Privacy Policy

Introduction

Volentis B.V. ("Volentis", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

Please read this privacy policy carefully. By using our services, you consent to the practices described in this policy.

Data Controller

The data controller responsible for your personal data is:

Data We Collect

We collect different types of information depending on how you interact with us:

Website Visitors

• Contact information you provide (name, email, company) when requesting a demo or contacting us
• Technical information such as IP address, browser type, and device information
• Usage data about how you interact with our website

Platform Users

• Account information (name, email, organization)
• Usage data and interaction logs for audit purposes
• Documents you upload to your knowledge base (processed as Data Processor)

Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract: Processing necessary for the performance of a contract with you
• Consent: Where you have given us explicit consent for specific purposes
• Legitimate Interests: For our legitimate business interests, such as improving our services

Data Retention

We retain your personal data only for as long as necessary:

• Contact form submissions: 2 years or until you request deletion
• Platform user data: Duration of your contract plus 12 months
• Audit logs: Configurable, default 12 months

Data Sharing

We do not sell your personal data. We may share data with:

• Service providers who help us operate our business (under strict DPA)
• Legal authorities when required by law
• Successors in the event of a merger or acquisition

International Transfers

All customer data is stored and processed within the European Union (Germany and Netherlands). We do not transfer personal data outside the EU without explicit consent and appropriate safeguards.

Your Rights

Under GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restriction: Request limitation of processing
• Right to Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests

To exercise your rights, contact us at info@volentis.ai

Security

We implement appropriate technical and organizational measures to protect your personal data, including TLS 1.2+ encryption in transit and AES-256 encryption at rest.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us: