Introduction
At Arctis AI GmbH, d/b/a Arctis AI (“us”, “we”, “our” or the “Company”) we value your privacy and the importance of safeguarding your data. This Privacy Policy (the “Policy”) describes our privacy practices for the activities set out below. As per your rights, we inform you how we collect, store, access, and otherwise process information relating to individuals. In this Policy, personal data (“Personal Data”) refers to any information that on its own, or in combination with other available information, can identify an individual.
We are committed to protecting your privacy in accordance with the highest level of privacy regulation. As such, we follow the obligations under the EU’s General Data Protection Regulation (GDPR).
Scope
This policy applies to the Arctis AI GmbH websites, domains, applications, services, and products.
This Policy does not apply to third-party applications, websites, products, services or platforms that may be accessed through (non-Arctis AI GmbH) links that we may provide to you. These sites are owned and operated independently from us, and they have their own separate privacy and data collection practices. Any Personal Data that you provide to these websites will be governed by the third-party’s own privacy policy. We cannot accept liability for the actions or policies of these independent sites, and we are not responsible for the content or privacy practices of such sites.
Processing Activities
This Policy applies when you interact with us by doing any of the following:
- Make use of our application and services as an authorized user
- Visit any of our websites that link to this Privacy Statement
- Receive any communication from us including newsletters, emails, calls, or texts / SMS
Personal Data We Collect
What Personal Data We Collect
When you use our website or products, we may collect the following types of Personal Data:
- Account Information — such as your name, email address, and login credentials, when you create an account or contact us.
- User Content — such as documents, files, or other information you upload or provide when using our products and features.
- Technical and Usage Data — such as IP address, browser type, device information, and usage metadata collected automatically when you access our website or services.
How We Collect Your Personal Data
We collect Personal Data from the following sources:
From You. You may give us your Account Information, Payment Information, Financial Information, Demographic Data, Purchase Information, Content, Feedback, and Product Information, by filling in forms, using our products or services, entering information online or by corresponding with us by post, phone, email or otherwise. This includes Personal Data you provide, for example, when you:
- Create an account on our website;
- Use our products or services;
- Create content through our products or services;
- Express interest in our products or services;
- Download software;
- Complete a voluntary market research survey;
- Contact us with an inquiry or to report a problem (by phone, email, social media, or messaging service);
- Log in to our website via social media.
Automated technologies or interactions. As you interact with our website, we may automatically collect Device Data about your equipment, Usage Data about your browsing actions and patterns, and Contact Data where tasks carried out via our website remain uncompleted, such as incomplete orders or abandoned baskets. We collect this data by using cookies, server logs and other similar technologies. Please see our Cookie section below for further details.
Third parties. We may receive Personal Data about you from various third parties, including:
- Device and Usage Data from third parties, including analytics providers such as Google;
- Account Information from social media platforms when you log in to our website using such social media platforms;
- Content from communication services, including email providers and social networks, when you give us permission to access your data on such third-party services or networks; and
- Account Information from third parties, including organizations (such as law enforcement agencies), associations and groups, who share data for the purposes of fraud prevention and detection and credit risk reduction.
If you provide us, or our service providers, with any Personal Data relating to other individuals, you represent that you have the authority to do so and acknowledge that it will be used in accordance with this Policy. If you believe that your Personal Data has been provided to us improperly, or to otherwise exercise your rights relating to your Personal Data, please contact us by using the information set out in the “Contact us” section below.
Device and Usage Data
When you visit an Arctis AI GmbH website, we automatically collect and store information about your visit using browser cookies (files which are sent by us to your computer), or similar technology. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. The Help Feature on most browsers will provide information on how to accept cookies, disable cookies or to notify you when receiving a new cookie. If you do not accept cookies, you may not be able to use some features of our Service and we recommend that you leave them turned on.
We also process information when you use our services and products. This information may include:
- Login information
- Authentication records
- Location information
- Web terms or searches that led you to the site
Purpose and Legal Basis for the Processing of Personal Data
We collect and use your Personal Data with your consent to provide, maintain, and develop our products and services and understand how to improve them.
These purposes include:
To deliver your product or service
- To fulfill orders including electronic and non-electronic shipment.
Building a Safe and Secure Environment
- To verify or authenticate your identity;
- Investigate and prevent security incidents such as breaches, attacks and hacks.
Providing, Developing, and Improving our Products and Services
- Deliver, maintain, debug and improve our products and services.
- Enable you to access Arctis AI GmbH services and set up accounts.
Organize and Deliver Advertising and Marketing
- Send you newsletters and other marketing communications about current and future products, programs and services, events, competitions, surveys and promotions held by us or hosted on our behalf;
- Organize events or register attendees and schedule meetings for events.
For research and development
Where we process your Personal Data to provide a product or service, we do so because it is necessary to perform contractual obligations. All of the above processing is necessary in our legitimate interests to provide products and services and to maintain our relationship with you and to protect our business for example against fraud. Consent will be required to initiate services with you. New consent will be required if any changes are made to the type of data collected. Within our contract, if you fail to provide consent, some services may not be available to you.
