Privacy Policy

Privacy Policy AIxPOLY B.V.

Date of Last Revision: 5 August 2025

This Privacy Policy explains how AIxPOLY B.V. ("AIxPOLY", "we", "us", "our") collects, uses, stores and shares your personal data when you use our software‑as‑a‑service platform and related services (together, the "Service").

1. The data we collect

We may process the following categories of information:

• Account data – your name, email address, hashed password and (optionally) company name. We need this to create and secure your account (contract necessity).
• Payment & billing data – processed entirely by Stripe, which stores your card details and issues invoices on our behalf. We receive only a transaction ID, invoice PDFs and limited metadata (e.g. card type and last four digits) to reconcile payments and comply with tax rules. We do not store card numbers or full bank details ourselves (contract necessity, legal obligation).
• Usage data – pages visited, clicks, session duration and paths collected through Google Analytics and FullStory. We use this to understand product performance and improve user experience (legitimate interest).
• Device & log data – IP address, browser type, timestamps, and similar diagnostic information to detect abuse and keep the Service reliable (legitimate interest).
• Support data – contents of messages, file attachments and call recordings you send to our support channels, which we need to answer your requests (contract necessity, legitimate interest).

We do not knowingly collect data from anyone under 16.

2. How we use your data

• Provide and maintain the Service
• Process payments and send invoices (through Stripe)
• Detect and fix problems, analyse performance, plan new features
• Send essential emails (e.g. password resets).

We never sell your personal data.

3. Cookies & similar tech

We use first‑party cookies for sign‑in and session security and third‑party cookies/scripts for:

• Stripe – secure checkout and fraud prevention
• Google Firebase – real‑time data sync and crash reporting
• FullStory – click‑stream recordings to spot UX issues (with automatic masking of sensitive fields)
• Google Analytics – aggregated visitor statistics

You can manage cookies in your browser.

4. Legal bases under the GDPR

We only process personal data when one or more of the following applies:

1. Contract – to provide the Service you request.
2. Legal obligation – e.g. tax and accounting rules.
3. Legitimate interests – to understand usage, keep the Service secure, and grow our business in ways that do not override your privacy.
4. Consent – for optional features like marketing emails or non‑essential cookies. You may withdraw consent at any time.

5. Sharing & international transfers

We share data only with trusted processors that help us run the Service:

• Stripe Payments Europe (Ireland) – payments
• Google Ireland Ltd. – Analytics and Firebase
• FullStory, Inc. (USA) – product analytics

Where processors are outside the EEA (e.g. the USA) we rely on the European Commission’s Standard Contractual Clauses and supplemental safeguards.

6. Data retention

We keep personal data only as long as necessary:

• Account data: until you delete your account or 3 years of inactivity

When data is no longer needed, we delete or anonymise it.

7. Security measures

We use encryption in transit (TLS 1.2+), at‑rest encryption for databases, strict access controls, and regular security reviews. While no service is 100 % secure, we work hard to protect your information.

8. Your rights

Under the GDPR you can:

1. Access your personal data
2. Rectify inaccurate data
3. Erase data ("right to be forgotten")
4. Restrict or object to processing
5. Receive a copy in a portable format
6. Withdraw consent at any time
   

To exercise any right, email info@aixpoly.com. We will respond within 30 days.

If you believe we have not handled your data correctly, you may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.

9. Changes to this policy

We may update this policy from time to time. When we do, we will post the revised version and, if the changes are significant, notify you by email. Check this page for the latest version.

10. Contact us

AIxPOLY B.V.
Reinwardtstraat 81 B
1093 HB Amsterdam, Netherlands
KvK (Chamber of Commerce):  97521418
Email: info@aixpoly.com