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    Privacy Policy

    How we process personal data: purposes, legal bases, retention periods and your rights under the GDPR.

    Last updated · 11 May 2026Terms & Conditions

    Note: This is an English translation provided for convenience. The Dutch version of this Privacy Policy is the legally binding version.

    1. Data controller

    The data controller within the meaning of the GDPR is:

    • The AI Group B.V. (trading as ai.nl)
    • Europalaan 400, 3526 KS Utrecht, the Netherlands
    • Chamber of Commerce no.: 90078241
    • Email: info@ai.nl
    • Phone: +31 30 207 2234

    2. What personal data do we process?

    Depending on your contact with us, we may process the following categories of personal data:

    • Contact and identification data: first and last name, role, organisation, email address, phone number, postal address.
    • Content of communications: messages, quotes, order confirmations, feedback and correspondence.
    • Financial and invoicing data: billing address, VAT number, bank account number, payments.
    • Technical and usage data: IP address, browser type, device type, pages visited, click behaviour, referrer and timestamps (via cookies and similar techniques).
    • Account and participant data: data needed to participate in a keynote, training, workshop or event.
    • Marketing preferences: newsletter subscriptions, opt-ins and unsubscribes.

    We do not process special or sensitive personal data as a rule. If you do share such data with us (for example when requesting a training), please limit it to what is strictly necessary.

    3. Purposes and legal bases

    We process personal data solely for the following purposes:

    1. Performance of the agreement: drafting quotes, planning and delivering keynotes, workshops, training, consultancy and invoicing. Legal basis: performance of a contract (art. 6(1)(b) GDPR).
    2. Communication: answering questions, contact requests and complaints. Legal basis: performance of a contract and/or legitimate interest.
    3. Legal obligations: retaining records and invoices for tax authorities. Legal basis: legal obligation (art. 6(1)(c) GDPR).
    4. Marketing and newsletter: sending our newsletter, invitations and commercial information to customers and prospects. Legal basis: legitimate interest (existing customers) or consent (new contacts). You can unsubscribe at any time via the link at the bottom of every mailing.
    5. Website analytics and improvement: measuring visits and use of ai.nl to improve our services. Legal basis: legitimate interest and/or consent (cookies).
    6. Security and fraud prevention: securing our systems and preventing misuse. Legal basis: legitimate interest.
    7. Promotion and reference: including customer names and logos on a reference list, unless agreed otherwise (see also article 15 of our Terms and Conditions). Legal basis: legitimate interest.

    4. Cookies and similar techniques

    ai.nl uses functional, analytical and (with consent) marketing cookies. Functional cookies are required for the site to work. Analytical cookies provide insight into website usage. Marketing cookies are only placed after you give consent and may be used to show relevant content and advertisements. You can adjust your preferences at any time via the cookie settings in your browser.

    5. With whom do we share data?

    ai.nl only shares personal data with third parties to the extent necessary for the purposes set out above or where legally required. This may include:

    • Processors providing services on our behalf, such as hosting, email services, CRM, marketing automation, payment service providers, accounting and analytics. We enter into data processing agreements with these parties.
    • Affiliated companies within The AI Group (including The Automation Group B.V., Proxies and eBrain.ai) where necessary for the performance of an engagement or joint offering, on an appropriate legal basis.
    • Competent authorities where we are legally required to do so.

    We never sell your personal data to third parties.

    6. Transfers outside the EEA

    ai.nl prefers to process data within the European Economic Area (EEA). Where this is not possible, for example because a supplier (partly) operates outside the EEA, we put appropriate safeguards in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission and additional technical and organisational measures.

    7. Retention periods

    We do not retain personal data longer than necessary for the purposes for which they were collected or as legally required. Indicative periods:

    • Quote and contact requests without follow-up: up to 24 months after last contact.
    • Customer and engagement files: up to 7 years after completion (statutory tax retention).
    • Invoices and administration: 7 years (article 52 Dutch General Tax Act).
    • Newsletter data: until you unsubscribe.
    • Log data and cookies: in line with the cookie banner and customary periods, usually up to 24 months.

    8. Security

    ai.nl takes appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. These include access control, encryption of connections (TLS), back-ups and internal policies for handling data.

    9. Your rights

    Under the GDPR you have the following rights:

    • right of access to the personal data we process about you;
    • right to rectification of inaccurate or incomplete data;
    • right to erasure (“right to be forgotten”), insofar as this does not conflict with our statutory retention obligations or a compelling legitimate interest;
    • right to restriction of processing;
    • right to data portability;
    • right to object to processing based on legitimate interest or direct marketing;
    • right to withdraw a previously given consent.

    You can submit a request via info@ai.nl. We will respond within four weeks in principle. We may ask you to verify your identity before handling the request. If you feel we are not handling your request properly, you have the right to lodge a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

    10. Automated decision-making

    ai.nl does not take decisions about individuals based solely on automated processing with legal effects or other significant consequences.

    11. Minors

    Our services are aimed at business users and are not intended for persons under the age of 16. We do not knowingly collect data from minors without consent of a parent or guardian.

    12. Changes

    ai.nl reserves the right to amend this Privacy Policy from time to time, for example due to changes in laws and regulations or new services. The most recent version is always on this page. We actively inform you of significant changes.

    13. Contact

    Do you have questions about this Privacy Policy or about how we handle your data? Please contact us at info@ai.nl or by phone at +31 30 207 2234.

    The AI Group B.V. · Europalaan 400, 3526 KS Utrecht · CoC 90078241