Privacy Policy

Last updated: December 07, 2025

This Privacy Policy describes how Aitomates (“we”, “us”, or “our”) collects, uses, and protects your personal information when you use our AI automation services and website.

We are committed to protecting your privacy and handling your data in an open and transparent manner. We only collect basic user information necessary to provide and improve our AI services, and only with your explicit consent.

Who We Are

Company Name: Aitomates Location: Finland Website: https://aitomates.fi Contact Email: simo@aitomates.fi

Information We Collect

We collect only the essential information needed to provide our AI automation services. This includes:

Personal Information You Provide

When you contact us or use our services, you may provide:

Contact Information: Name, email address, phone number, company name
Service Requests: Information about your business processes and automation needs
Communication Data: Messages, inquiries, and feedback you send to us
Account Information: If you create an account, login credentials and preferences

Automatically Collected Information

When you visit our website, we automatically collect:

Usage Data: Pages visited, time spent, browser type, device information
Technical Data: IP address, cookies, and similar tracking technologies
Analytics Data: Information about how you interact with our website and services

We process your personal data based on:

Consent: You have given explicit consent for us to process your data for specific purposes
Contract Performance: Processing is necessary to provide the services you requested
Legitimate Interests: To improve our services, prevent fraud, and ensure security
Legal Obligations: To comply with applicable laws and regulations

How We Use Your Information

We use your information solely for the following purposes:

Providing AI Services: To deliver, maintain, and improve our AI automation solutions
Communication: To respond to inquiries, provide support, and send service updates
Service Improvement: To analyze usage patterns and enhance our offerings
Contract Fulfillment: To execute agreements and deliver requested services
Legal Compliance: To comply with legal obligations and protect our rights

We do NOT:

Sell your personal data to third parties
Use your data for purposes other than those described here
Share your data without your consent, except as legally required

We may share your information only in these limited circumstances:

Service Providers: Trusted partners who help us deliver services (e.g., cloud hosting, analytics tools). They are contractually obligated to protect your data.
AI Service Providers: Microsoft Azure, OpenAI, and other AI platforms we use to provide our services. These partners comply with GDPR and maintain strict data protection standards.
Legal Requirements: When required by law, court order, or to protect our legal rights
Business Transfers: In the event of a merger, acquisition, or sale of assets (you will be notified)

International Data Transfers

Our AI services may involve data processing by providers located outside the European Economic Area (EEA), including Microsoft Azure and OpenAI. We ensure adequate safeguards are in place through:

Standard Contractual Clauses (SCCs) approved by the European Commission
Adequacy decisions by the EU
Other legally approved transfer mechanisms

As a data subject in the EU/EEA, you have the following rights:

Right to Access: Request a copy of your personal data we hold
Right to Rectification: Correct inaccurate or incomplete data
Right to Erasure: Request deletion of your data (“right to be forgotten”)
Right to Restrict Processing: Limit how we use your data
Right to Data Portability: Receive your data in a structured, commonly used format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time (without affecting prior processing)
Right to Lodge a Complaint: File a complaint with your national data protection authority

To exercise these rights, contact us at: simo@aitomates.fi

Data Retention

We retain your personal data only as long as necessary for the purposes described in this policy:

Active Customers: Duration of the business relationship plus 3 years for legal and accounting purposes
Inquiries: 2 years from last contact
Marketing Consent: Until consent is withdrawn
Legal Obligations: As required by Finnish and EU law

After the retention period, we securely delete or anonymize your data.

Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience:

Essential Cookies: Required for website functionality (cannot be disabled)
Analytics Cookies: Google Analytics to understand how visitors use our site
Preference Cookies: Remember your language and settings

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

For more information, see our Cookie Policy or manage your preferences in your browser.

Data Security

We implement appropriate technical and organizational measures to protect your data:

Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest
Access Controls: Limited access to personal data on a need-to-know basis
Security Monitoring: Regular security assessments and monitoring
Secure Infrastructure: Industry-standard security practices with trusted cloud providers

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Children’s Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us, and we will promptly delete such information.

AI and Automated Processing

Our AI automation services may involve automated decision-making. We ensure:

Transparency: You are informed when AI processes your data
Human Oversight: Critical decisions involve human review
Right to Explanation: You can request information about how automated decisions are made
Right to Object: You can object to automated processing

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

Post the updated policy on this page
Update the “Last updated” date
Notify you via email or website notice for significant changes
Obtain your consent again if required by law

We encourage you to review this policy periodically.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

Email: simo@aitomates.fi Website: https://aitomates.fi/contact

Supervisory Authority

If you are not satisfied with our response to your data protection concerns, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman:

Office of the Data Protection Ombudsman Website: https://tietosuoja.fi/en/home Email: tietosuoja@om.fi

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