Privacy Policy

Last updated: June 26, 2025

1. Introduction

This Privacy Policy describes how Zenex Innovations OÜ, operating under the brand name AIVeeb (“we,” “us,” or “our”), collects, uses, and protects your personal information when you use our website, services, or interact with us.

AIVeeb provides AI automation solutions and custom software development services to businesses. We are committed to protecting your privacy and handling your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

Contact Information:

• Company: Zenex Innovations OÜ
• Email: info@aiveeb.ee
• Website: aiveeb.ee

2. Information We Collect

2.1 Information You Provide Directly

• Contact Information: Name, email address, phone number, company name, job title
• Project Information: Business requirements, technical specifications, project scope details
• Communication Data: Messages, emails, and other communications with our team
• Payment Information: Billing details and transaction information (processed through secure third-party providers)

2.2 Information Collected Automatically

• Website Usage Data: IP address, browser type, device information, pages visited, time spent on site
• Analytics Information: User behavior patterns, traffic sources, conversion tracking
• Technical Data: Log files, cookies, and similar tracking technologies

2.3 Information from Third Parties

• Professional Networks: Information from LinkedIn and other professional platforms when you connect with us
• Partner Referrals: Contact information provided by our agency partners or referral sources
• Public Sources: Publicly available business information relevant to potential services

3. How We Use Your Information

3.1 Service Delivery

• Providing AI automation and custom software development services
• Project planning, development, and implementation
• Technical support and maintenance services
• Communication regarding project progress and updates

3.2 Business Operations

• Processing payments and managing billing
• Maintaining client relationships and account management
• Improving our services and developing new solutions
• Compliance with legal and regulatory requirements

3.3 Marketing and Communication

• Responding to inquiries and providing information about our services
• Sending relevant industry insights and service updates
• Partner relationship management and referral coordination
• Website optimization and user experience improvement

4. Legal Basis for Processing

Under GDPR, we process your personal data based on:

• Contract Performance: Processing necessary to fulfill our service agreements
• Legitimate Interests: Business development, service improvement, and client relationship management
• Consent: Marketing communications and optional services (where explicit consent is obtained)
• Legal Obligations: Compliance with accounting, tax, and other legal requirements

5. Data Sharing and Disclosure

5.1 Service Providers

We may share information with trusted third parties who assist in our operations:

• Cloud hosting and infrastructure providers
• Payment processing services
• Analytics and marketing tools
• Professional service providers (legal, accounting)

5.2 Business Partners

• Freelance Network: Project-specific information shared with contracted developers
• Agency Partners: Contact information for referral and collaboration purposes
• Technology Partners: Integration requirements for software development projects

5.3 Legal Requirements

We may disclose information when required by law, regulation, or legal process, or to protect our rights, property, or safety.

6. International Data Transfers

We primarily operate within the European Union. When data is transferred outside the EU, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the European Commission
• Standard Contractual Clauses (SCCs)
• Other approved transfer mechanisms under GDPR

7. Data Security

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

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication procedures
• Incident response and breach notification procedures
• Staff training on data protection practices

8. Data Retention

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

• Client Data: Retained for the duration of the business relationship plus 7 years for legal compliance
• Project Data: Maintained for 5 years after project completion for support and warranty purposes
• Marketing Data: Retained until consent is withdrawn or contact becomes inactive
• Website Analytics: Aggregated data retained for 26 months, individual data for 14 months

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

9.1 Access and Portability

• Request access to your personal data
• Receive a copy of your data in a structured, machine-readable format

9.2 Correction and Completion

• Request correction of inaccurate personal data
• Request completion of incomplete personal data

9.3 Erasure and Restriction

• Request deletion of your personal data (right to be forgotten)
• Request restriction of processing under certain circumstances

9.4 Objection and Withdrawal

• Object to processing based on legitimate interests
• Withdraw consent at any time (where processing is based on consent)

9.5 Complaints

• Lodge a complaint with your local data protection authority

To exercise these rights, contact us at info@aiveeb.ee. We will respond within 30 days of receiving your request.

10. Cookies and Tracking Technologies

10.1 Types of Cookies We Use

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: Help us understand website usage and improve user experience
• Marketing Cookies: Support our marketing efforts and measure campaign effectiveness

10.2 Cookie Management

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

10.3 Third-Party Services

We use Google Analytics, LinkedIn Insight Tag, and other third-party services that may place cookies on your device. These services have their own privacy policies.

11. Special Considerations for Business Clients

11.1 Client Data Processing

When developing custom software or AI automation solutions, we may process data on behalf of our clients. In such cases:

• We act as a data processor under GDPR
• Data processing is governed by our service agreements
• We implement appropriate technical and organizational measures
• We assist clients in meeting their GDPR obligations

11.2 Confidentiality

All client project information is treated as confidential and is protected by non-disclosure agreements and internal security policies.

12. Children’s Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will take steps to delete the information promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notifications to existing clients
• Providing notice during the service delivery process

The “Last updated” date at the top of this policy indicates when the most recent changes were made.

14. Contact Information

For questions about this Privacy Policy or our data practices, please contact us:

Zenex Innovations OÜ (AIVeeb)

• Email: info@aiveeb.ee
• Website: aiveeb.ee

Data Protection Officer: For GDPR-related inquiries, contact us at the email address above with “Data Protection” in the subject line.

15. Supervisory Authority

If you are located in the EU and have concerns about our data practices, you may contact your local data protection authority. For Estonia, this is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon).

This Privacy Policy is effective as of the date listed above and applies to all information collected by AIVeeb through any means, including our website, email communications, and service delivery.