Privacy policy

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Privacy statement for users of chatbots developed by ADVANCED AI SOLUTIONS SRL

What is our legal framework?

All personal data is processed in accordance with Regulation (EU) 2016/679 ("GDPR") and the applicable national legislation on the protection of personal data.

Why do we process personal data?

Users can interact with our chatbots to receive real-time information on various topics. ADVANCED AI SOLUTIONS SRL uses two types of platforms:

  • Chatbots based on natural language processing (NLP), which analyse users' predefined intents and return responses configured on that basis.
  • Conversational agents based on large language models (LLM), which generate natural-language responses based on models pre-trained on public data. Users' conversations are not used to train or fine-tune the model.

Conversations are anonymous by default. We encourage users to avoid entering sensitive data in the conversation (for example, information about health, religion, or other special categories of data within the meaning of Article 9 GDPR). If personal or sensitive data is provided voluntarily, it will be stored for up to 365 days as part of the conversation content.

Personal data, where present, is processed to improve the functionality of the chatbots. For this purpose, ADVANCED AI SOLUTIONS SRL analyses conversations to identify areas that need improvement.

Only natural persons who are at least 18 years old are permitted to use our chatbots.

What is the legal basis for processing your personal data?

Your personal data is processed by ADVANCED AI SOLUTIONS SRL on the basis of your consent, expressed through your use of the chatbot, in accordance with Article 6(1)(a) GDPR. You can withdraw your consent at any time by contacting the ADVANCED AI SOLUTIONS SRL team at contact@aisolutions.ro. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

Who is responsible for processing your personal data?

ADVANCED AI SOLUTIONS SRL and its clients are the controllers responsible for processing personal data. Different teams are responsible for this processing depending on the subject of the chatbot.

Who will receive your personal data?

Your personal data may be accessed by the following categories of persons and entities:

  • The clients of ADVANCED AI SOLUTIONS SRL, each having exclusive access to the data collected within their own chatbots.
  • Persons designated by clients, within the limits of the responsibilities established by them.
  • The collaborators, developers, and maintenance team of ADVANCED AI SOLUTIONS SRL, as authorised persons, solely for the purpose of developing, improving, and maintaining the chatbots.
  • Providers of conversational and artificial intelligence platforms, which process the data as sub-processors, under data processing agreements compliant with the GDPR, with the data stored on servers located in the European Union.

What categories of personal data are collected?

By default, no identifiable personal data is collected when you use the chatbot. We discourage the voluntary inclusion of personal data in the conversation.

Any personal data the user chooses to include in the conversation will be stored. The content of conversations and the chatbot's responses will be analysed for the purpose of improving the service.

Will your personal data be processed in third countries or by international organisations?

Your personal data is processed and stored exclusively on servers located in the European Union, both by ADVANCED AI SOLUTIONS SRL and by its providers. No data transfers are made outside the European Economic Area.

How long will ADVANCED AI SOLUTIONS SRL keep personal data?

Any personal data included in conversations will be stored for a maximum of 365 days, after which it will be deleted.

What are your rights?

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

  • the right of access to your personal data;
  • the right to rectification of inaccurate or incomplete data;
  • the right to erasure ("right to be forgotten"), under the conditions provided by the GDPR;
  • the right to restriction of processing;
  • the right to data portability;
  • the right to object to processing.

To exercise these rights, please contact ADVANCED AI SOLUTIONS SRL at contact@aisolutions.ro.

Who can you contact with questions or requests?

You can exercise your rights and raise any questions related to the processing of your personal data with the ADVANCED AI SOLUTIONS SRL team at contact@aisolutions.ro.

Addressing the supervisory authority

If you consider that your rights under the GDPR have been infringed as a result of the processing of your personal data, you have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP), based in Bucharest. More information is available at www.dataprotection.ro.