Політика конфіденціальності

What Personal Information Is Collected and Used by RESPONDOAI?

Data of persons using the RESPONDOAI application remains anonymous until the persons decide otherwise. Any technical information contained in system logs (e.g., IP addresses) is used by RESPONDOAI for technical server administration purposes only. IP addresses may also be used to collect statistical data (e.g., about the region from which the connection is made).

Full use of RESPONDOAI requires you to fill out a form to provide information to contact you (e.g., email address, phone number, business address) and demographic information (e.g., age). We use the information provided in the form for necessary contacts with our users and to better tailor the content we present to their needs and interests.

RESPONDOAI's Policy on Cookies

The web browser used by a person using the application or accessing https://www.respondoai.com may store text files ("cookies") on the disk of the user's or visitor's computer at https://www.respondoai.com. The cookies contain information necessary for the proper functioning of the portal, especially those requiring authorization. The content of the cookies does not allow the user to be identified. With the help of cookies, personal data is not processed or stored.

RESPONDOAI stores cookies on users' computers for the following purposes:

• Maintain the user's session (after logging in) so that the user does not have to enter a username and password on every page;
• To better tailor services to users' needs;
• Creation of viewing statistics to improve the functioning of the portal.

It is possible to configure your internet browser to completely disable the storage of cookies on your computer's hard drive. Please note that such a change may result in the loss of the ability to use some functions of https://www.respondoai.com (logging in, viewing photos, etc.).

Detailed Information About Cookies

RESPONDOAI uses so-called cookies, i.e., text files used to record and store information about how RESPONDOAI is used by the user. Cookies are stored on the user's device and sent by the user's browser to the system each time the user uses it.

RESPONDOAI also uses information contained in system logs (e.g., IP addresses).

RESPONDOAI uses the following types of cookies:

1. Essential Cookies: These cookies are necessary for the site's proper functioning. They enable basic operations such as site navigation and access to secure areas of the site. Without these cookies, the site cannot function properly.

2. Functional Cookies: Allow the site to remember your choices (such as your username, language, or region) and provide enhanced, more personal features.

3. Analytical / Performance Cookies: Help site owners understand how visitors interact with the site by collecting and reporting information anonymously. They are used to monitor site performance, number of visits, most popular pages, etc.

4. Marketing Cookies: Used to track users on various websites. Their purpose is to display relevant and attractive ads to the individual user, thus making them more valuable to publishers and third-party advertisers.

RESPONDOAI uses information collected using cookies and from system logs to:

• Customize the content, appearance, size, and other parameters of the system to a particular device and user preferences;
• Collect general, statistical, and demographic information (e.g., about the region from which the connection is made).

Cookies used by RESPONDOAI do not allow RESPONDOAI to identify specific users who use RESPONDOAI.

By using RESPONDOAI, you consent to placing the cookies described above on your device.

Users can remove or block the installation of cookies by changing their browser settings.

Deleting or blocking cookies may affect the availability of RESPONDOAI functionality.

How Is the Information Protected?

Data such as profile passwords are encrypted using algorithms that make them impossible to decrypt later. RESPONDOAI stores and processes information with appropriate security measures that meet the requirements of Polish law.

Is the Personal Information Provided Shared with Others?

RESPONDOAI includes or will include features (e.g., integrations) in which user-entered content becomes publicly available. Users can only publish their content on these services after authorization and decide for themselves how their content is to be signed.

Right to Inspect, Correct, and Delete Your Information

RESPONDOAI provides each user with a profile page that is accessible after authorization. This page allows the user to view, modify, and delete personal data held by RESPONDOAI about the user. Should the user find this solution insufficient, they may contact RESPONDOAI in writing.

The Right to Choose

RESPONDOAI gives its users the ability to choose whether and to what extent they want to use our features and share information about themselves. Most of our features are available without providing information about yourself; only some features require you to sign up. Signing up for RESPONDOAI is a voluntary decision on the part of the user, and the user can opt out and delete their profile at any time.

Questions

Our goal is to provide as much protection as possible. Advances in technology and the development of RESPONDOAI's offerings mean that our privacy policy may change, which we will announce on these pages.

RESPONDOAI is open to all feedback, comments, and questions from its users regarding the confidentiality of information. Please direct them to RESPONDOAI at contact@respondoai.com or in writing by traditional mail to RESPONDOAI.