Third-Party Tools
We use the following third-party tools to store and process your information:
- Attio — Customer relationship management (CRM) and contact data organization · Attio Privacy Policy
- Notion — Internal documentation, knowledge management, and operational coordination · Notion Privacy Policy
- Apollo — Sales intelligence, lead enrichment, and outreach management · Apollo Privacy Policy
- Calendly — Demo scheduling and appointment booking · Calendly Privacy Policy
- Google Workspace — Email communication, document storage, and calendar services · Google Privacy Policy
- Supabase — Authentication, database storage, and session management · Supabase Privacy Policy
International Data Transfer and Storage
Where possible, we store and process data on servers within the general geographical region where you reside (note: this may not be within the country in which you reside). Your Personal Data may also be transferred to, and maintained on, servers residing outside of your state, province, country or other governmental jurisdiction where the data laws may differ from those in your jurisdiction. We will take appropriate steps to ensure that your Personal Data is treated securely and in accordance with this Policy as well as applicable data protection law. In regions that are not considered adequate, we will enter into EU standard contractual clauses (or equivalent measures) with parties outside the EEA and ensure adequate controls are in place for the security of your data.
Sharing and Disclosure
We will share your Personal Data with third parties only in the ways set out in this Policy or set out at the point when the Personal Data is collected.
Legal Requirement
We may use or disclose your Personal Data in order to comply with a legal obligation, in connection with a request from a public or government authority, or in connection with court or tribunal proceedings, to prevent loss of life or injury, or to protect our rights or property. Where possible and practical to do so, we will tell you in advance of such disclosure.
Service Providers and Other Third Parties
We may use a third-party service provider, independent contractors, agencies, or consultants to deliver and help us improve our products and services. We may share your Personal Data with marketing agencies, database service providers, backup and disaster recovery service providers, email service providers and others, but only to maintain and improve our products and services.
Retention & Deletion
We will only retain your Personal Data for as long as necessary for the purpose for which that data was collected and to the extent required by applicable law. When we no longer need Personal Data, we will remove it from our systems and/or take steps to anonymize it.
Merger or Acquisition
If we are involved in a merger, acquisition or asset sale, your personal information may be transferred. We will provide notice before your personal information is transferred and becomes subject to a different Privacy Policy.
How We Keep Your Data Safe
We have appropriate organizational safeguards and security measures in place to protect your Personal Data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed.
- The communication between your browser and our website uses a secure encrypted connection wherever your Personal Data is involved.
- We require any third party who is contracted to process your Personal Data on our behalf to have security measures in place to protect your data and to treat such data in accordance with the law.
- In the unfortunate event of a Personal Data breach, we will notify you and any applicable regulator when we are legally required to do so.
Children’s Privacy
We do not knowingly collect Personal Data from children under the age of 18 years.
Your Rights for Your Personal Data
Depending on your geographical location and citizenship, your rights are subject to local data privacy regulations. These rights may include:
Right to Access
(GDPR Art. 15) — You have the right to learn whether we are processing your Personal Data and to request a copy of the Personal Data we are processing about you.
Right to Rectification
(GDPR Art. 16) — You have the right to have incomplete or inaccurate Personal Data that we process about you rectified.
Right to be Forgotten (Right to Erasure)
(GDPR Art. 17) — You have the right to request that we delete Personal Data that we process about you, unless we need to retain such data in order to comply with a legal obligation or to establish, exercise or defend legal claims.
Right to Restriction of Processing
(GDPR Art. 18) — You have the right to restrict our processing of your Personal Data under certain circumstances. In this case, we will not process your data for any purpose other than storing it.
Right to Portability
(GDPR Art. 20) — You have the right to obtain Personal Data we hold about you, in a structured, electronic format, and to transmit such Personal Data to another data controller, where this is (a) Personal Data which you have provided to us, and (b) if we are processing that data on the basis of your consent or to perform a contract with you.
Right to Objection
(GDPR Art. 21) — Where the legal justification for our processing of your Personal Data is our legitimate interest, you have the right to object to such processing on grounds relating to your particular situation.
File a Complaint
(GDPR Art. 77) — You have the right to bring a claim before the competent data protection authority.
Withdrawing Consent
If you have consented to our processing of your Personal Data, you have the right to withdraw your consent at any time, free of charge.
How to Exercise Your Rights
You can make a request to exercise any of these rights in relation to your Personal Data by sending the request via email to info@arctisai.com.
For your own privacy and security, at our discretion, we may require you to prove your identity before providing the requested information.
Changes
We may modify this Policy at any time. If we make changes to this Policy then we will post an updated version of this Policy at this website.
Contact Us
To request a copy of your information, unsubscribe from our email list, request for your data to be deleted, or ask a question about your data privacy, please email info@arctisai.com.
Write to us at:
Data Privacy Officer of Arctis AI GmbH
Schillerstraße 40b
80336 München, Germany