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Privacy Policy

Effective Date: February 5, 2025
Last Updated: March 24, 2025

  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 Warsaw, Poland
    Registered in the Register of Entrepreneurs of the National Court Register (KRS) under number 0001148745
    Tax Identification Number (NIP): 5273146165
    National Business Registry Number (REGON): 540632667

  2. Whom can you contact regarding your personal data?
    We have not appointed a Data Protection Officer, as it is not mandatory for our organization. For questions about data protection or privacy, please contact us at:
    Email: privacy@aipro.institute

  3. What information do we have about you?

    • Data provided in the “Become a Partner” form: first and last name, name of institution (company), position, email address, and phone number. This data is necessary to consider your submission and possibly contact you about a partnership.
    • Data provided when contacting us directly (e.g., via email): first and last name (or other information you voluntarily provide), email address, phone number (if you decide to share it), and any other details contained in your correspondence.
    • Data collected via cookies and similar technologies: information about your device and browser, IP address (often in an anonymized form), information about your activity on the website (e.g., which pages you visit, how long you stay).
    • Data collected during conversations with our AI Agent (if you choose to interact):
      • The text (or content) of your conversation with the AI Agent (e.g., messages, questions, or voice prompts if voice functionality is enabled).
      • We generally do not ask you to provide personal identifiers (such as your name or email address) within the AI chat. However, if you voluntarily share such data, it may be recorded as part of the conversation logs.

  4. Where do we obtain your personal data from?

    • Directly from you – when you fill in the “Become a Partner” form, contact us through other channels (e.g., email), or use the AI Agent.
    • Via cookies – data about your activity on our website.

  5. Are your data secure?
    We take the security of personal data very seriously. We have implemented appropriate technical and organizational measures to protect data against unauthorized access, loss, or disclosure. We also regularly assess risks and train our team.
    If you have questions about the security of your data, please email us at privacy@aipro.institute

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

    1. Reviewing submissions via the “Become a Partner” form

      • Purpose: analyzing potential collaboration, verifying the information you provide, contacting you to discuss details.
      • Legal basis:
        • Our legitimate interest (Article 6(1)(f) GDPR) – efficient communication regarding partnerships.
        • Actions taken before entering into a contract (Article 6(1)(b) GDPR) – if your submission leads to preparing and signing a partnership agreement.

    2. Communication and responding to inquiries

      • Purpose: responding to your questions, conducting business correspondence.
      • Legal basis: legitimate interest (Article 6(1)(f) GDPR) – maintaining business relationships and providing information.

    3. Administrative, accounting, and legal support

      • Purpose: fulfilling contracts or obligations arising from applicable laws (e.g., accounting, tax obligations).
      • Legal basis:
        • Legal obligation (Article 6(1)© GDPR).
        • Legitimate interest (Article 6(1)(f) GDPR) – establishing, pursuing, or defending against claims.

    4. Ensuring security and maintaining our IT systems

      • Purpose: keeping the website and associated infrastructure (e.g., servers, email) operational and secure.
      • Legal basis: legitimate interest (Article 6(1)(f) GDPR) – IT security and service stability.

    5. Running conversations with our AI Agent (new feature)

      • Purpose:
        • Allowing users to interact with the AI Agent for informational, support, or other purposes.
        • Improving and developing our product – conversation logs may be analyzed to enhance the AI’s performance and fix potential issues.
      • Legal basis:
        • Consent (Article 6(1)(a) GDPR) – we ask for your consent before you start chatting with the AI Agent, including consent for conversation recording.
        • Legitimate interest (Article 6(1)(f) GDPR) – in certain cases, to diagnose errors or ensure the security of the AI service.
      • Optional use: You can use our service without interacting with the AI Agent. Participation in AI chats is entirely voluntary.

  7. How long do we keep your data?

    • Data from the “Become a Partner” form: kept as long as necessary to evaluate your submission and potentially conclude a partnership. If no partnership is formed, we delete or anonymize the data within a reasonable timeframe (based on our legitimate interest in documenting communication history).
    • Email inquiries (outside of the form): retained as long as needed to respond and maintain any subsequent correspondence, and then archived if needed for potential claims.
    • Accounting and tax data: kept for the period required by law (e.g., five years in Poland).
    • AI Agent conversation logs: retained for 90 days from the date they are recorded, primarily for quality assurance, development, and troubleshooting purposes. If the law requires a longer retention period, or if it is necessary to preserve evidence for legal claims, we may keep the data accordingly.

