Privacy Policy of aiterra GmbH ("aiterra")

The business purpose of aiterra is the provision of services in connection with the offer, brokerage and integration of high-performance information technology, in particular for the purpose of applying generative artificial intelligence.

The following privacy notice explains how personal data is collected, used, disclosed, or stored as needed by the respective aiterra teams.

This notice explains what personal information we collect in order to operate our business and maintain our relationship with our customers, visitors to our website, and attendees at events.

Effective Date: Friday, September 15, 2023.

General Privacy Notice

aiterra GmbH i.G., located in Krefeld, Germany (“aiterra”, “we”, “us” and “our”) is committed to protecting the privacy of individuals who interact with us, such as visitors to our website, customers, business partners, leads and prospects, recipients of marketing communications, users and event attendees (“you” and “your”). This Privacy Notice explains the different ways in which aiterra collects, uses, and shares personal information on:

– visit, use or interact with our websites, social media pages, aiterra mobile apps (where relevant to this Privacy Notice), online advertising, marketing or sales communications (our “Online Content”);

– visit, use or interact with our events, sales, marketing and other offline activities (our “Offline Content”); and

– purchase or use aiterra products and services (including mobile apps) provided by one of our enterprise customers, such as your employer (our “Services”).

When referring to any combination of the above, we use the term “Content”

In connection with providing certain Content, aiterra may provide additional “just-in-time” disclosures or additional information about our data collection, use and disclosure practices. These disclosures may serve as a supplement to this Privacy Notice, or to explain aiterra’s privacy practices in the circumstances described, or to provide you with additional choices about how aiterra processes your information.

Questions about this privacy notice may be directed to us by using the privacy contact form (see below).

PART I: TYPE OF DATA COLLECTED AND METHOD OF DATA COLLECTION

“Personal Data” is information that identifies an individual or relates to an identifiable individual. aiterra and third party service providers collect Personal Data and other information from various sources that generally fall under the following categories:

– Information you provide to us through your interactions with us and your use of content.

– Information we automatically collect from you in connection with your use of online content.

– Information from Third Party Sources and Affiliates.

We may combine information from these various sources for the purposes set forth in this Privacy Notice.

Data collected

We collect personal information when you voluntarily provide personal information to us, our service providers or third parties who collect information for us. This occurs, for example, when you order, register for (or use) or request information about aiterra products, services or applications, subscribe to marketing communications, submit support requests, participate in surveys, provide feedback on products, or register for an aiterra event or webinar or in case you get otherwise in contact with us. We may also collect your personal information offline, for example, when you attend one of our events, speak with our sales representatives on the phone, or contact our customer service department.

We may collect the following personal information, among other things: Contact information (e.g., name, address, phone number or email address), job information (e.g., employer name, address, job title, department or function), user IDs and passwords, photos for security purposes, and preferred method of contact. We also collect information you provide when you request information or fill in free text fields on our forms (e.g., event registration, product feedback, or surveys), or the nature of your request or communication. In addition, we may collect personal information that you post on forums, chats, blogs, and other services or platforms (including third-party services and platforms). We may also record our telephone or other communications with you to the extent permitted by applicable law.

When you purchase aiterra products or services, we may also collect billing and transaction information.

Automatically collected data

aiterra collects information in connection with its online content using technologies such as cookies, pixel tags, widgets, embedded URLs, electronic communication protocols, buttons and tools. The technologies used by aiterra may change over time as technology evolves. This Privacy Notice and our Cookies Notice contain information about the use of cookies and other similar tracking technologies.

Online Content

When you use, access or interact with our online content, online advertising or marketing communications, we automatically collect certain information. This information does not necessarily directly reveal your identity, but may include unique identification numbers and other information about the device you are using, such as hardware model, operating system version, web browser software (e.g., Firefox, Safari, or Internet Explorer), your IP address/MAC address/device identifier, device event information (e.g., crashes, system activity and hardware settings, browser language, date and time of your request, and referral URL), geographic location (e.g., country or city), and other technical data that uniquely identifies your browser. We may also collect information about how your device interacts with our online content, including pages visited and other statistical information.

aiterra Services

As part of your company’s provision of certain aiterra Services, aiterra may automatically collect certain information related to your use of the Services.

