GDPR and Privacy Policy

Updated: 02.04.2025

At AI Automatisering AS (hereinafter "we", "us", or "the company") we are committed to protecting your privacy. This statement explains how we collect, use, store, and protect your personal data in accordance with the EU General Data Protection Regulation (GDPR) and Norwegian law. The statement covers both data collected via cookies, email inquiries, our booking system, and other log files, as well as how third-party providers are involved.

Data Controller

AI Automatisering AS
Organization number: 934100670
Contact: stefan@aiautomatisering.net | +4793474569

Cookies and Tracking Mechanisms

Cookies are small text files that are downloaded and stored on your device when you visit our website (www.aiautomatisering.net). We use the following types of cookies:

Essential/Necessary Cookies: These are crucial for the website to function and are processed based on legitimate interest (GDPR Article 6(1)(f)).
Preference, Statistics, and Functional Cookies: These help us customize and improve the user experience but require active and explicit consent (GDPR Article 6(1)(a)).

We only use cookies and similar technologies provided by our hosting platform, Hostinger, to ensure functionality and performance. For a complete overview of which cookies are used and their purpose, please refer to Hostinger's cookie policy.

Email Inquiries

When you contact us via email (for example, through the addresses provided on the website), we will process the information you send in order to respond to your inquiries and potentially execute or prepare a contractual relationship.

Data Collected: Name, email address, phone number, and any other information you provide.
Purpose: Processing your inquiry, customer follow-up, and fulfillment of contractual obligations.
Legal Basis: GDPR Article 6(1)(b) (performance of a contract, if the inquiry is related to a contractual relationship) or 6(1)(f) (legitimate interest in maintaining communication).
Retention Periods: The information is kept as long as necessary to fulfill the stated purposes or in accordance with applicable legal requirements.

Use of the Booking System

Our website uses an integrated booking system that manages customer inquiries and appointments. Note that this system has a separate data processing procedure:

Data Collected: Contact details, time selection, and any additional information you provide when booking.
Purpose: Follow-up on bookings, execution of appointments, and customer service.
Legal Basis: GDPR Article 6(1)(b) (fulfillment of a contract).
Retention Periods: Data is retained only as long as necessary to manage the appointment and comply with any statutory requirements. It is emphasized that even though the booking system is often presented as an external service, all processing is directly linked to AI Automatisering AS. Any data processing performed by external services (e.g., if data is sent to servers outside the EU) is evaluated according to our guidelines.

Chatbot and Data Processing

We use the OpenAI API to operate our AI chatbot. Any data you share with the chatbot is not used to train ChatGPT – please refer to OpenAI’s consumer privacy policy for more details.

We follow the principle of data minimization and only collect the personal data necessary to offer and improve the chatbot service.
We encourage users to avoid sharing sensitive personal data in the chat.
Any data shared will not be further distributed or stored for other purposes without your explicit consent. If you voluntarily share information to improve your experience of the chatbot or the website, such information will be used solely to enhance the service.

As part of our use of the OpenAI API for chatbot services, certain data may be transferred to and stored on servers outside the European Economic Area (EEA), including in countries with a different level of protection than in Norway. We ensure that the necessary guarantees are in place, for example, through the EU’s Standard Contractual Clauses.

OpenAI uses technical and organizational measures, such as access controls and encryption, to protect your data. The data is not used for model training and is not stored for other purposes without your explicit consent.

Website Log Files and Security Logs

We also use server-stored log files to ensure the operation and security of the website. These logs differ from cookies:

Content: Log files may contain IP addresses, browser type, timestamps, visited pages, and other technical information.
Purpose: Security monitoring, troubleshooting, and performance optimization.
Legal Basis: Processing is based on our legitimate interest (GDPR Article 6(1)(f)).
Retention Period: Log files are stored for a maximum of 3 months for necessary security and operational purposes.
Server Location: Our hosting provider Hostinger offers the option to choose the server location. By selecting a European server, data transfer to countries outside the EU/EEA is avoided.

Third-Party Data Processing

Certain services we use may involve the processing of your data by third-party providers:

Booking System: Although booking data is processed through our system, certain technical services (such as data storage or analytics) may involve third-party providers. We ensure that all such services are subject to the necessary security measures and contractual guarantees.
Hostinger: If servers are used outside the EU, necessary guarantees, such as the EU’s Standard Contractual Clauses, are employed to safeguard data protection.
Email Provider: Our email communications may also be processed via third-party email providers. We ensure that these providers meet the requirements of the GDPR, and any data transfers are secured in accordance with applicable regulations.

Security and Storage

We implement technical and organizational measures to protect your personal data against unauthorized access, alteration, or loss. Data is stored for a limited period as necessary for the purposes for which it was collected, or in accordance with statutory requirements.

Your Rights

You have the right to:

Access the information we have about you.
Have inaccurate information corrected.
Request that we delete your personal data (except for data we are legally required to retain).
Request a restriction on the processing of your data.
Object to the processing of your data, especially regarding direct marketing.
Request data portability, meaning you can receive your data in a structured, machine-readable format.
Withdraw consent where processing is based on consent, without affecting the lawfulness of processing prior to the withdrawal.

For any questions or to exercise your rights, please contact us at stefan@aiautomatisering.net. You also have the right to lodge a complaint with the Data Protection Authority if you believe your rights are not being upheld.

Changes to This Statement

We reserve the right to amend this statement as needed. Significant changes will be published on this page with an updated date, and if necessary, you will be notified directly.

Contact Us

If you have any questions regarding this privacy statement or our data processing practices, please contact us:

Email: stefan@aiautomatisering.net
Phone: +4793474569