Partner PP

Last updated: November 27, 2025

This Privacy Policy explains how OVAS LLC collects, uses and protects personal information submitted through our Partner Intake Program hosted at https://aixery.com/partner-program.

This policy applies solely to our partner-intake process and does not cover other products, services, user-facing platforms or core application services operated by our company.

1. Who we are

OVAS LLC
322 Lamar Ave Suite 338, Charlotte, NC 28204
United States of America
Email (general legal): legal@ovas.app
Email (privacy-specific): legal@ovas.app

For the purposes of applicable data-protection laws, OVAS LLC is the controller for the processing activities described in this policy.

2. What information we collect

We collect information that you voluntarily submit through the partner-intake form(s) and any follow-up communication. Depending on your selected partner profile, this may include:

A) Data collected from all applicants

Name and, where applicable, company or brand name
Email address and preferred contact channel
Country / region and, optionally, time zone
Website, portfolio and other relevant links
A short description of what you do and how you operate
Your stated goals, bottlenecks and operational context
Any additional information you choose to provide in free-text fields
Any reference code you provide from earlier screenings or onboarding processes

B) Individual expert applicants

Typical engagement models (e.g. advisory, projects, retainers, fractional roles)
Approximate engagement sizes or pricing ranges, where shared
Tools, models or platforms you actively work with
Links to case samples or past work, if you decide to share them

C) Agency / team applicants

Team size and structure, where provided
Primary service categories and focus areas
Typical scopes, project structures and pricing approaches
Operational details relevant to how your team delivers work

D) Tool / product applicants

Product name and main product URL
Product category and core use cases
High-level description of your stack or integrations
Preferred integration or partner modes
Information about target customers, pricing and adoption, if you share it

E) Audience & media applicants

Main channels (e.g. newsletter, YouTube, podcast, community, social profiles)
Approximate audience size / reach, often as ranges
Links to content, programs or communities
Notes on how you typically work with partners or sponsors

Automatically collected data

When you visit our partner-intake pages, certain information may be collected automatically through our hosting and analytics providers:

Basic device and browser information
Approximate location based on IP address
Referrer URL (where you came from)
Aggregate interaction data (for example, page views and completion rates)

This information is generally processed in aggregated form to understand performance, detect abuse and maintain stability. We do not use this partner-intake experience for targeted advertising.

3. How we use your information

We use your data only for purposes that are directly connected to the partner-intake process, including:

Reviewing and assessing your potential fit for one or more partner tracks
Communicating with you about your application and potential next steps
Creating an internal, structured overview of potential partners (for example by role, readiness level, region or stack)
Planning cohorts, pilot groups and rollout schedules for our partner program
Improving the intake flow itself (for example, which questions are useful and where applicants drop off)
Protecting our systems and users from spam, abuse and fraudulent submissions
Complying with legal, regulatory or compliance obligations applicable to us

We do not sell or rent your data. We do not use your intake answers in external advertising campaigns.

4. Legal bases (where applicable)

We operate as a US-based LLC but may receive partner applications from many jurisdictions. Where data-protection laws such as the GDPR or UK GDPR apply, we generally rely on:

Consent - you choose to submit your data to us through the intake form and can decide how much you share.
Legitimate interest - we have a legitimate interest in evaluating and organizing potential partners, communicating with you and protecting the platform from abuse.

If we ever wish to use your data for a materially different purpose than the ones described in this policy, we will inform you and, where required, ask for your consent.

5. Data sharing and service providers

We only share your personal data where this is necessary to operate the partner intake, communicate with you or comply with legal obligations. This includes:

A) Internal team

Members of the OVAS LLC team who are responsible for evaluating partner fit, planning cohorts and operating the program. Access is restricted to those who need it for their role.

B) Service providers

We use third-party providers that help us run this intake securely and reliably, for example:

