Privacy Policy

1. Who we are

The data controller is Shpat Radoniqi B.I., registered at Rruga Agim Radoniqi 16, 30000 Pejë, Republic of Kosovo. For any privacy question or to exercise your rights, contact us at info@aiaplatform.ai.

2. What data we collect

• Account data: your name, email address, password (stored only as a secure hash), and business/workspace name.
• Connected-account data: when you connect an email or messaging account (Gmail, Outlook, WhatsApp, Slack, Facebook, Instagram), we access the messages, contacts, and metadata needed to provide the unified inbox and AI features.
• Content you provide: knowledge-base documents, agent configurations, and workflow definitions.
• Usage and technical data: log data, IP address, browser/device information, and actions taken in the app.
• Cookies and similar technologies: see the "Cookies" section below.

3. How we use your data and our legal bases

We process personal data to provide and operate the service (performance of a contract), to secure and improve the platform (our legitimate interests), where you have given consent (such as optional cookies), and to comply with legal obligations.

• Provide the unified inbox, classification, and AI-assisted responses.
• Authenticate you and keep your account secure.
• Provide support and send service-related communications.
• Detect, prevent, and address abuse, fraud, or technical issues.

4. AI processing

To classify messages and generate suggested responses, message content and relevant context may be sent to our AI provider, Anthropic (Claude API). This processing happens to provide a core feature of the service. We do not sell your data, and we configure our AI processing for business use only.

5. Third-party processors

We rely on the following categories of sub-processors to deliver the service. Each is bound by data-protection terms:

• Anthropic — AI message classification and response generation.
• Google (Gmail / Google Workspace) and Microsoft (Outlook / Microsoft Graph) — email integration.
• Meta (WhatsApp Business, Facebook, Instagram) and Slack — messaging integration.
• Cloud hosting and infrastructure providers (e.g. Railway), including managed PostgreSQL and Redis.

6. International transfers

Some of our processors are located outside Kosovo and the European Economic Area. Where data is transferred internationally, we rely on appropriate safeguards such as the European Commission Standard Contractual Clauses or an adequacy decision.

7. Data retention

We keep personal data for as long as your account is active and as needed to provide the service. When you delete your account or disconnect an integration, we delete or anonymise the associated data within a reasonable period, unless we are required to retain it to meet a legal obligation.

8. Your rights

Subject to applicable law, you have the right to access, rectify, erase, restrict, or object to the processing of your personal data, and the right to data portability. Where processing is based on consent, you may withdraw it at any time.

• To exercise any of these rights, contact info@aiaplatform.ai.
• You also have the right to lodge a complaint with the Information and Privacy Agency of the Republic of Kosovo (IPA).

9. Security

We use technical and organisational measures to protect personal data, including encryption of stored credentials, encrypted transport (HTTPS), role-based access control, and tenant isolation. No method of transmission or storage is completely secure, but we work to protect your data and review our measures regularly.

10. Cookies

We use strictly necessary cookies to keep you signed in and to operate the platform; these do not require consent. If we introduce analytics or marketing cookies in the future, we will request your consent first via the cookie banner, and you can change your choice at any time.

11. Children

The platform is intended for business use and is not directed at children under 16. We do not knowingly collect personal data from children.

12. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the version and date shown at the top of this page and, where appropriate, notify you.

13. Contact

Questions about this policy or our data practices can be sent to info@aiaplatform.ai.