1. What Personal Data Do We Collect?

Contact Forms & Analysis Conversations

When you fill out a form on our website or contact us, we collect:

First and last name
Email address
Phone number (if provided)
Company name (if applicable)
Content of your message or question

Automatically collected data

When visiting our website, we may automatically collect the following data:

IP address (anonymized)
Browser type and version
Operating system
Pages visited and click behavior
Date and time of visit
Referring website

2. For What Purpose Do We Process Personal Data?

Aifais processes your personal data for the following purposes:

Communication: Answering questions via contact form, email, or phone
Service delivery: Executing our workflow automation services
Quotes: Preparing and sending quotes and invoices
Newsletters: Sending newsletters (only with your explicit consent)
Website analysis: Improving our website and services based on usage statistics
Legal obligations: Compliance with legal obligations such as tax filing

3. On What Legal Basis?

We process personal data based on the following legal grounds (in accordance with GDPR Article 6):

Consent: For sending newsletters and marketing communication
Contract performance: For providing our services after order placement
Legal obligation: For tax administration and other legal obligations
Legitimate interest: For website analysis and improvement of our services

4. How Long Do We Retain Data?

We do not retain personal data longer than strictly necessary for the purposes for which they were collected:

Data type	Retention period
Contact form data	1 year after last contact
Customer data (agreements)	7 years after end of agreement (legal obligation)
Invoice data	7 years (tax retention requirement)
Newsletter subscribers	Until consent is withdrawn
Website analytics	26 months (anonymized)

5. Do We Share Data With Third Parties?

Aifais only shares your personal data with third parties if this is necessary for our service delivery or if we are legally obliged to do so:

Hosting providers: For hosting our website (servers within the EU)
Email services: For sending emails and newsletters
Accounting: For tax administration
Analytics tools: For website statistics (privacy-friendly alternatives)

Note: We enter into processing agreements with all parties that process personal data on our behalf. We never sell personal data to third parties.

6. Cookies and Tracking

What are cookies?

Cookies are small text files that are stored on your device when you visit our website. We use cookies to make the website function properly and to collect anonymous statistics.

Which cookies do we use?

Functional cookies (necessary)

These cookies are necessary for the website to function, such as remembering form data and language preferences.

Analytical cookies

We use privacy-friendly analytics to understand how visitors use our website. IP addresses are anonymized.

Managing cookies

You can manage or disable cookies through your browser settings. Note: disabling functional cookies may limit the functionality of the website. Most browsers offer the ability to refuse or delete cookies via the settings.

7. Your Rights (GDPR)

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

Right of access: You can request which data we process about you
Right to rectification: You can have incorrect data corrected
Right to erasure: In certain cases, you can request deletion of your data
Right to restriction of processing: You can request restriction of processing
Right to data portability: You can request your data in a structured format
Right to object: You can object to the processing of your data
Right to withdraw consent: You can always withdraw previously given consent

Submit a request? Send an email to contact@aifais.com with your request. We will respond within 30 days. To ensure the request was made by you, we may ask you to send a copy of your identity document.

Complaint? You have the right to file a complaint with the Data Protection Authority: autoriteitpersoonsgegevens.nl

8. Data Security

We take the protection of your data seriously and take appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification:

SSL/TLS encryption on our website (HTTPS)
Secured servers within the EU
Access restriction to personal data (need-to-know basis)
Regular software updates and security patches
Strong passwords and two-factor authentication where possible

If you have the impression that your data is not properly secured or there are indications of misuse, please contact us at contact@aifais.com.

9. Changes to Privacy Policy

We may update this privacy policy from time to time. Changes are published on this page with a new "last update" date. We recommend that you regularly consult this privacy policy so that you stay informed of any changes. In case of significant changes, we will actively inform you, if possible.