If you are an individual user of aiterra Services and would like more information about our data collection practices for Services provided by your organization, please contact your IT Administrator.

Information from Third Party Sources and Affiliates

From time to time, to the extent permitted by law, we may obtain information about you from third party sources, such as public databases, dealers and distributors, marketing partners, social media platforms, or other publicly available sources of information. We may also obtain information about you from our affiliates.

Information we may collect from other sources includes the following: Name, address, phone number, company location, approximate location (based on reverse IP lookup), account information, job function and public employment profile, service and support information, information about your product or service interests or preferences, browsing habits, page view information from some business partners with whom we operate co-branded services or joint offerings, and credit information from credit reporting agencies. We may use this information in conjunction with your contact information, professional information, and aiterra transaction history for the purposes set forth in this Privacy Notice, such as to verify the accuracy of our records, to better understand you and your preferences, to provide relevant marketing and support services, and to detect and prevent fraud.

PART II: USE OF YOUR DATA

aiterra uses personal information collected for the purposes set forth below (unless such use is otherwise restricted by applicable law). For information about aiterra’s sharing of personal information, see Part III.

Communicating, Responding to Inquiries, and Performing/Processing Transactions: aiterra may use Personal Information to communicate with you, respond to your inquiries, or provide you with information you request. aiterra may also use Personal Information, including financial, credit card, and payment information, to process your transactions.

Simplified Provision of Services and Account Administration

aiterra may use Personal Information to provide the Services to you, administer your account, and communicate with you about your use of our Services. This includes, but is not limited to, managing downloads, updates and fixes to products, support services and recommendations, and sending other administrative or account-related communications, including release notes. aiterra also uses Personal Data to facilitate the provision of our Services, such as tracking permissions, verifying compliance, controlling access to the Services, and maintaining the security and operational integrity of aiterra’s IT infrastructure and Services.

Simplified use of online content and its evaluation

aiterra may use Personal Information to provide you with Online Content, to facilitate your use of Online Content (e.g., simplified navigation and login process, retention of information between sessions, and enhanced security), to improve quality, to evaluate page response times, and to personalize and determine content.

Improvement of our contents

aiterra uses personally identifiable information and other information to better understand our customers, users and site visitors and how they use and interact with content, including the user experience. aiterra uses this information to provide a personalized experience, implement settings you request, improve quality and reliability, diagnose problems with content, and improve content and related user experiences and make recommendations.

Verification of the accuracy of our records: We may use the personal information we receive from you or third parties to better understand you and/or maintain and verify the accuracy of records.

Support

aiterra uses Personal Data and other information that aiterra collects from you, along with other information that may exist, to provide you with support regarding our content.

Publication of Customer Testimonials

aiterra may use personal information to publish customer testimonials in its online content. Before publishing customer testimonials, we obtain your consent to use your name and customer testimonial. You can have your customer statement updated or deleted at any time by sending a request with your name, the publication location of your customer statement and your contact details.

Marketing

aiterra uses information collected from you, your interactions with aiterra over time and with various content, and from third party sources to provide you with marketing and promotional communications, target and make marketing and advertising relevant, determine the effectiveness of our marketing and advertising campaigns, better understand you and your preferences, and position and support our products and services through sales promotions. Our marketing activities are conducted in accordance with your advertising/marketing preferences and in compliance with applicable law.

Security

aiterra may use personal information to monitor, prevent and detect fraudulent activity, enhance security, monitor and verify identities or access, and combat spam or other malware or security risks.

Quality Control and Training

aiterra may use or access personal information for quality control purposes related to content and employee training.

