Privacy & Cookie Policy
Last updated: April 2026 · Effective immediately
This policy applies to users from the European Union (GDPR), United Arab Emirates (PDPL — Federal Decree Law No. 45 of 2021), and all other jurisdictions. We are committed to full compliance with applicable data protection laws.
1. Who We Are
Data Controller:
Baltic IT Club · Registration No. 40008252040
Middle East Partner: Atelier 3D LLC · Dubai, UAE
Website: aistaffed.io
Contact: privacy@aistaffed.io
WhatsApp: +971 58 547 2595
2. What Data We Collect
2.1 Data You Provide Voluntarily
- Information you share through our AI chatbot on the website
- Your WhatsApp number when you initiate contact via our WhatsApp button
- Business information you provide during consultations (company name, industry, needs)
- Email address if you contact us directly
2.2 Data Collected Automatically
- IP address and approximate location (country/city level)
- Browser type and version
- Pages visited and time spent on site
- Referring URL (how you found us)
- Device type (mobile/desktop)
2.3 Data We Do NOT Collect
- We do not collect payment card data (payments processed by third-party providers)
- We do not collect special category data (health, religion, political views)
- We do not build advertising profiles
- We do not sell your data to third parties
3. Legal Basis for Processing
Under GDPR Article 6 and UAE PDPL, we process your data based on:
- Consent — when you interact with our chatbot or accept cookies
- Legitimate interests — website analytics to improve our services
- Contract performance — when we provide AI automation services to you
- Legal obligation — when required by applicable law
4. Cookie Policy
We use cookies and similar technologies to operate and improve our website.
4.1 Essential Cookies
Required for the website to function. Cannot be disabled.
- session — maintains your session state · Duration: session
- cookie_consent — stores your cookie preferences · Duration: 1 year
4.2 Analytics Cookies (with consent)
Help us understand how visitors use our site. We use privacy-friendly analytics only.
- _ga, _gid — Google Analytics (anonymised IP) · Duration: up to 2 years
4.3 Functional Cookies (with consent)
- chat_state — remembers your chatbot progress · Duration: 7 days
- lang_pref — remembers your language preference · Duration: 1 year
4.4 Third-Party Services
- WhatsApp (Meta) — when you click our WhatsApp buttons, Meta's privacy policy applies
- Google Fonts — typography loaded from Google servers
You can withdraw consent for non-essential cookies at any time by clicking "Cookie Settings" in our banner or by clearing your browser cookies. This will not affect the lawfulness of processing based on consent before withdrawal.
5. How We Use Your Data
- To respond to your enquiries and provide our AI automation services
- To communicate with you about your project via WhatsApp or email
- To improve our website and services based on analytics
- To comply with legal obligations
- To send service-related communications (never marketing without consent)
6. Data Retention
- Enquiry data — retained for 3 years from last contact
- Client project data — retained for 7 years (legal/tax requirements)
- Analytics data — retained for 26 months (Google Analytics default)
- Cookie preferences — retained for 1 year
- Data is deleted upon verified request or after retention period, whichever comes first
7. Your Rights
Under GDPR (EU users)
- Right of access — request a copy of your personal data
- Right to rectification — correct inaccurate data
- Right to erasure — "right to be forgotten"
- Right to restriction — limit how we process your data
- Right to portability — receive your data in machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to lodge a complaint — with your local supervisory authority
Under UAE PDPL (UAE users)
- Right to access your personal data
- Right to correct inaccurate data
- Right to request deletion of data
- Right to withdraw consent at any time
- Right to be informed about data processing
To exercise any of these rights, contact us at privacy@aistaffed.io or via WhatsApp. We will respond within 30 days (GDPR) or 5 business days (PDPL).
8. International Data Transfers
Our services operate from the EU (Baltic IT Club) with a Middle East presence (Atelier 3D LLC, Dubai). Data may be processed in:
- European Union — covered by GDPR
- United Arab Emirates — covered by UAE PDPL
- Other countries — via standard contractual clauses (SCCs) approved by the European Commission
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data including:
- HTTPS encryption for all data in transit (TLS 1.3)
- Access controls limiting who can access personal data
- Regular security reviews of our systems
- Incident response procedures for data breaches
10. Changes to This Policy
We may update this policy periodically. Material changes will be announced on our website with a new "Last updated" date. Continued use of our site after changes constitutes acceptance of the updated policy.
11. Contact & Complaints
Data Protection enquiries:
Email: privacy@aistaffed.io
WhatsApp: +971 58 547 2595
EU Supervisory Authority:
If you are in the EU and believe we have not addressed your concern satisfactorily, you have the right to lodge a complaint with your local Data Protection Authority.
UAE — UAE Data Office:
tdra.gov.ae