  8. Who are the recipients of your personal data?

    • Hosting provider (Amazon Web Services – AWS): our website is hosted on AWS servers in the EEA.
    • Email service provider (Google Workspace): our email is handled via Google Workspace; it is configured so that data is processed within the EEA or in compliance with GDPR.
    • IT and security service providers: may access data as needed to maintain and develop our website or ensure its security.
    • External legal or accounting service providers: if necessary to fulfill legal or contractual obligations.
    • Public authorities: if required by applicable laws (e.g., police, law enforcement, courts).
    • AI technology/service provider (e.g., ElevenLabs): to power the AI Agent functionality, including storing and processing conversation logs. This may involve transferring data to countries outside the EEA (see Section 9).

    We do not share or sell your data to unauthorized third parties.

  9. Do we transfer data to third countries or international organizations?
    As a rule, your data is stored in the European Economic Area (EEA). AWS and Google Workspace are configured so that servers and stored data reside within the EEA.
    However, if we use external AI platforms or providers (e.g., ElevenLabs) that process data (including conversation logs) outside the EEA (e.g., in the U.S.), we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses, adequacy decisions) so that any transfer complies with GDPR.
    If you have questions about the safeguards in place for transfers outside the EEA, please contact us at privacy@aipro.institute.

  10. Do we use profiling or automated decision-making?
    We do not make fully automated decisions (including profiling) that produce legal or similarly significant effects concerning you. While we use analytics tools (e.g., Google Analytics) for statistical analysis of website traffic, these do not identify you personally.
    Conversations with the AI Agent may be processed automatically to enhance model performance; however, this does not result in any automated decision that has a legal effect on you.

  11. What rights do you have under the GDPR?
    You have the right to:

    • Access your data and obtain a copy of it.
    • Rectify your data if it is inaccurate or incomplete.
    • Erase your data (“right to be forgotten”) if processing is no longer necessary or was unlawful.
    • Restrict the processing of your data in certain circumstances (e.g., if you contest the accuracy of your data).
    • Object to processing based on our legitimate interest, due to your particular situation.
    • Data portability, where processing is based on your consent or a contract and is carried out by automated means.
    • Withdraw your consent when processing is based on your consent (without affecting the lawfulness of processing carried out before withdrawal).
    • Lodge a complaint with a supervisory authority. In Poland, this is the President of the Personal Data Protection Office (UODO).

    To exercise these rights, please contact us at privacy@aipro.institute.

  12. Do we use cookies?
    Yes. Like most websites, we use cookies (both first-party and third-party) and similar technologies for:

    • Functional purposes – essential for the site to work properly.
    • Analytical purposes – to understand how users interact with our site (e.g., Google Analytics).

  13. On what legal basis do we use cookies?

    • Essential cookies: used under the principle of technical necessity to provide the service you request.
    • Analytical or statistical cookies: used based on your consent (for example, granted via your browser settings or a cookie banner).

  14. Can you disable cookies?
    Yes. You can do so via your browser settings (e.g., Chrome, Firefox, Edge, Safari). You may also use incognito/private browsing modes. Disabling some cookies may affect your experience or certain functionalities of the website.

  15. Which analytics tools do we use?
    We use Google Analytics to analyze website traffic. It may collect information such as: IP address (often anonymized), browser type, operating system, pages viewed, and time spent on the site.
    We only use such data for statistical purposes and to improve our website. If you do not wish Google Analytics to collect your data, you can use the official Google browser add-on to block it: https://tools.google.com/dlpage/gaoptout

  16. Do we serve personalized ads to you?
    Currently, we do not use remarketing tools or serve personalized ads on our website. If this changes, we will update this Privacy Policy.

  17. How can you manage your privacy?

    • Adjust your cookie preferences in your browser settings.
    • Use incognito/private browsing modes.
    • Install plugins that block ads or tracking scripts.
      For any additional questions, contact us at privacy@aipro.institute.

  18. What are server logs?
    When you use our website, your browser sends requests to our server. The information about these requests (e.g., IP address, time, browser type, operating system) may be stored in server logs. These logs are used primarily for administration, diagnostics, and security purposes. They are not used to identify you personally.

  19. Anything else you should know?
    We strive to make this Privacy Policy comprehensive regarding:

    • What data we collect,
    • Why we collect it (purposes),
    • The legal bases for processing,
    • How long we keep it,
    • Who we share it with,
    • Whether and how we transfer it outside the EEA.

    If you have any questions or concerns or would like to exercise your rights, please contact us at privacy@aipro.institute.

    Thank you for taking the time to read our Privacy Policy!

    We reserve the right to make changes to this document if our services change (e.g., introducing new functionalities such as the AI Agent) or if required by law. We encourage you to check this page periodically for updates.

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