Privacy policy

Privacy Policy

Privacy Notice for Aida bot SRL. Effective day August 12, 2024

1. Introduction

We are committed to protecting your privacy and ensuring the security of the personal data you provide. This Privacy Policy explains how we collect, use, and protect your information when you use our AI assistant, AIDA, and any related services provided through our website or platforms.

2. Data We Collect

a. Personal Data

When you interact with AIDA or our services, we may collect the following types of personal data:
Identity Data: Name, email address, and any other identifiers you provide.
Technical Data: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Usage Data: Information about how you use our website, products, and services.

b. Document and Image Data

AIDA processes documents and scanned images to extract data as part of the service. This data may include:
Textual data from contracts, invoices, forms, or any other document type.
Metadata contained within images or documents, such as creation dates and author information.
Any other information present in the documents or images you submit to AIDA..

3. How We Use Your Data

We use your personal data and document/image data for the following purposes:

Service Provision: To provide, manage, and improve AIDA’s ability to extract data and send it to your systems as requested.
Data Processing: AIDA processes the documents and images you submit to extract relevant data and deliver it to your specified systems or storage locations.
Communication: To contact you with updates, notifications, or any issues related to our services.
Legal Compliance: To comply with legal obligations, respond to legal processes, and protect our rights and interests.

4. Legal Basis for Processing

We process your data based on the following legal grounds:

Performance of a Contract: Processing is necessary to perform the services you have requested or contracted with us.
Consent: Where applicable, we rely on your consent to process certain personal data (e.g., for marketing communications).
Legitimate Interests: We process data to improve our services, protect the integrity of our systems, and ensure legal compliance.

5. Data Sharing and Transfers

a. Third-Party Service Providers

We may share your data with trusted third-party service providers who assist us in operating our website, conducting our business, or servicing you, as long as these parties agree to keep this information confidential.

b. International Data Transfers

If your data is transferred outside the European Economic Area (EEA), we ensure that appropriate safeguards are in place to protect your data in accordance with GDPR requirements, such as Standard Contractual Clauses.

6. Data Security

We implement a variety of security measures to maintain the safety of your personal data and the data processed by AIDA. This includes encryption, access controls, and regular security audits.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. Document and image data processed by AIDA will be retained only for the duration necessary to complete the extraction and transfer to your systems unless you have requested storage as part of the service.

8. Your Rights

Under GDPR, you have the following rights regarding your personal data:

Access: You have the right to request access to your personal data.
Rectification: You have the right to request corrections to any inaccuracies in your data.
Erasure: You have the right to request deletion of your data when it is no longer necessary for the purposes for which it was collected.
Restriction: You have the right to request restriction of processing in certain circumstances.
Data Portability: You have the right to request that your data be transferred to another party.
Objection: You have the right to object to the processing of your data in certain cases, such as for direct marketing purposes.

9. Cookies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and deliver personalized content. This section explains what cookies are, how we use them, and how you can control them.

a. What Are Cookies?

Cookies are small text files placed on your device (computer, tablet, or mobile) when you visit a website. They help the website recognize your device and store some information about your preferences or past actions.

b. Types of Cookies We Use

Strictly Necessary Cookies: These cookies are essential for the website to function properly. They enable basic features like page navigation and access to secure areas. Without these cookies, the website cannot function correctly.
Performance Cookies: These cookies collect information about how visitors use our website, such as which pages are visited most often, and if users encounter error messages. This helps us improve the way our website works.
Functional Cookies: These cookies allow our website to remember choices you make (such as your username, language, or region) and provide enhanced, more personalized features.
Targeting or Advertising Cookies: These cookies are used to deliver content that is more relevant to you and your interests. They may also be used to deliver targeted advertising or limit the number of times you see an advertisement.
Third-Party Cookies: In some cases, we use cookies provided by trusted third parties. For example, Google Analytics helps us understand how you use our site and how we can improve your experience.

c. How We Use Cookies

We use cookies for various purposes, including:

To Operate the Website: Ensuring that our website functions as intended, particularly with respect to navigating pages and accessing secure areas.
To Analyze and Improve: Using analytics tools to understand how users interact with our site, helping us identify areas for improvement.
To Remember Your Preferences: So that we can tailor our site to your preferences, like keeping you logged in or remembering your preferred language.
To Provide Targeted Content: Delivering personalized content and advertisements that are relevant to your interests.

d. Your Choices Regarding Cookies

You have the option to control and manage cookies in several ways:

Browser Settings: Most web browsers allow you to control cookies through their settings. You can set your browser to refuse cookies, delete cookies, or notify you when a cookie is set. However, please note that if you disable cookies, some features of our website may not function properly.
Cookie Consent Banner: When you first visit our website, you will see a cookie consent banner. You can choose to accept all cookies or manage your preferences by selecting which types of cookies you allow.
Opting Out of Third-Party Cookies: You can opt out of third-party cookies related to behavioral advertising by visiting YourAdChoices or Network Advertising Initiative.

e. Duration of Cookies

The duration for which a cookie remains on your device depends on whether it is a "persistent" or "session" cookie. Session cookies are temporary and only last until you close your browser. Persistent cookies remain on your device for a specified period or until you delete them.

f. Updates to Our Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Please review this page regularly to stay informed about our use of cookies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Policy.

12. Contact Information

If you have any questions or concerns about this Privacy Policy or your data, please contact us at legal@aidabot.net