Privacy Policy

This privacy policy explains how AIVI AI Services(“AIVI”, “we”, “us”, “our”), registered in the Netherlands (VAT: NL005436672B26), collects, uses, and protects personal data when you use our website at https://weareaivi.com or engage with our services.

AIVI is the data controller for personal data processed in connection with this website and our consulting engagements. We are subject to the General Data Protection Regulation (GDPR) and the Dutch implementation thereof (UAVG).

1. What we collect and why

1.1 Booking data (via Calendly)

When you book a call through our website, you interact with Calendly, Inc.’s scheduling widget. Calendly collects your name, email address, any answers you provide to pre-booking questions, and creates a calendar entry. We receive this information so we can prepare for and conduct the call.

Lawful basis: Legitimate interest (Article 6(1)(f) GDPR) - to manage and deliver our consulting services. Where the booking relates to a paid engagement, performance of a contract (Article 6(1)(b) GDPR) also applies.

1.2 Email correspondence

If you email us directly, we retain your email address and the content of your message in order to respond and, where relevant, to fulfil an engagement.

Lawful basis: Legitimate interest (Article 6(1)(f) GDPR) to manage business communication; performance of a contract where an engagement results.

1.3 Website analytics

We may use privacy-preserving, cookieless analytics (aggregate page view counts, referral sources, and geographic region at country level). No personal identifiers are collected or stored. No cookies are set for analytics purposes.

Lawful basis: Legitimate interest (Article 6(1)(f) GDPR) to understand how our website is used and improve it.

1.4 Cookies and local storage

Our website does not currently set any non-essential cookies. Calendly’s embedded widget may set cookies; please refer to Calendly’s privacy policy for details. If we introduce non-essential cookies in the future we will obtain your consent first.

2. Data processors and third parties

We use the following third-party processors. Each is bound by a data processing agreement and appropriate safeguards.

We do not sell, rent, or share your personal data with third parties for their own marketing purposes.

3. International transfers

Some of our processors (Calendly, Vercel, Google) are based in the United States. Where data is transferred outside the European Economic Area, we rely on:

• Standard Contractual Clauses (SCCs) adopted by the European Commission; and/or
• The EU-U.S. Data Privacy Framework (DPF) where the processor is certified.

You may request details of the safeguards in place for any specific transfer by contacting us at the address below.

4. Retention

We retain personal data only as long as necessary for the purposes described above:

• Booking data: Calendly retains data according to their own policy. We retain notes and call records for the duration of the client relationship and up to two years after the last engagement, to handle any disputes or follow-up.
• Email correspondence: Retained for the duration of the business relationship and up to two years thereafter, or as required by applicable law (e.g. financial record-keeping obligations under Dutch law).
• Analytics: Aggregate data only; no personal data retained.

Where retention is required by Dutch or EU law (e.g. VAT records for seven years), we retain the minimum data required to fulfil that obligation.

5. Your rights

Under the GDPR you have the following rights in relation to your personal data:

• Right of access (Article 15): to obtain a copy of the personal data we hold about you.
• Right to rectification (Article 16): to have inaccurate data corrected.
• Right to erasure (Article 17): to request deletion of your data where we have no legal obligation to retain it.
• Right to restriction (Article 18): to limit how we use your data while a dispute is resolved.
• Right to data portability (Article 20): to receive your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object (Article 21): to object to processing based on legitimate interest at any time.
• Rights related to automated decision-making (Article 22): we do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, please email us at hello@weareaivi.com. We will respond within one calendar month. We may ask you to verify your identity before processing your request.

6. Right to complain

If you believe we have not handled your personal data correctly, you have the right to lodge a complaint with the Dutch data protection authority:

We ask that you contact us first so we have the opportunity to address your concern directly.

7. Security

We take appropriate technical and organisational measures to protect your personal data against loss, unauthorised access, disclosure, or alteration. Access to client data is restricted to people who need it to perform their role. We use industry-standard encryption in transit (HTTPS) for all website traffic.

8. Children

Our services are directed at business clients and adult individuals. We do not knowingly collect personal data from anyone under 16 years of age.

9. Changes to this policy

We may update this privacy policy from time to time. The “Last updated” date at the top of this page reflects when the policy was last revised. Continued use of our website after a revision constitutes acceptance of the revised policy. For material changes, we will endeavour to notify affected parties by email.

10. Contact

For any questions about this privacy policy or to exercise your rights, contact us: