Privacy Policy

Controller and Scope

PitchAI CommV, VAT BE1016.077.077, Naamsestraat 15, 3000 Leuven, Belgium, is the controller for personal data described in this notice. Contact: info@pitchai.net or +31 6 4047 8645. This notice covers pitchai.net and inbound business communications. Client-project processing is governed by the signed agreement, data-processing agreement, or project-specific privacy information, which identifies the relevant role, processors, safeguards, and retention before processing begins.

Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Contact us via phone or email
• Request a consultation or demonstration
• Engage with our AI solutions and services

This information may include: name, email address, phone number, company name, job title, and any other information you choose to provide.

Automatically Collected Information

Our web server records operational access-log data such as IP address, date and time, requested URL, response status, browser/user-agent, and referring URL. Campaign tools may also record a broad result band and campaign attribution parameters. Calculator inputs, scorecard answers, email addresses, and free text are not transmitted by those browser-only tools.

Purposes and Legal Bases

We process personal data only where a legal basis applies:

• Requested contact, proposals, pre-contract questions, delivery, and support: taking steps at your request before a contract or performing a contract (GDPR Article 6(1)(b)).
• Invoices, accounting, and legally required records: compliance with legal obligations (Article 6(1)(c)).
• Website security, abuse prevention, troubleshooting, and reliable operation: our legitimate interest in operating a secure and dependable service (Article 6(1)(f)).
• Privacy-minimized campaign measurement and content improvement: our legitimate interest in understanding aggregate use and allocating resources without a campaign visitor ID (Article 6(1)(f)).
• Optional processing that is not covered above: consent where we specifically request it (Article 6(1)(a)); consent can be withdrawn without affecting earlier processing.

For legitimate-interest processing, we minimize the data, restrict access, use short log retention, do not build visitor profiles, and provide a right to object. We do not use website or campaign data for solely automated decisions that produce legal or similarly significant effects.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• For this website and inbound communications: with Hetzner for website infrastructure, Microsoft 365 for business email and collaboration, and professional advisers where necessary. Project-specific processors are disclosed and agreed before project processing begins.
• When required by law or to protect our legal rights
• In connection with a business transfer or acquisition
• With your explicit consent

Retention

• Operational web access logs, which may include IP address, are rotated daily and kept for no more than 14 daily rotations unless a specific security incident requires a restricted legal hold.
• The separate campaign log omits IP addresses and authenticated identity, is rotated daily, and is kept for 14 daily rotations. The event endpoint is excluded from the IP-bearing operational access log.
• An inquiry that does not become an engagement is normally kept for up to 24 months after the last substantive contact, then deleted or minimized, unless you ask earlier or a legal claim requires longer.
• Contract, project, invoice, and accounting records are kept for the contract lifecycle and then for the applicable statutory or legal-claims period. The exact period depends on the record and obligation.
• The browser language preference remains on your device until you change it or clear site storage.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Your Rights

Under the General Data Protection Regulation (GDPR) and other applicable laws, you have the following rights:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time

To exercise these rights, please contact us at info@pitchai.net.

You also have the right to lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels, +32 (0)2 274 48 00, contact@apd-gba.be.

Cookies, Local Preferences, and Campaign Measurement

The main PitchAI campaign pages do not use third-party analytics or advertising pixels and do not set a campaign cookie or visitor identifier. The site may store your language preference locally in your browser. Campaign measurement uses ordinary first-party server requests and access logs to count page use and broad actions such as calculator completion. It does not transmit questionnaire answers or calculator inputs. If we introduce materially different tracking, we will update this notice and request consent where required.

International Data Transfers

PitchAI operates from Belgium and its primary website hosting is arranged in the EEA. Microsoft 365 support or service operations may involve access from outside the EEA. Where a provider transfers personal data outside the EEA, the transfer must rely on an applicable adequacy decision or contractual safeguards such as the European Commission's Standard Contractual Clauses, with supplementary measures where required. You can request information or a copy of the applicable safeguards from info@pitchai.net; commercially sensitive terms may be redacted.

Children's Privacy

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: