Privacy Policy

This page provides you with our current privacy policy. Please select the version that applies to your location and language.

Effective date: 15 October 2025
Last updated: 15 October 2025

1. Introduction and Controller Information

We at Ai3X GmbH (“we”, “us”, “our”) respect your privacy and are committed to protecting your personal information. This notice explains how we collect, use, and safeguard personal data when you use our website https://www.ai3xapp.com and related services.

Controller:
Ai3X GmbH
Kleine Brückenstraße 3
60594 Frankfurt am Main
Germany

Phone: +49 151 238 00065
Email: support@ai3xapp.com

UK GDPR Representative (Article 27)
If you are located in the United Kingdom and have questions or concerns regarding your personal data, you may contact our appointed UK GDPR representative:

UK Representative:
Euverify Ltd (UK)
3rd Floor
86–90 Paul Street
London
EC2A 4NE
United Kingdom

Email: gdpr@euverify.com

To submit a Data Subject Access Request (DSAR), data deletion request, or any other GDPR-related inquiry, please use our secure portal at:

https://gdpr.euverify.com/verify/73a90bca-8192-475f-a043-400c4fd4f12c

This link allows you to verify our appointed representative and submit GDPR requests directly. Requests submitted through this portal are logged and tracked to ensure timely response and compliance.

2. Data We Collect

We collect personal information that you provide directly to us and data collected automatically through your device when you visit our website.

2.1 Data you provide voluntarily

Identification and contact information (name, email, telephone number)
Messages and communication content (enquiries, support requests)
Professional information (company, position where applicable)
Billing and transaction data (if services are purchased)
Marketing preferences (newsletter subscriptions, consents)

2.2 Data collected automatically

IP address, device ID, browser type, operating system, referrer URL, pages visited, access times, session duration
Cookies and similar technologies (see Section 5)

2.3 Data from third parties

We may receive personal information from partners, service providers, or public sources where permitted by law (for example, business contact information from professional profiles).

3. Purposes and Legal Bases for Processing

We process personal information for the following purposes under the legal bases set out in Article 6 of the UK GDPR:

Website operation, IT security, and stability:
We process server logfiles and related technical data to ensure the stability, security, and proper functioning of our website.
Legal basis: legitimate interest (Article 6(1)(f)).
Responding to enquiries and communications:
When you contact us via email or a contact form, we use your information to respond to your enquiry and manage further communication.
Legal basis: performance of a contract or pre-contractual steps (Article 6(1)(b)), or legitimate interest (Article 6(1)(f)).
Providing services and billing:
We process data such as contact and billing details to provide our services, issue invoices, and manage customer accounts.
Legal basis: performance of a contract (Article 6(1)(b)).
Newsletter and direct marketing:
We may use your data to send newsletters or marketing communications through Mailchimp. You will only receive such communications if you have consented, or if you are an existing customer under the soft opt-in provisions of the UK Privacy and Electronic Communications Regulations (PECR).
Legal basis: consent (Article 6(1)(a)) or legitimate interest (Article 6(1)(f)).
Compliance and record keeping:
We retain certain data to meet our legal, tax, and accounting obligations.
Legal basis: legal obligation (Article 6(1)(c)).
Analytics and service improvement:
- We use analytics tools to understand how visitors use our website and to improve performance and user experience.
- Cookie-based analytics (e.g. tools that store or read identifiers on your device) are used only with your consent under the UK Privacy and Electronic Communications Regulations (PECR) and Article 6(1)(a) UK GDPR.
- Server log analytics and strictly necessary measurement that do not use cookies are processed on the basis of our legitimate interests (Article 6(1)(f) UK GDPR) in ensuring website stability, detecting faults, and improving IT security.
- You can manage or withdraw your analytics consent at any time through the “Cookie Settings” link in the footer.
Use of cookies and similar technologies (PECR)
- We use cookies and comparable technologies for analytics, advertising and personalization only after you have provided your consent in accordance with the UK Privacy and Electronic Communications Regulations (PECR), Regulation 6.
  Where such technologies involve the processing of personal data, we rely on Article 6(1)(a) UK GDPR (consent) as the legal basis.
- Essential cookies that are necessary to provide a secure and functioning website are processed on the basis of our legitimate interests (Article 6(1)(f) UK GDPR) in ensuring IT security and proper service delivery.
- You can Accept all or Reject all cookies with equal ease and adjust your choices at any time via the “Privacy Settings” link in the website footer.

You may withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal (see Section 9).

4. Hosting and Infrastructure Providers

To deliver and display our website securely and efficiently, we use professional hosting and content-delivery services.

Wix.com Ltd., Nemal Tel Aviv St 40, Tel Aviv-Yafo, Israel
and Wix Inc., 500 Terry A. Francois Blvd, San Francisco CA 94158, USA
Amazon Web Services Inc., 410 Terry Ave N, Seattle WA 98109, USA
Google Ireland Ltd., Gordon House, 4 Barrow St, Dublin D04 E5W5, Ireland (Google Cloud CDN / Google Fonts)
Fastly Inc., 475 Brannan St #300, San Francisco CA 94107, USA

We have concluded Data Processing Agreements (DPAs) with these providers.

