Privacy Policy

 

Effective Date: February 5, 2025
Last Updated: February 5, 2025

 

Hello!

We appreciate that you value your privacy. This document explains, in one place, how we process personal data and use cookies and other tracking technologies in connection with our website: https://aipro.institute

Below you will find information about:

• The data controller (us)
• How to contact us on privacy-related matters
• The types of personal data we process
• How and why we use your data
• Your rights in relation to data protection
• How we use cookies and other tracking technologies

We’ve structured this policy in a question-and-answer format to keep it clear and easy to follow.

1. Who is the controller of your personal data?

The controller of your personal data is:

AI Professional Institute Sp. z o.o.
ul. Złota 75A/7
00-819 Warszawa, Poland
Registered in the Register of Entrepreneurs of the National Court Register (KRS) under number 0001148745,
NIP (Tax Identification Number): 5273146165,
REGON: 540632667

2. Who can you contact about your personal data?

We have decided not to appoint a Data Protection Officer, as it is not mandatory for our organization under current regulations. For any questions or concerns related to the protection of personal data or privacy, please contact us at:

Email: privacy@aipro.institute

3. What information do we have about you?

Currently, we do not collect personal data through forms on our website. However, you may voluntarily provide us with personal data if you decide to contact us directly (e.g., by sending us an email). In such cases, we may process:

• Your name and surname,
• Your email address,
• Any other personal data you include in your email correspondence.

We also use cookies and similar technologies for analytics or basic functionality, which may capture information about your device and browsing behavior. More details about cookies are provided later in this policy.

4. Where do we get your personal data from?

In the vast majority of situations, you provide the data to us by contacting us via email or other direct communication channels. For instance, when:

• You send us an inquiry about our trainings or certifications,
• You write to us for any reason (general inquiries, partnerships, etc.).

We do not currently offer registration forms, training seat reservations, newsletter sign-ups, or e-commerce transactions through the website.

5. Are your data secure?

We take the security of your personal data seriously. We have analyzed the potential risks involved in data processing and implemented appropriate security measures. We regularly monitor our technical infrastructure, train our personnel, review our procedures, and introduce updates as needed.

If you have any questions about your personal data, please reach out to us at privacy@aipro.institute

6. For what purposes do we process your personal data?

Since our website does not collect user-submitted data by default, the main situation in which we process personal data is when you contact us. In those circumstances, your data may be processed:

1. To communicate with you and respond to your inquiries
   • Legal basis: Our legitimate interest (Article 6(1)(f) GDPR) to respond to queries or business-related contacts.
   • Data retention: For as long as necessary to handle the inquiry and any follow-up. Afterward, emails may be stored in an archive for a period justified by our legitimate interest in demonstrating the history of communications, if needed.
2. For administrative, accounting, and legal requirements (if relevant)
   • If your inquiry leads to a contract (e.g., for training or certification services concluded offline), data included in invoices or necessary for compliance may be processed to fulfill legal obligations (Article 6(1)(c) GDPR).
   • Data retention: For the legally required duration (e.g., under tax or accounting regulations).
3. For security and maintenance of our IT systems
   • Legal basis: Our legitimate interest (Article 6(1)(f) GDPR) in ensuring the stability and security of our website and email systems.

We do not process data for marketing newsletters, direct sales, or other marketing automation at this time.

7. How long do we keep your personal data?

We store personal data only as long as it is needed to fulfill the purposes described above. The exact retention period depends on the nature of the data:

• Email inquiries: Retained for as long as necessary to respond, then archived or deleted according to our legitimate interests or legal requirements (e.g., potential legal claims).
• Accounting/tax data (if applicable): Retained for the duration required by law (e.g., 5 years in Poland).

8. Who are the recipients of your personal data?

Modern businesses often rely on third-party service providers. We use external providers who might process personal data on our behalf. This can include:

• Hosting provider: Stores data on a secure server.
• Email service provider: Processes email communications.
• IT/security providers: May access data if needed for website administration or troubleshooting.
• Legal or accounting services: If we need professional advice that involves personal data (e.g., in the context of a contract).

Your personal data may also be disclosed to public authorities or law enforcement agencies if required by law.

No data sales or unauthorized disclosures to unrelated third parties occur.

9. Do we transfer your data to third countries or international organizations?

We primarily store and process data in Poland or within the European Economic Area (EEA). However, we may use certain cloud-based services or analytics providers (e.g., Google Analytics), which can result in data being transferred outside the EEA (for example, to the United States). When such transfers occur, we ensure they are based on approved mechanisms under the GDPR, such as Standard Contractual Clauses (SCCs) or adequacy decisions.

