Who we are and our role
Applix Inc. is based at 1449 S Michigan Ave, STE 13044, Chicago, IL, USA. Applix Solutions Private Limited is based in Hyderabad, India. Our role depends on the information involved:
| Information | Our role | What that means |
|---|---|---|
| Website visitors, people who contact us, job applicants, and business contacts at customers, prospects and suppliers | Controller | We decide how and why the information is used, and this Privacy Policy applies directly. |
| Data your organization puts into mOS, including personal data about its workers and users | Processor (service provider) | We process it only on your organization’s instructions and under our agreement with it. Your organization’s own privacy notice also applies. |
Information we collect
| Source | Examples |
|---|---|
| Information you give us | Name, work email, phone number, company, job title and the content of your messages when you email or call us. |
| Job applicants | CV or resume, contact details, work history, education, and anything else you choose to share when you apply. |
| Customers and suppliers | Business contact details, contract and billing information, and correspondence. |
| mOS user accounts | Name, work email, role, login and activity logs, and support requests. |
| Data in mOS (processed for our customers) | Mainly operational data: orders, routings, machine and sensor data, quality records, bills of materials and work documents. It may include limited personal data such as user names, operator identifiers, skills, certifications and shift availability, and text users enter in the AI Copilot. |
| Website technical data | IP address, browser type and pages requested, recorded in standard server logs for security and operation. |
Cookies. Our website does not use advertising or analytics cookies. If that changes, we will update this policy and ask for your consent where the law requires it.
How we use information
| Purpose | Legal basis (where GDPR or UK GDPR applies) |
|---|---|
| Reply to your inquiries and communicate with you | Our legitimate interests in running our business |
| Provide, support, secure and improve mOS for our customers | Performance of our contract with the customer; for mOS data, the customer’s instructions |
| Assess job applications | Steps taken at your request before entering into a contract; legitimate interests |
| Manage customer and supplier relationships, billing and accounting | Contract; legal obligations |
| Keep our website and systems secure and prevent misuse | Legitimate interests |
| Comply with law and respond to lawful requests | Legal obligations |
We do not sell personal information, and we do not use it for advertising.
Responsible use of artificial intelligence
Applix builds AI into mOS to help manufacturers plan, run and improve their operations. We develop and operate AI under our AI Management System, which follows the international standard ISO/IEC 42001.
4.1Our principles
- Transparency: we tell you when a feature uses AI and what it is designed to do. We are labeling AI-generated content in the product.
- Human oversight: AI in mOS makes recommendations and drafts. Qualified people at your organization review and approve them before they take effect.
- Privacy and security: each AI feature uses only the data it needs, and that data is protected by the same controls we apply to all customer data.
- Fairness and accountability: we assess each AI feature for risks, including unfair effects on workers, and every AI system has a named owner at Applix.
4.2How we use AI in mOS
| Feature | What the AI does | Intended use and human role |
|---|---|---|
| Dynamic Scheduling | Recommends production schedules and resequencing | Planning support; a planner approves each schedule |
| Root Cause Analysis | Ranks likely causes of defects from quality and process data | Investigation support; engineers confirm causes and actions |
| What-if Simulation | Models the effect of changes in a digital twin of the factory | Scenario planning; results are estimates |
| AI Copilot and Digital Work Instructions | Uses generative AI to answer questions and draft work instructions from your approved documents | Drafting support; a qualified person reviews and approves each instruction before it is published |
| Supply Chain Visibility | Forecasts supply risks and flags possible shortages | Early warning; buyers review alerts |
AI output can be incomplete or wrong. It should not be relied on for safety-critical decisions without review by a qualified person. mOS is not designed or permitted to be used for decisions about individuals that have legal or similarly significant effects, such as hiring, dismissal, discipline or pay.
4.3Data used by AI features
- AI features use the data your organization makes available to mOS (see Section 2), and only to provide and support mOS for that organization.
- We do not use one customer’s data to train or improve AI models that are shared with other customers, unless that customer has given us written permission.
- We do not use sensitive personal data, such as health, biometric or ethnic data, in AI features.
4.4Where AI runs and third-party AI providers
Depending on the deployment your organization chooses, mOS runs either in Microsoft Azure, managed by Applix, or in your organization’s own on-premises environment.
Generative AI features such as the AI Copilot use large language models provided through Microsoft Azure OpenAI Service and Anthropic. We send these providers only the data needed for each request. Under their commercial terms, they do not use this data to train their models. They may keep requests for a limited period set out in their terms to monitor for abuse and misuse, and then delete them unless the law requires otherwise.
4.5How we protect data in AI features
- Each customer’s data is kept logically separate, including in AI indexes and caches.
- Data is encrypted in transit and at rest.
- Access is limited to authorized personnel on a need-to-know basis and is logged.
- We assess AI features for AI-specific threats such as prompt injection and data leakage.
- We keep AI inputs and outputs only as long as needed to provide the service, or as set out in our agreement with your organization.
4.6Your rights where AI is involved
In addition to the rights in Section 8, you may ask for meaningful information about how an AI feature that processes your data works, and ask for a human to review an AI output that affects you.
4.7Reporting a concern about AI
If you believe an AI feature has produced harmful, biased or incorrect output, email info@applix.ai with the subject line “AI concern”. We review every report and handle significant issues under our incident management process.
International transfers
We operate in the United States and India, and our service providers may process information in other countries. When personal information is transferred out of the European Economic Area, the United Kingdom or another region with transfer rules, we use safeguards recognized by law, such as Standard Contractual Clauses.
How long we keep information
| Information | How long |
|---|---|
| Inquiries and correspondence | Up to 24 months after our last contact, unless it becomes part of a customer or supplier relationship |
| Job applications | Up to 12 months after the hiring decision, unless you agree to a longer period or are hired |
| Customer and supplier records | For the relationship, then as required for tax, accounting and legal purposes |
| Data in mOS | As set out in our agreement with the customer; returned or deleted at the end of the agreement |
| Website server logs | Up to 12 months |
Your rights
Depending on where you live, including under the EU and UK GDPR, India’s Digital Personal Data Protection Act, 2023, and US state privacy laws, you may have the right to access, correct, delete, restrict or receive a copy of your personal information, to object to processing, and to withdraw consent where we rely on it. If you withdraw consent, we stop that processing from then on. Withdrawal does not affect processing carried out before you withdrew, or processing we do on another legal basis. If a feature depends on your consent, we may no longer be able to provide it. We will not treat you differently for exercising your rights.
To make a request, email info@applix.ai. We may need to verify your identity. We respond within one month, or sooner if the law requires. If you use mOS through your employer or another organization, that organization controls your data. We will pass your request to them and help them respond. You also have the right to complain to your local data protection authority.
Security
We protect personal information with technical and organizational measures, including encryption, access controls, logging and staff training. No system is completely secure. We also have processes to detect and respond to incidents, and we notify customers and authorities of personal data breaches as the law and our contracts require.
Children
Our website and services are intended for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 16.
Changes to this policy
We review this policy at least once a year and when we add or materially change an AI feature. We will post any changes on this page and update the “Last updated” date. If a change is significant, we will tell our customers directly.
Contact us
Send questions about this policy or our use of AI to our Privacy Lead at info@applix.ai, call +1 (309) 229-8393, or write to Applix Inc., 1449 S Michigan Ave, STE 13044, Chicago, IL, USA.