Where data are transferred outside the UK/EEA, such transfers rely on adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses with UK Addendum.

5. Cookies and Similar Technologies (PECR)

Our website uses cookies and similar technologies to provide a secure and user-friendly experience.

Essential cookies are required for the technical operation, security and accessibility of our website.
They are placed without consent and processed on the basis of our legitimate interests (Article 6(1)(f) UK GDPR) in providing a functional and secure website.

Non-essential cookies (for example analytics, marketing, or personalization) are used only with your explicit consent under the UK Privacy and Electronic Communications Regulations (PECR), Regulation 6, and Article 6(1)(a) UK GDPR.

You can Accept all or Reject all with equal ease, and you may change or withdraw your consent at any time via the “Privacy Settings” link in the footer.

Details of each cookie category, provider, and retention period are displayed in the Cookie Settings panel.

6. Analytics, reCAPTCHA and Other Tools

6.1 Google reCAPTCHA

We load Google reCAPTCHA only after you consent to non-essential cookies in “Cookie Settings”.
Legal basis: PECR consent for storing or accessing information on your device, and UK GDPR Art. 6(1)(a) for the associated personal data processing.

Where strictly necessary for website security, we may also rely on Art. 6(1)(f) (legitimate interests).

Provider: Google Ireland Ltd., Gordon House, 4 Barrow St, Dublin D04 E5W5, Ireland, and Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

Data may be transferred to the U.S. under the EU-U.S. Data Privacy Framework and UK Extension.

See Google’s Privacy Policy and Terms of Service for more information.

If you do not consent, forms remain available with an alternative verification method where feasible.

6.2 Mailchimp (Newsletter Service)

Our newsletters are sent via The Rocket Science Group LLC d/b/a Mailchimp, Atlanta, USA.
Processing basis: consent (a) (Art. 6(1)(a) UK GDPR) or legitimate interest (f) (Art. 6(1)(f)).

Mailchimp complies with the EU-US Data Privacy Framework recognised as adequate for UK purposes.
We have a DPA in place.

Mailchimp (Intuit) is certified under the EU-U.S. DPF and the UK Extension; transfers rely on the UK-US Data Bridge where applicable.

Tracking pixels may measure open rates and link clicks only with your consent. You can unsubscribe or withdraw consent any time (see Section 9).

7. Data Sharing and Recipients

We disclose personal data only as required for the purposes above, to:

Hosting and IT providers (as listed above)
Analytics and security providers (Google Cloud CDN etc.)
Marketing and communications services (Mailchimp)
Professional advisors and accountants
Public authorities and courts where legally obliged
Successors in case of business reorganisation or acquisition

All processors are contractually bound to confidentiality and data protection standards consistent with the UK GDPR.

8. Retention of Personal Data

We retain personal data only as long as necessary for each processing purpose or as legally required.
Typical retention periods:

Data CategoryTypical Period

Enquiries / contact messagesup to 12 months after resolution
Customer / billing recordsup to 6 years (accounting requirement)
Marketing subscriptionsuntil you unsubscribe or withdraw consent
Technical logs (essential security)up to 6 months unless longer needed for IT security

9. Your Rights (UK GDPR Articles 12–22)

You have the right to:

be informed about our processing (Art. 13–14)
access your data (Art. 15)
rectify inaccurate data (Art. 16)
request erasure (Art. 17)
restrict processing (Art. 18)
data portability (Art. 20)
object to processing (Art. 21), especially for direct marketing
withdraw consent at any time (Art. 7(3))

To exercise your rights, contact support@ai3xapp.com.

We will respond within one month, extendable by two months where necessary.

We may request information to verify your identity before acting on a request.

Complaints

If you believe our processing violates data-protection laws, you can complain to:
Information Commissioner’s Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, United Kingdom
Tel: 0303 123 1113 · Website: www.ico.org.uk

10. Your Choices

Marketing: Each email contains an unsubscribe link. You can also opt out by emailing support@ai3xapp.com.
Cookies: Adjust preferences at any time via “Privacy Settings” in the footer.
Withholding data: If you choose not to provide certain information, some functions may not be available.

11. Security of Your Data

We use technical and organisational measures to protect personal data against unauthorised access, alteration, loss or destruction. However, no method of electronic storage is completely secure. You are responsible for maintaining secure login credentials and protecting your devices.

12. Children

Our website and services are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has submitted data, please contact us and we will delete it.

13. Business Transfers

If Ai3X GmbH is acquired or undergoes reorganisation, personal data may form part of the transferred assets under agreements ensuring continued protection consistent with this policy.

14. External Links

Our website may contain links to external sites not operated by us. We are not responsible for their content or privacy practices. Please review their own privacy notices.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our processing activities or legal requirements. The latest version is always available on this page and indicated by the “Last updated” date. Where legally required, we will seek your consent for material changes.