Privacy statement

Who we are

UnifyAI B.V., based in the Netherlands and registered with the Dutch Chamber of Commerce under number 42090796, is responsible for processing personal data on unify-ai.nl. The contact person for privacy is Erwin Berkouwer, reachable at connect@unify-ai.nl.

For data we process as a contractor for a customer, for example in an AI agent we build for that company, the customer is the controller and we are the processor. For that we sign a data processing agreement per assignment.

Which data we process

• Conversations with the UnifyAI Agent: what you type, the AI scans, AI opportunity maps and AI agent designs the agent creates, and a random session key in your browser. As long as you save nothing, we do not know who you are.
• If you save a conversation: your email address and, if you fill them in, your name and company, together with the moment you gave consent.
• If you send your advice report to colleagues: the email addresses you enter. We only use them to send that one report.
• If you enter a website address: the public text of that website, which the agent retrieves to make a first AI scan.
• If you mention a company name without a web address: that name, which the agent uses to look up online which company you mean. You choose whether it is right.
• If you book an introductory call or fill in a form: name, email address, company, phone number if you give it, and what you write in the message.
• If you sign up for the newsletter: your email address and the moment you confirmed your sign-up. You are only on the list after you click the link in the confirmation email.
• If you apply: your name, email address, phone number if you give it, your field, your LinkedIn or portfolio link, what you write about yourself and your CV if you send one.
• If you are a customer: the data in your personal customer page, such as contact persons, the proposal, your acceptance (name, email address and time) and invoices.
• Technical data: IP address (briefly, against abuse), browser and pages visited. Analytics and advertising cookies only with your consent.

What we use it for

• Answering your question and making an AI scan, AI opportunity map or AI agent design for you.
• Scheduling an introductory call and sending you a proposal afterwards.
• Carrying out and invoicing an assignment.
• Sending you the newsletter, if you signed up for it. You can unsubscribe with one click at the bottom of every newsletter.
• Measuring which ads lead to a request, only if you accept advertising cookies.
• Putting a saved conversation into our customer system, so Erwin sees what you discussed before he speaks to you.
• Improving the agent. For that we use conversations without names, email addresses or other data that lead to you. We do not let external models train on them.
• Preventing abuse, such as spam and attempts to make the agent do something else.

Legal basis

• Consent: when you save a conversation, accept analytics or advertising cookies or sign up for the newsletter.
• Legal obligation: keeping invoices and records.
• Performance of a contract or steps towards one: when you book an introductory call or request a quote.
• Legitimate interest: recording the conversation with the agent in order to conduct and improve it, and preventing abuse. That the conversation is stored is stated here; the agent tells you in every conversation that you are talking to an AI.

The UnifyAI Agent

The UnifyAI Agent is an AI. That is stated at the top of every conversation, and what the agent makes carries the label "Made by the UnifyAI Agent". The agent works with Claude, a language model from Anthropic. Anthropic processes the text of the conversation to give an answer, under a data processing agreement, and does not use it to train its models.

If Anthropic has an outage, a language model from OpenAI takes over the conversation so you do not get stuck. OpenAI then processes the same text, also under a data processing agreement and without training its models on it.

What the agent makes, such as the AI advice report, is a first estimate based on what you tell it and what is publicly known about your company. The agent makes no decisions about you; a proposal is always made by a person.

The language model has no access to our database. Everything that is stored goes through our own server.

Do not share sensitive data in the conversation, such as medical data or passwords. They are not needed.

Transfers outside the EU

Anthropic and OpenAI (the agent), Resend (email), Google and LinkedIn are American companies or part of an American group. Data may therefore be processed in the United States. This happens on the basis of the EU standard contractual clauses or the EU-US Data Privacy Framework, with additional agreements in the data processing agreement.

Email we send you

When we email you to get acquainted or to show you something, we measure whether that email was opened and whether a link in it was clicked. We do this with an invisible image in the email and with links that run through our own platform (erp.unify-ai.nl). Per email we record when it was first opened, how often, and which link was clicked. We do not use cookies for this and do not follow you outside that email.

We use this data only to see whether our email arrives and means something to you, and to avoid emailing you again if you already replied. The legal basis is our legitimate interest in approaching business contacts. We keep this data for 13 months. Every email of this kind has an unsubscribe link: one click and you receive no more. If you do not want us to see whether you open an email, turn off automatic loading of images in your email program.

Who we share data with

• Hetzner (Germany): hosting of the website and the database.
• Anthropic (US): the language model behind the UnifyAI Agent, and looking up a company name.
• OpenAI (US): backup language model when Anthropic has an outage, and with your consent to advertising cookies, measuring ads in ChatGPT.
• Resend (US): sending confirmation emails and the newsletter.
• Google (Ireland/US): email and calendar for introductory calls, the Google reviews on the site, and with your consent website statistics (Google Analytics) and ad measurement (Google Ads).
• LinkedIn (Ireland/US): with your consent to advertising cookies, measuring ads on LinkedIn.
• Specialists from our network who work on your assignment, under confidentiality and only if you become a customer.

How long we keep data

• Conversations without a name or email address: as long as they help improve the agent, without data that lead to you.
• Saved conversations and leads: until you ask us to delete them, or at most two years after the last contact if no assignment followed.
• Customer data and invoices: seven years, because of the statutory tax retention obligation.
• Newsletter: until you unsubscribe.
• Whether and when you opened an email from us and what you clicked: 13 months.
• Applications: four weeks, or one year if you gave permission for that in the form. After that we delete them, including your CV.
• IP addresses for abuse protection: a few days at most.

Cookies

We always use necessary cookies and the agent’s session key; without them the site or the conversation does not work. We only place analytics cookies (Google Analytics) and advertising cookies (Google Ads, LinkedIn and OpenAI) once you choose so in the cookie banner. You can change your choice at any time at the bottom of the page. We only link a conversation with the agent to your browsing on the site if you gave consent for that.

Your rights

You may access your data, have it corrected or deleted, object, have processing restricted and take your data with you. If you gave consent, you can always withdraw it. Email connect@unify-ai.nl; we respond within a month. If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Security

We protect data with encrypted connections, role-based access and database rules per table. Only those who need it for their work can see customer data.

Changes

If this statement changes, you will see it in the date at the top. For major changes we announce it on the site.