Personal Information

For information on the legal basis and purposes of RESPONDOAI's processing of Partners' personal data, please see Appendix 1 to the Privacy Policy: "Legal Bases and Purposes of RESPONDOAI's Processing of Partners' Personal Data".

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Appendix 1

Legal Bases and Purposes of RESPONDOAI's Processing of Partners' Personal Data

1. Personal Data Administrator

   The administrator of the personal data of Partners, who are natural persons, is RESPONDOAI Mateusz Cymerman, Stare Lipiny, al. Aleja Niepodległości, nr 177, 05-200, NIP: 1251658269. RESPONDOAI fulfills the information obligation referred to in Article 13 of RODO to Partners upon Account Registration. The content of the information clause is available in the table at the end of the attachment.

2. Separate Data Controllers

   RESPONDOAI and the Partner process customers' personal data for their own purposes, so they are separate controllers of their personal data.

3. When a Customer Makes a Reservation

   When a customer, through RESPONDOAI, makes a reservation for a Partner's service:

   • An agreement is concluded between the customer and the Partner for the provision of services by the Partner.
   • In the application, the customer may give the Partner permission to process personal data (e.g., for electronic communication) for purposes other than the performance of the contract.
   • RESPONDOAI provides the Partner with the customer's personal information needed to provide services to that customer.

4. Partner as Data Controller

   The Partner becomes the controller of the customer's personal data and is therefore obliged to comply with the principles set forth in RODO and is liable under the regulations.

5. Data Processing for Service Provision

   To enable RESPONDOAI to provide services to the Partner, which requires processing:

   • Personal data of customers who have made a booking of the Partner's services.
   • Personal data of persons the Partner uses with RESPONDOAI (employees, contractors, etc.).

   The Partner and RESPONDOAI enter into a Personal Data Processing Entrustment Agreement to process such data.

6. Termination of Data Processing Agreement

   The Partner is aware that termination of the Personal Data Processing Entrustment Agreement will result in RESPONDOAI's inability to provide services to the Partner under the agreement, to the extent requiring the processing of data controlled by the Partner. Therefore, with the termination of the agreement—in accordance with Article 475 §1 of the Civil Code—RESPONDOAI's obligations in this regard shall cease.

7. Use of RESPONDOAI Tools

   When the Partner uses tools available as part of RESPONDOAI's services (e.g., appointment calendar, reminders, marketing), RESPONDOAI will process the customer's data on behalf of the Partner under the terms of the Data Processing Entrustment Agreement, and the Partner will continue to be the controller of the customer's personal data.

8. Processing Based on Customer Consent

   The purposes for which the Partner will be able to process the customer's data depend on the consents the customer has given to the Partner and whether those consents have not been withdrawn or objected to.

9. Partner as Data Controller Outside the Application

   The Partner is also the controller of the personal data of a customer with whom it enters into a contract outside the application (e.g., at a salon). If this data is entered into the application, RESPONDOAI processes it on behalf of the Partner under the Personal Data Processing Entrustment Agreement.

10. RESPONDOAI's Data Processing Scope

    RESPONDOAI processes data, including personal data of the Partner, only to enable proper service provision and execution of the agreement. RESPONDOAI is not responsible for the scope of customers' personal data collected by Partners and the legality of such data collection. Detailed obligations are contained in the Personal Data Processing Entrustment Agreement.

11. Order Placement via Purchase Functionality

    If an order is placed via the purchase functionality, the Partner's personal data will be made available to the seller with whom the order was placed. This is done to enable the seller to fulfill the order. The vendor, as a separate controller of personal data, is obliged to comply with RODO principles and is liable under the regulations. For questions about how the vendor processes personal data, please contact them directly.

12. Vendor's Data Processing Based on Consent

    When an order is placed via the shopping functionality, the purposes for which the vendor can process the Partner's data may depend on the consents given by the Partner. If you wish to revoke your consent(s), please contact the vendor directly.

13. Google Limited Use Disclosure

Google API Services – Limited Use Disclosure RespondoAI uses Google OAuth to access only the user data necessary to provide its core functionality. Respondo AI will adhere to the Google API Services User Data Policy, including all Limited Use requirements, and will not share Google user data with any third parties except as required to operate and improve our service.

Important: RespondoAI does not use Google Workspace APIs data to develop, improve, or train generalized AI and/or ML models. Any data accessed through Google Workspace APIs is used solely for the specific functionality of our application and is not used for any generalized artificial intelligence or machine learning model development, training, or improvement purposes.

For full details, see Google’s API Services User Data Policy: https://developers.google.com/terms/api-services-user-data-policy.