Website hosting and infrastructure - our partner-intake site is hosted using Webflow or comparable hosting infrastructure.
Form backend / submission handling - we use Web3Forms to securely receive and forward form submissions to us. When you submit a form, your data is transmitted to Web3Forms’ servers and then delivered to us (for example via email). Web3Forms acts as a processor on our behalf. More information: web3forms.com/privacy.
Email hosting and delivery - our incoming and outgoing email, including form submissions forwarded via Web3Forms, is handled by third-party email providers (currently including Zoho Mail and Google Workspace / Gmail). This means parts of your submission may also reside in our email mailboxes. These providers process data on our behalf and apply their own security measures.
Internal CRM & operational data management (Airtable) - we use Airtable as our internal CRM and operational workspace to structure, categorize and manage partner-intake data (for example partner status, categories, communication notes or follow-up records). This means your intake information may be stored and processed within Airtable for as long as it is needed to evaluate your application or maintain ongoing partner records. Airtable acts as a processor on our behalf and does not use your data for its own purposes. Depending on your location, data processed in Airtable may be transferred to and stored in the United States or other jurisdictions where Airtable operates. Privacy details: airtable.com/privacy.
Automation & data routing (Make / Integromat) – we use Make (formerly Integromat) as an automation platform to securely route form submission data from our email inbox into our internal systems (such as Airtable). Make processes the information you submit solely for this automated routing and does not store your intake data permanently beyond what is technically required to execute the workflow. Make acts as a processor on our behalf and applies its own security safeguards. More information: make.com/privacy-policy .
Analytics and logging - privacy-conscious analytics tools and server logs may be used to understand performance, detect abuse and keep the intake environment stable.

These providers are only allowed to process your data on our instructions and for the purposes described above. We require them to apply appropriate security measures and to treat your data confidentially.

We do not publish your detailed intake answers publicly. If, at a later stage, we would like to present you as a partner in public-facing materials, we will coordinate this separately and obtain your clear agreement.

6. International transfers

Because we are a US-based company and some of our service providers operate globally, your personal data may be processed in countries outside your country of residence, including the United States.

In practice, this can mean that your data is stored or accessed in multiple locations, for example where our hosting, form and email providers run their infrastructure and where our core team members work or travel from (which may at times include regions such as Europe or Asia).

If you are based in the EU, EEA or UK, this means your data may be transferred to jurisdictions that may not provide the same level of data protection as your home country. Where required by law, we will take reasonable steps to ensure an adequate level of protection, for example by working with providers that offer appropriate contractual safeguards and security measures.

By submitting the partner-intake form, you understand that your data will be transferred to, stored in and accessed from such jurisdictions for the purposes described in this policy.

7. Data retention

We do not keep partner-intake data longer than necessary for the purposes described above.

In general:

For applicants who are not selected for an active cohort, pilot or longer-term track, we typically retain your submission for up to 60 days from the date of submission and then delete or irreversibly anonymize it, unless we are legally required to keep it longer.
For applicants who are invited into a partner track, pilot, waitlist or ongoing collaboration, we may retain your data for the duration of that relationship and for a reasonable period afterwards (for example to maintain internal records, resolve disputes or comply with bookkeeping rules).

If we would ever like to keep your profile in a longer-term pool for future cohorts beyond these timeframes, we will only do so if you explicitly agree or if applicable law otherwise allows it.

You can also request deletion earlier by contacting us at legal@ovas.app. Where we are not legally required to keep the data and where deletion is technically feasible, we will comply with reasonable deletion requests.

8. Your rights

Depending on your location and the laws that apply to you, you may have some or all of the following rights in relation to your personal data:

To request access to the personal data we hold about you
To ask us to correct inaccurate or incomplete data
To request deletion of your data, where applicable
To object to or restrict certain forms of processing
To request a copy of your data in a portable format, where technically feasible

To exercise any of these rights, contact us at legal@ovas.app. We may need to verify your identity before responding to your request.

If you believe that we have not handled your data lawfully, you may also have the right to lodge a complaint with your local data-protection authority. We would, however, appreciate the opportunity to address your concerns directly first.

9. Security

We take reasonable technical and organizational measures to protect your personal data, including:

Encryption in transit where supported by our providers
Access controls and separation of roles internally
Basic hardening of the systems we use to receive and store partner-intake data

No method of transmission or storage is perfectly secure. While we work to protect your data, we cannot guarantee absolute security.

10. Changes to this policy

We may update this Privacy Policy from time to time, for example if we adjust the partner-intake flow, add new providers or face new legal requirements.

When we make material changes, we will update the “Last updated” date at the top of this page. In some cases, we may provide additional notice (for example via email or an in-product banner) if the changes are significant for you.

Your continued use of the partner-intake site after a change becomes effective means you acknowledge the updated policy.

11. Contact

If you have questions about this policy or how we handle your data, you can reach us at:

Privacy email: legal@ovas.app
Legal / general contact: legal@ovas.ap
Optional mailing address: 322 Lamar Ave Suite 338, Charlotte, NC 28204, United States

Privacy Policy for the Partner Intake Program