Third Party Social Networks

aiterra may use Personal Data to interact with you through third-party social networks (subject to the terms of use of those networks).

Conferences and Events

aiterra and our partners may use Personal Data to inform you about our events or our partner events. After the event, aiterra may contact you regarding the event and related products and services, and may share information about your participation with your company and our conference sponsors and partners, as permitted by law. If your personal information is requested directly from partners or conference sponsors at conference booths or presentations, your personal information will be handled in accordance with the privacy practices of those partners or conference sponsors. We recommend that you familiarize yourself with the privacy practices of the relevant partners and sponsors.

Online communities and blogs

We may use personal data and other information posted by you in our forums, chats, blogs and other services or platforms to provide you and our customers with a forum to discuss aiterra content, respond to your inquiries, provide support services to you or improve our content, and for other purposes set forth in this Privacy Notice. Any information posted in such forums becomes public information and may therefore appear publicly, for example, in search engines or on other publicly accessible platforms. They may also be searched by “web crawlers” or third parties. It may also be read, collected or used by other users to send you unsolicited messages. Please do not post information that you do not want disclosed to a broad audience.

Education and training

When you register for an aiterra certification course or seminar, aiterra uses your personal information to facilitate the delivery of a course or seminar. If your company has paid for your certification course or seminar, aiterra may notify your company of the status of your course or seminar after notifying you.

Protection of our employees and facilities

aiterra may use personal information as necessary to ensure the health and safety of our employees and visitors and to protect our facilities and our property and other rights. If you visit us at one of our locations, you may be photographed or videotaped as part of maintaining security.

Other legitimate business purposes

We may use your personal information when necessary for other lawful purposes, such as protecting aiterra’s confidential and proprietary information.

PART III: DISCLOSURE OF YOUR DATA

We will ensure that your personal information is only accessible to those who actually need to access it in order to perform their duties and responsibilities, and to share it with third parties who have a legitimate reason to access it. We may share your personal information with third parties in the following circumstances.

Service providers

We may share your information with third parties, such as vendors, consultants, agents and other service providers, who work on our behalf. Examples include vendors and service providers who assist us with marketing, billing, credit card payment processing, data analysis and information evaluation, hosting, technical support, and customer service. Unless otherwise stated in this Privacy Notice or our other privacy notices, we do not share, sell or rent personal information to third parties for their own promotional purposes.

Business partners

We may share your information with our sales partners, such as distributors and resellers, and other business partners to fulfill product and information requests, to provide consistent and effective support, and to provide information about aiterra, our products and services to customers and potential new customers. From time to time, aiterra may participate in joint sales activities or promotions for products with selected business partners. If you purchase or express an interest in products, promotions or services offered by us jointly with partners, we may share relevant personal information with those partners.

Note that aiterra has no control over our business partners’ use of such data. Our partners are responsible for their own use of personal data collected in these circumstances, including providing information about how our partners use your personal data. We encourage you to familiarize yourself with the privacy policy of the relevant partner to learn more about their handling of personal data.

Affiliated companies of aiterra

We may share your information with our parent companies, subsidiaries and/or affiliates. This information may be shared and used to provide services and support, to make recommendations on how to optimize the use of products and services, to inform customers and potential new customers about the selection of products and services available, and for the purposes described elsewhere in this Privacy Notice.

Vital interests

We may disclose information to any third party if we believe it is necessary to protect an individual’s vital interests.

Comply with the law or follow the instructions of competent law enforcement authorities, regulators, government agencies, courts or third parties: We may disclose information if we believe it is necessary or if required to do so (i) by applicable law or regulation to comply with legal process or governmental requests (including requests by public authorities to comply with laws relating to national security or law enforcement), or (ii) in the course of exercising, enforcing or defending our legal rights.

Business transfers

We may share or transfer your information in connection with mergers, sale of business assets, financing, acquisition, dissolution, corporate restructuring or similar events, or in the course of related negotiations. We will notify prospective purchasers that your information may be used only as set forth in this Privacy Notice.