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Information Obligation for the Partner

We inform you that we process your personal data—details are provided below:

Personal Data Controller

The administrator of your personal data is:

RESPONDOAI Mateusz Cymerman

Contact Information

You can contact us:

• Email: contact@respondoai.com

Data Protection Officer Contact Information

We have appointed a Data Protection Officer, who can be contacted at:

• Email: contact@respondoai.com

Scope of Personal Data Processed

To register an account and fully use the website's features, we will process the following categories of your personal data:

• Name
• Business name
• Tax ID number (NIP)
• REGON number
• Email address
• Phone number
• Residential/Business address
• Device IP address
• Date of birth
• Logo
• Content of messages with customers

Purposes and Legal Basis for Data Processing

We process your personal data for the following purposes:

• To conclude and perform a contract for the use of RESPONDOAI—necessary for contract performance (Article 6(1)(b) RODO).
• Marketing of RESPONDOAI's products or services (excluding direct marketing)—based on legitimate interest (Article 6(1)(f) RODO).
• Direct marketing of RESPONDOAI's products or services—based on legitimate interest (Article 6(1)(f) RODO).
• Profiling/Grouping—to tailor products/services and marketing to your preferences, based on legitimate interest (Article 6(1)(f) RODO).
• Researching service demand preferences—through surveys, based on legitimate interest (Article 6(1)(f) RODO).
• Establishing, asserting, or defending claims—based on legitimate interest (Article 6(1)(f) RODO).
• Fulfilling legal obligations—necessary for compliance (Article 6(1)(c) RODO).
• Creating analyses and statistics for internal needs—based on legitimate interest (Article 6(1)(f) RODO).
• Developing systems/applications—based on legitimate interest (Article 6(1)(f) RODO).
• Responding to your messages—based on legitimate interest (Article 6(1)(f) RODO).
• Enabling Shopping functionality—necessary for contract performance (Article 6(1)(b) RODO).

Profiling/Grouping

We perform profiling/grouping to provide services and target advertisements, reminders, recommendations, and promotions suited to you. Profiling may be based on:

• Website and app activities
• Geolocation
• Gender
• Usage hours
• Last activity time
• Analysis of liked photos

We do not use invasive profiling or tracking for marketing or advertising purposes.

You may object to such processing by emailing us at contact@respondoai.com.

Categories of Data Recipients

Your personal data may be shared with:

• RESPONDOAI group companies
• Authorized entities (courts, state bodies)
• Service providers (accounting, IT, marketing, etc.)
• Vendors from whom you've made purchases
• Subcontractors and partners

We ensure that all entities protect your personal data as outlined in this policy and as required by Apple Inc. guidelines.

Transfer of Data Outside the European Economic Area

Your data will not be transferred outside the EEA.

Data Retention Period

Your data will be processed:

• For contract performance—until termination or expiration, then until claims expire.
• For marketing purposes—until contract ends or you object.
• For profiling/grouping—until contract ends or you object.
• For preference research—until contract ends or you object.
• For claims purposes—until claims expire.
• To fulfill legal obligations—until data retention obligations expire.
• For internal analyses/statistics—during the contract, then until claims expire or you object.
• For system/application development—until contract ends or you object.
• For communication—during communication, then until claims expire.

Your Rights

Under RODO, you have the right to:

• Access your data and receive a copy.
• Rectify your data.
• Erase or restrict processing of your data.
• Data portability.
• Lodge a complaint with the supervisory authority.

To exercise these rights, contact us at contact@respondoai.com.

Right to Withdraw Consent

You may withdraw consent at any time by emailing contact@respondoai.com. Withdrawal does not affect prior processing legality.

You can check or edit your consents in the “Settings” > “Consents” > “Protect Your Data” section of the RESPONDOAI app.

Right to Object

You may object to processing based on legitimate interest by emailing contact@respondoai.com. We will stop processing unless we demonstrate compelling legitimate grounds.

If you object to direct marketing, we will cease processing for that purpose.

Right to Erasure

You can request data deletion by emailing contact@respondoai.com. If using the web app, delete your account under “Settings” > “Delete Account”.

Provision of Data

Providing your data is voluntary but necessary for contract conclusion and execution, and for using RESPONDOAI services.

You can check or edit your data at any time under the "Settings" tab.

Data Processing by Vendors

Vendors are separate data controllers and are responsible under RODO. For questions about data processing, contact the vendor directly.

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