Privacy Policy for

Last Updated: 23 September 2023

Owned and Operated by: Accordian Software, Inc.


Welcome to This Privacy Policy outlines the types of information that Accordian Software, Inc. ("we," "us," or "our") collects from users ("you") of our web-based application, how we use that information, and the third parties with whom we share it. 

These terms apply equally to the services provided under the brand names "Accordian", "KnowledgeBot", and "TeamTrainer", accessible respectively at the domains:,, and All services are property of Accordian Software, Inc. and rely on the same underlying code base and infrastructure. References to "" in this document shall be considered interchangeable with any of the three aforementioned services.

Your use of this application is also governed by our Terms of Service.

By using, you agree to this Privacy Policy. If you do not agree with this policy, please do not use the service.

Data We Collect

User Data

  • Name
  • Email Address
  • PhotoURL (in cases of Google sign-on)

Knowledge Base Data

  • Text Content
  • File Uploads
  • Scraped URLs
  • User Metadata (name, email, PhotoURL)

Chat Data

  • User Queries
  • Contextual Data
  • Bot's Answers
  • Citations Related to Answers

How We Use Your Data

  • User Data: For account creation, personalization, and communication.
  • Knowledge Base Data: Stored to provide a searchable repository of information segmented by organization.
  • Chat Data: To deliver accurate and relevant information in response to queries.

Data Storage and Processing

  • User data, knowledge base data, and chat data are stored in Google's Firebase Firestore database.
  • Data embeddings are stored in Pinecone's database.


For the purpose of determining content relevance within our Knowledge Base, we utilize 'embeddings', which are numerical representations of the text. These embeddings are generated to capture the essence or meaning of the text but do not contain the text itself. Importantly, these numerical representations cannot be converted back into the original text. These embeddings are stored in Pinecone's database.

Data Sharing and Third-Party Services

Google Firebase Firestore

We use Google's Firebase Firestore for data storage, which adheres to robust security protocols.


For knowledge base data, we create 'embeddings' to help us determine the relevance of content. These embeddings are stored in Pinecone's database.


We use OpenAI's embeddings model and GPT-3.5-turbo for deriving embeddings and chat processing. All data sent to OpenAI is deleted after 30 days and is not used to train any OpenAI models.

Security Measures

Only authorized systems administrators of may access the databases for technical maintenance. We have implemented stringent security protocols to prevent unauthorized access.

Data Access and Portability

Users within an organization have access to their organization's knowledge base but cannot view data from other organizations. Data stored in Google’s Firebase and in Pinecone are stored in separate organizations with security rules enforced such that data are not accessible by users outside of that organization.

Data Retention

Data will be retained as long as your account remains active and will be deleted upon account termination, subject to compliance with applicable laws.

Payment Processing

We use Stripe as our payment processing partner to handle all transactions related to the Service. Stripe is responsible for securely handling your payment information. We do not store any of your financial or credit card information on our servers. By using Stripe, you agree to be bound by Stripe's Terms of Service and Privacy Policy, which may be updated from time to time. We recommend that you review Stripe's policies for a thorough understanding of their practices related to payment processing.

For more information on how Stripe handles your personal data, please refer to Stripe's Privacy Policy.

Third-Party Data Access

We do not sell or share your data with any third parties outside of the specific uses and entities described above.


We use cookies for session management and user experience optimization. You may disable cookies in your browser, but this may affect certain functionalities of the app.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be promptly posted on this page.

Contact Us

For any queries or concerns, please contact:

Accordian Software, Inc. 





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