Privacy Policy

1. Introduction

AI Networks Global Oy (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you voluntarily provide when you:

• Fill out contact forms or project inquiry forms
• Request quotes or consultations
• Subscribe to our communications
• Apply for employment
• Communicate with us via email or phone

This may include:

• Name and contact information (email, phone number, company name)
• Project details and requirements
• Company information and location
• Employment history and qualifications (for job applicants)
• Any other information you choose to provide

2.2 Information Automatically Collected

When you visit our website, we may automatically collect:

• IP address and device information
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Geographic location (country/city level)

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to improve website functionality and analyze usage. See Section 8 for detailed information about cookies.

3. How We Use Your Information

We use collected information for the following purposes:

3.1 Business Operations

• Responding to inquiries and providing quotes
• Managing project communications and documentation
• Delivering services and support
• Processing employment applications
• Invoicing and accounting

3.2 Website Improvement

• Analyzing website usage and performance
• Improving user experience and functionality
• Troubleshooting technical issues

3.3 Marketing Communications (with consent)

• Sending service updates and company news
• Sharing relevant industry information
• Providing project highlights and case studies

3.4 Legal Compliance

• Complying with legal obligations
• Protecting our legal rights
• Preventing fraud and maintaining security

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on:

• Contractual Necessity: Processing required to fulfill service contracts
• Legitimate Interests: Business operations, website improvement, and direct marketing to existing clients
• Legal Obligation: Compliance with accounting, tax, and employment laws
• Consent: Marketing communications to prospects (you may withdraw consent anytime)

5. Data Sharing and Disclosure

5.1 We May Share Information With:

Service Providers: Third-party vendors assisting with:

• Website hosting and maintenance
• Email communications
• Analytics services
• Payment processing
• Project management tools

Business Partners: Subcontractors and partners involved in project delivery (only information necessary for service delivery)

Legal Requirements: When required by law, regulation, legal process, or governmental request

5.2 We Do NOT:

• Sell your personal data to third parties
• Share data for third-party marketing purposes
• Disclose information except as described in this policy

6. International Data Transfers

As we operate in both the United States and Europe, your data may be transferred and processed in:

• European Union member states
• United States
• Other countries where our service providers operate

When transferring data outside the EU/EEA, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Other legally recognized transfer mechanisms

7. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

• Active client data: Duration of business relationship plus 7 years (accounting requirements)
• Inquiry data: 2 years from last contact (unless you request earlier deletion)
• Job applications: 2 years from application date (unless you request earlier deletion)
• Website analytics: 26 months maximum
• Marketing consent: Until you withdraw consent

After retention periods expire, data is securely deleted or anonymized.

8. Cookies and Tracking

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide better functionality and understand website usage.

8.2 Types of Cookies We Use:

Essential Cookies (always active)

• Enable basic website functionality
• Remember your preferences during your session
• Cannot be disabled without affecting website operation

Analytics Cookies (optional)

• Help us understand how visitors use our website
• Provide statistics on page views and user behavior
• All data is anonymized

Marketing Cookies (optional, if applicable)

• Track visits across websites for marketing purposes
• Used only if you consent

8.3 Managing Cookies

You can control cookies through your browser settings:

• Block all cookies
• Accept only certain cookies
• Delete existing cookies

Note: Disabling essential cookies may affect website functionality.

9. Your Rights (GDPR)

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of personal data we hold about you
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure (“Right to be Forgotten”): Request deletion of your data (subject to legal retention requirements)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests (including marketing)
• Right to Withdraw Consent: Withdraw consent for processing (where consent is the legal basis)
• Right to Lodge a Complaint: File a complaint with your national data protection authority

Exercising Your Rights:

To exercise any of these rights, contact us at:

• Email: admin@ainetworks.fi
• Mail: AI Networks Global Oy, Attn: Privacy Officer, Junakatu 9, 20100 Turku, Finland

We will respond to your request within 30 days.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit (SSL/TLS)
• Access controls and authentication
• Regular security assessments
• Employee training on data protection
• Secure data storage and backups

However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

11. Children’s Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised “Last Updated” date.

For material changes, we will provide prominent notice on our website or via email (for existing clients).