With your consent

With your consent, we may disclose your personal information for any purpose.

PART IV: INTERNATIONAL TRANSFERS OF DATA

Personal data, including personal data collected in the European Economic Area (“EEA”) or Switzerland, may be transferred to and stored and processed by us and our service providers, partners and affiliates in the United States and possibly other countries whose data protection laws may differ from the laws of your country, such as Canada, the Philippines, Singapore, India, Australia and Israel. The level of protection in some of these countries is not considered “adequate” by the European Commission. Regardless of where it is processed, we protect your personal data in accordance with this Privacy Notice. We also take appropriate contractual or other measures to ensure the protection of relevant personal data in accordance with applicable law. These measures include, but are not limited to, implementing the European Commission’s standard contractual clauses for the transfer of personal data from our Group companies within the EEA to our other Group companies. Our standard contractual clauses can be provided upon request. We have implemented similar appropriate security measures with our service providers, partners and affiliates. With respect to aiterra’s role as a processor of customer content, aiterra’s mandatory internal data protection rules apply.

PART V: SECURITY AND CONFIDENTIALITY

aiterra implements (and requires its service providers to implement) appropriate organizational and technical measures to protect the security and confidentiality of all personal data we process. For example, depending on the type of data and the extent of processing, aiterra uses physical access controls, encryption, Internet firewalls, intrusion detection, and network monitoring. aiterra personnel with access to personal data are required to keep such data confidential. However, security measures or precautions are never absolutely secure. You should therefore exercise extreme caution when disclosing your personal information online and use available tools such as Internet firewalls, anti-virus and anti-spyware software, and similar technologies to protect your privacy online on the Internet.

PART VI: YOUR RIGHTS AND CHOICES (PRIVACY)

Right to correct or update your information: If you wish to correct or update any personal information you have provided to us, please contact us.

Marketing communications

If you do not wish to receive further marketing communications from aiterra, please let us know.

You may also unsubscribe by clicking “unsubscribe” in marketing communications sent by us via email or by completing the privacy contact form.

Additional rights for certain regions

If you reside in certain regions (e.g., the European Economic Area), you may have the right to exercise certain data protection rights available to you under applicable laws. We will process your request in compliance with the applicable data protection laws. We may need to retain certain information for documentation purposes or to complete transactions that you initiated prior to the deletion request.     Right to refuse or withdraw consent.

We may need your consent to process certain personal information. In these cases, you have the right to refuse your consent or withdraw any consent you have given at any time. This does not affect the lawfulness of processing based on consent prior to its withdrawal.

Right of access and/or portability

You may have the right to access the personal data we hold about you and, in certain circumstances, to receive that data so that you can share or “transfer” it to another provider.

Right to erasure

In certain cases, you may have the right to erasure of the personal data we hold about you (for example, if the data is no longer necessary for the original purposes).

Right to object to processing

You may have the right to request aiterra to stop processing your personal data and/or sending you marketing communications.

Right to rectification

You may have the right to request us to correct inaccurate or incomplete personal data.

Right to restrict processing

You may have the right to request us to restrict the processing of your personal data in certain circumstances (for example, if you believe that the personal data we hold about you is not accurate or is not being stored lawfully).

Right to complain to your local data protection authority

You may have the right to lodge a complaint with your national data protection authority or equivalent supervisory authority.

If you wish to exercise any of the above rights, please complete the Privacy Contact Form so that we may consider your request in accordance with applicable law. To protect your privacy and security, we may take steps to verify your identity before complying with the request.

Rights and choices, if aiterra acts as a data processor: certain aiterra services may be used by our customers to collect your personal data. In these cases, we process personal data solely on behalf of our customers. Individuals who wish to exercise their rights should first direct their request to our client (the responsible data controller).