10. Do we use profiling or automated decision-making?

We do not make decisions that produce legal or similarly significant effects solely by automated means (including profiling). We may use basic analytics tools (e.g., Google Analytics) to understand traffic on our site, but such processes do not identify you as a specific individual nor affect your rights in a significant way.

11. What rights do you have under the GDPR?

Under the General Data Protection Regulation (GDPR), you have the right to:

1. Access your data and receive a copy of it.
2. Rectify (correct) your data if it’s inaccurate or incomplete.
3. Erase your data (“right to be forgotten”) if processing is no longer necessary or was unlawful.
4. Restrict processing of your data under certain conditions (e.g., you contest its accuracy or lawfulness).
5. Object to processing based on our legitimate interest, for reasons related to your particular situation.
6. Data portability, meaning you can request a machine-readable copy of data you provided to us based on consent or contract.
7. Withdraw consent if we process your data based on consent (this does not affect processing before withdrawal).
8. Lodge a complaint with a supervisory authority (in Poland, this is the President of the Personal Data Protection Office) if you believe your data has been processed unlawfully.

You may exercise your rights by contacting us at privacy@aipro.institute

12. Do we use cookies, and what are they?

Like most websites, we use cookies—small text files stored on your device (computer, smartphone, etc.). They can be read by our system (first-party cookies) or by third-party systems (third-party cookies).

We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device for a set period or until deleted). Cookies help us improve the performance and functionality of our website, for example, by enabling analytics.

If you want more general information about cookies, you can read:
HTTP Cookie – Wikipedia.

13. On what legal basis do we use cookies?

We use cookies based on your consent, except for those strictly necessary for the proper functioning of the website. By adjusting your browser settings (or using dedicated cookie management tools), you can accept, refuse, or delete cookies. If you continue using our website without adjusting these settings, we interpret that as consent to our use of cookies where required by law.

Please note: Disabling certain cookies may impair your ability to use some website features.

14. Can you disable cookies?

Yes. You can manage or block cookies within your browser’s settings. You can also use “incognito” or “private” browsing mode. There are also third-party tools and browser plugins (e.g., Ghostery) that help manage or block cookies.

For behavioral advertising opt-outs, you can use services such as:
https://www.youronlinechoices.com or
https://optout.networkadvertising.org.

Keep in mind that disabling or restricting some cookies can limit certain functionalities on our website.

15. Which third-party cookies or tools do we use?

We may use Google Analytics to collect anonymous information about how visitors use the site. This helps us understand website traffic and improve user experience. Google Analytics automatically collects data like:

• Browser and operating system information,
• Pages visited,
• Time spent on the site,
• Navigation paths between pages.

This information does not identify you personally. For more details on Google’s privacy practices, see Google’s Privacy& Terms site. If you want to opt out of Google Analytics, you can install the Google Analytics Opt-out Browser Add-on:
https://tools.google.com/dlpage/gaoptout.

We currently do not use Facebook Ads, newsletter mailing systems, or other tracking tools for direct marketing. If this changes, we will update this policy accordingly.

16. Do we track your behavior on our website?

We use Google Analytics, which collects certain behaviors on our website for statistical and security purposes. These actions do not allow us to directly identify you as an individual.

17. Do we direct targeted ads to you?

Not at this time. We do not engage in remarketing or targeted advertising through our website. If this changes in the future, we will update our Privacy Policy.

18. How can you manage your privacy?

• Manage cookies in your browser (e.g., Chrome, Firefox, Edge, Safari).
• Use incognito or private browsing modes.
• Install third-party plugins or use external tools to control cookies or other trackers.
• Reach out to us directly if you have specific questions regarding data handling.

19. What are server logs?

When you use our website, requests are sent to the server hosting the site. Each request is recorded in server logs, which include, for example:

• Your IP address,
• Date and time of the server request,
• Browser and operating system information.

Server logs are stored primarily for administrative and troubleshooting purposes. They are not used to identify you personally.

20. Anything else you should know?

We have made every effort to ensure this policy provides comprehensive information about how we process your personal data, use cookies, and protect your privacy. If anything remains unclear, or you just want to talk more about privacy, feel free to contact us at: privacy@aipro.institute

 

Thank you for reading!

We hope this Privacy Policy helps you understand how we handle your personal data and use cookies. We encourage you to check back occasionally, as we may update this document if we change our practices or if legal requirements evolve.

If you have any questions or concerns, do not hesitate to reach out.

AI Professional Institute Sp. z o.o.
ul. Złota 75A/7
00-819 Warszawa, Poland
privacy@aipro.institute