Privacy Policy
Learn how AIVAVO processes and protects personal data when you use this website.
1. Data Controller
The data controller is MK-Web Michał Kazimierczak, ul. Klaudyny 12, 01-684 Warsaw, Poland, Tax ID (NIP): 1182243564, REGON: 522352812.
AIVAVO is a brand operated by MK-Web Michał Kazimierczak.
For privacy matters, contact us:
- email: contact@aivavo.com,
- or by mail at the address above.
2. Personal Data We May Process
Depending on how you use the website, we may process:
- form data such as your name, email address, phone number, company name, website address, area of interest, and message;
- calculator data such as the selected process, values entered, and generated results;
- AI assistant messages, session identifiers, conversation history, and information supplied to request or manage an appointment;
- email and telephone correspondence;
- technical data such as IP address, visit date and time, URL, device, operating system, browser, server logs, cookies, and similar identifiers;
- website usage and analytics data when the relevant tools are active.
Please do not submit special categories of personal data through forms, email, or the AI assistant.
3. Purposes and Legal Bases for Processing
We process personal data for the following purposes and legal bases:
- responding to inquiries, providing a free assessment, preparing an offer, and arranging an appointment – taking steps at your request before entering into a contract, Article 6(1)(b) GDPR;
- handling correspondence, operating the AI assistant, and following up on inquiries – our legitimate interest in communicating with website users and prospective customers, Article 6(1)(f) GDPR;
- entering into and performing a contract – Article 6(1)(b) GDPR;
- meeting accounting, tax, and other legal obligations – Article 6(1)(c) GDPR;
- preventing spam, abuse, and attacks and protecting the website – our legitimate interest, Article 6(1)(f) GDPR;
- establishing, exercising, or defending legal claims – our legitimate interest, Article 6(1)(f) GDPR;
- analytics and website improvement – consent under Article 6(1)(a) GDPR where consent is required.
4. Forms, Calculator, AI Assistant, and Appointments
Form submissions are used to contact you, prepare an assessment or offer, and handle follow-up correspondence. Calculator inputs and results are attached to the inquiry. Submitted leads are also sent through our self-hosted n8n automation to a Google Sheet used to organize lead handling.
The public AI assistant is an automated system. Messages, recent conversation history, a browser-stored session identifier, and details you provide may be processed through our self-hosted n8n workflow and OpenAI to generate replies. If you request an appointment, the workflow may use Google Calendar and Google Meet and send confirmation emails. Confirmed booking data may also be recorded with the lead.
The assistant provides general information and process support. It does not provide legal, tax, financial, or medical advice. Calculator results and AI replies are informational, are not binding offers, and are not used to make decisions producing legal or similarly significant effects within Article 22 GDPR.
5. Google Services, Analytics, and Security
Forms are protected by Google reCAPTCHA v3, which may process IP address, device and browser information, website interactions, and cookies or similar identifiers to distinguish people from automated submissions.
We use Google Analytics 4 through Site Kit by Google to create website statistics and improve the site. Analytics data may include session information, approximate location, device, browser, and website events. Non-essential analytics storage is subject to consent where required. We also use Google Sheets for lead handling and Google Calendar and Google Meet when an appointment is booked through the AI assistant.
For users in the European Economic Area, Google services are generally provided by Google Ireland Limited. See the Google Privacy Policy and Google Terms of Service. Cookies and similar technologies are described in our Cookie Policy.
6. Recipients and Transfers Outside the EEA
Personal data may be processed by providers supporting website hosting, email, forms, security, analytics, IT, accounting, and legal services. Current public website functions also use a self-hosted n8n automation environment hosted on OVH infrastructure, OpenAI for AI assistant responses, and Google services including reCAPTCHA, Analytics, Sheets, Calendar, and Meet. Data may be disclosed to public authorities when required by law.
Some technology providers may process data outside the European Economic Area. Where GDPR requires a transfer mechanism, transfers are made using an applicable adequacy decision, Standard Contractual Clauses, or another mechanism permitted by GDPR.
7. Data Retention
- inquiry and form data – for as long as needed to handle the matter and then until the legitimate need for follow-up ends or relevant claims expire;
- AI assistant session and booking records in the current automation workflow – up to 90 days from the last activity or appointment end, subject to operational and legal requirements;
- contract and billing data – for the contract term and the periods required by tax, accounting, and limitation laws;
- data processed on the basis of consent – until consent is withdrawn or the purpose ends;
- technical and security logs – for as long as needed for security and diagnostics;
- analytics data – according to the tool settings and the Cookie Policy.
8. Your Rights
Subject to GDPR conditions, you may have the right to:
- access your data and receive a copy;
- correct inaccurate data;
- request deletion;
- restrict processing;
- data portability;
- object to processing based on legitimate interests;
- withdraw consent at any time without affecting processing already carried out lawfully;
- lodge a complaint with the President of the Personal Data Protection Office in Poland (UODO) or another competent supervisory authority.
To exercise your rights, email contact@aivavo.com.
9. Providing Personal Data
Providing personal data is voluntary, but required fields are necessary to receive a response, assessment, offer, or appointment. Without them, the form or requested contact may not be completed.
10. Data Security
We use appropriate technical and organizational safeguards, including HTTPS, form protection, access controls, backups, and website security tools. No internet transmission can eliminate all risk.
11. Policy Changes
We may update this Policy when legal, technical, or organizational changes require it. The current version is published on this page.
Last updated: August 14, 2026.
