Privacy Policy

1. Introduction

Best Asked Questions ("baqs.ai," "we," "us," or "our") operates the baqs.ai website and Q&A platform service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. By using baqs.ai, you consent to the data practices described in this policy.

Service Provider Role

BAQS is a neutral platform tool that can be used for educational settings, corporate events, conferences, and other purposes. We provide the technology; event organizers (faculty, corporate trainers, coordinators, etc.) determine how to use the service and are responsible for compliance with applicable policies and regulations for their specific use case.

2. Information We Collect

Account Information (Event Managers Only)

• Email address and username
• Name and profile information
• Password (encrypted)
• Subscription and billing information

Event Data

• Event titles, descriptions, and settings
• Questions submitted during events
• Voting data and participant interactions
• Session identifiers for participants
• For invite-only events: Email addresses collected for access control and event management

Technical Information

• IP addresses and browser information
• Device type and operating system
• Usage analytics and performance data
• Cookies and similar tracking technologies

Payment Information

Payment data is processed by Stripe, our payment processor. We do not store credit card numbers or sensitive payment information on our servers. Stripe's privacy policy governs their handling of payment data.

AI-Powered Features (Optional)

When enabled by event organizers, we use OpenAI to automatically group and summarize questions. For this feature:

• We send only the question text and vote counts to OpenAI
• We do NOT send participant names, email addresses, or IP addresses to OpenAI
• Important: Users control what they write in their questions. If you include personal information in your question text, it will be sent to OpenAI as part of the question content. Avoid including sensitive information in your questions if you prefer to keep it private.

Zoom Meeting Integration (Optional)

Event organizers may optionally connect a live Zoom meeting they are hosting so that in-meeting chat can be brought into their BAQs Q&A. This feature is disabled by default and is initiated by the organizer for a meeting they host. When it is used, the following applies:

• To connect your Zoom account, we store your Zoom OAuth access and refresh tokens, encrypted at rest, together with your Zoom user and account identifiers. These are used to join the meeting on your behalf and to process your removal of the application.
• While connected, the application processes only chat messages sent to Everyone, the same messages already visible to all participants. Eligible messages may become questions in your BAQs Q&A and, where AI grouping is enabled, are handled as described above (question text only).
• Messages sent privately between other participants are not accessible to the application.
• The application does not access, record, or store meeting audio, video, or recordings, and it does not initiate cloud or local recording. It joins as a visible participant identified under the organizer's own name.
• Access ends when you disconnect or remove the application. Removing the application from your Zoom account, or disconnecting within BAQs Settings, causes us to revoke and delete the stored Zoom tokens and identifiers and to end any active session. Questions already created during a session remain in your event as ordinary BAQs questions, subject to the same retention and deletion terms as any other question (see Your Rights and Data Retention below).

3. How We Use Your Information

• Service Provision: To operate and maintain the baqs.ai platform
• Account Management: To manage user accounts and subscriptions
• Communication: To send service updates, billing notices, and support
• Analytics: To understand usage patterns and improve our service
• Security: To protect against fraud, abuse, and security threats
• Legal Compliance: To comply with applicable laws and regulations

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information in these limited circumstances:

Third-Party Service Providers

We use the following services to operate our platform:

Legal Requirements

We may disclose information when required by law, court order, or to protect our rights, property, or safety.

5. Data Security

We implement appropriate security measures to protect your information:

• HTTPS encryption for all data transmission
• Secure database storage with access controls
• Security monitoring and updates

6. Your Rights (California Residents)

Under the California Consumer Privacy Act (CCPA), you have the right to:

• Know: Request information about personal data we collect and use
• Delete: Request deletion of your personal information
• Opt-Out: Opt-out of the sale of personal information (we don't sell data)
• Non-Discrimination: Equal service regardless of privacy choices

To exercise these rights, contact us at privacy@baqs.ai

7. Cookies and Tracking

We use cookies and similar technologies for:

• Authentication and session management
• Anonymous participant tracking during events
• Analytics and performance monitoring
• Security and fraud prevention

You can control cookies through your browser settings, but this may affect service functionality.

8. Data Retention

We retain personal information as long as necessary to provide services, comply with legal obligations, and resolve disputes.

9. International Users

Our services are hosted in the United States. If you access baqs.ai from outside the US, your information will be transferred to and processed in the United States. By using our service, you consent to this transfer.

10. Children's Privacy

Our service is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. Continued use of the service after changes constitutes acceptance.

12. Contact Us

If you have questions about this Privacy Policy, please contact us: