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Privacy Policy (AI Email Assistant)

Last updated: January 24th, 2025

This privacy policy explains how Altek AI AS ("we", "us", "our") collects, uses, and protects your personal information when you use our AI Email Assistant Outlook Add-in ("the Add-in"). We are committed to ensuring that your privacy is protected and to complying with the General Data Protection Regulation (GDPR) and other relevant data protection regulations.

1. Information We Process

When you use our AI Email Assistant Add-in, we process:

  • Email content and subject lines
  • Email attachments
  • Metadata associated with emails (timestamps, sender/recipient information)
  • Information retrieved from connected hotel systems (booking engine, PMS, restaurant systems)

2. How We Use Your Information

We use the collected information to:

  • Process and analyze email content to generate appropriate responses
  • Interface with hotel systems to retrieve relevant information
  • Improve our AI model"s performance and accuracy
  • Provide technical support and troubleshooting
  • Ensure the security and proper functioning of the Add-in

3. Data Storage and Security

All data is processed and stored within the EU/EEA. We implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls and authentication measures
  • Employee training on data protection and security

4. Data Breach Procedures

While we have robust security measures in place, we are committed to actively safeguarding your data and continuously improving our protection efforts.

  • Detection and Response: We have procedures in place to detect, report, and investigate personal data breaches, ensuring that appropriate actions are taken promptly.
  • Notifications: In the event of a data breach, we will notify the affected organizations and supervisory authorities as required by law.

5. Legal Basis for Processing

Our processing relies on legitimate interests and your consent. By using our services, you consent to the processing of your emails and attachments by the Add-in.

6. Data Anonymization and De-identification

When storing data for service improvement purposes, we use recognized anonymization and de-identification measures in accordance with EU regulations. Personal identifiers are removed or masked to ensure that the data cannot be linked back to specific individuals.

7. Data Retention

We retain processed emails and generated responses for six months to ensure proper functionality and support. After this period, the data is automatically deleted from our systems.

8. Third-Party Access

We may share your information with:

  • Hotel systems necessary for processing requests (booking engine, PMS, etc.)
  • Cloud service providers for infrastructure and processing
  • AI model providers for email processing

All third parties are bound by data processing agreements ensuring the security and confidentiality of your data.

9. Your Rights

Under GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate personal data
  • Request deletion of your personal data
  • Object to processing of your personal data
  • Request restriction of processing
  • Data portability

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.

11. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

Company: Altek AI AS
Address: Industrigata 40, 0357 Oslo, Norway
Email: hello@altek.ai