PART VII: LEGAL BASIS FOR PROCESSING

PERSONAL DATA (EUROPEAN ECONOMIC AREA)

Our legal basis for collecting and using the personal data described above depends on the personal data in question and the specific context in which we collect it and the purposes for which it is used.

However, we usually only collect personal data when we need the personal data to perform a contract we have entered into with you, or when the processing is in our legitimate interest and your data protection interests or fundamental rights and freedoms are not overriding, or when we have obtained your consent to do so. In rare cases, we may also be required by law to collect personal data from you, or we may otherwise need the personal data to protect your vital interests or those of another person.

If we ask you to provide personal data as part of complying with legal requirements or fulfilling a contract we have with you, we will make this clear at the relevant time and tell you whether or not providing your personal data is mandatory (as well as the possible consequences if you do not provide your personal data).

Similarly, if we collect and use your personal data in reliance on our legitimate interests (or those of third parties), we will tell you in due course or upon request what those legitimate interests are.

If you have any questions about the legal basis on which we collect and use your personal data, or need further information, please contact us using the contact details provided in the “Contact Us” section of this Privacy Notice.

PART VIII: OTHER INFORMATION

Retention Period of Your Data: We retain the personal information we collect from you when there is a reasonable business need to do so and/or for as long as it is needed to fulfill the purposes set forth in this Privacy Notice, unless a longer retention period is required or permitted by law (e.g., for tax, legal, accounting or other purposes). You may request the deletion of your personal data at any time (for more information, please see the section above “Your rights and choices privacy”). We will review your request in accordance with applicable law.

If there is no reasonable business need to process personal data, we will either delete or anonymize it or, if this is not possible (for example, because personal data is stored in backup archives), we will store personal data securely and isolate it from further processing until it can be deleted.

Children: Our content is not directed to anyone under the age of 16. We do not knowingly collect personal data from such individuals. If you become aware that a child has provided us with personal data, please contact us via our privacy contact form. If we discover that a child under the age of 14 has sent personal data to us, we will take the necessary steps to delete that data.

Automated decision making

Of course, we do not exclusively use automated decision-making processes that result in automated decisions (including profiling) that have legal effect on you or similarly significantly affect you. Automated decisions mean that a decision affecting you is made automatically based on a computer determination (using software algorithms) without human review on our part. If you are subject to automated decision making, we will clarify this at the appropriate time. You will then have the right to challenge the decision, explain your position, and request a human review of the decision.

External links and features on social media

Our content may contain links or options to access websites, services, social networks, applications, or features on third-party social media, such as “share” or “like” buttons. When you visit these websites or click on these links, personal data may be collected and used by third parties. In addition, the personal data you provide to these third parties is not covered by this Privacy Notice. Before interacting with or providing personally identifiable information to these third parties, you should read the relevant privacy notices and terms of use of those providers to understand the potential ways in which your information may be collected and used. aiterra has no control over the privacy practices of such third parties. Neither do we identify with nor take any responsibility for these websites, services, social networks or applications.

Do not track

Some Internet browsers – such as Internet Explorer, Firefox, and Safari – offer the ability to transmit “Do Not Track” or “DNT” signals. Because no uniform standards for DNT signals have yet been implemented, our online content does not currently process or respond to DNT signals. aiterra takes privacy and meaningful choice seriously and will continue to strive to monitor developments around DNT browser technology and the implementation of a standard.

Changes to this Privacy Notice: aiterra will periodically revise and update this Privacy Notice in accordance with changing legal, technical and business developments. When we make updates, we will indicate the date of the most recent revision at the beginning of the privacy notice. If we make material changes, we will take appropriate steps to notify you in a manner appropriate to the significance of the changes made, in accordance with applicable law. We encourage you to periodically review this Privacy Notice so that you are always aware of how aiterra is protecting your information.

PART IX: CONTACTING US

If you have any questions or concerns regarding this Privacy Notice, you may write to us by completing the Privacy Contact Form, or by mail to: info@ai-terra.com

Oliver Salzmann, 47799 Krefeld.