specific LLM providers we rely on may change over time as we add new models or replace existing ones. These providers act as data processors on our behalf, are bound by their API terms and, where available, by data processing agreements, and are selected on the basis that content submitted via their API is not used to train their general foundation models.

Outputs generated by AI models can be inaccurate, incomplete or biased; you should not rely on them as a substitute for professional advice and you remain responsible for verifying any output before using it.

An up-to-date list of the LLM providers and other sub-processors currently in use is available on request at support@scenesnap.co.

In addition, we engage a limited number of trusted sub-processors to operate the Services, including providers of:

• cloud hosting, authentication, database and file storage;
• background job execution and processing infrastructure;
• transactional email delivery (e.g. workspace invitations and account notifications);
• public scholarly metadata services queried to retrieve information about academic papers based on the search terms or identifiers you provide.

4. Sharing Your Information

SceneSnap does not sell or rent your personal data. We share information only in the following circumstances:

• Service Providers: Trusted third-party processors listed in Section 3, bound by data processing agreements.
• Other Workspace Members: Content you create within a shared workspace (documents, library items, conversations) may be visible to other members of the same workspace according to their role.
• Legal Obligations: When required by law or necessary to protect our rights, users, or the public.
• International Transfers: Some of our processors, including LLM providers, may process data outside the European Economic Area. Where this happens, we rely on appropriate safeguards such as European Commission adequacy decisions, Standard Contractual Clauses, or equivalent mechanisms.

5. Data Security

We apply industry-standard security measures including encryption, secure hosting, access controls, and periodic audits. While no system is entirely immune to breaches, we take all reasonable measures to ensure the confidentiality, integrity, and availability of your data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Policy. In general: account and workspace information is retained while the account is active; uploaded documents and conversations are retained until you delete them or close your account; server and usage logs are anonymised or deleted after a reasonable period; data we are required to keep by law is retained for the minimum period required.

7. Your Rights (GDPR)

You have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete information.
• Erase your personal data ("right to be forgotten"), subject to legal retention requirements.
• Restrict or object to specific types of processing.
• Withdraw consent at any time without affecting the lawfulness of prior processing.
• Transfer your data to another service provider.

Requests may be sent to support@scenesnap.co. You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante) or your local supervisory authority.

8. Children's Privacy

Ricerium is not designed for or directed at children under the age of 13. We do not knowingly collect personal data from minors.

9. Changes to This Policy

We may update this Policy periodically. We will publish the updated version and update the "Last updated" date above. Material changes will be communicated via email or in-app notifications.

10. Contact Us

For questions about this Policy: support@scenesnap.co