I. INTRODUCTION
Thank you for your interest in Dialog AI Solutions and in the Website and Services we offer. Dialog AI Solutions is a software development company specializing in artificial intelligence products and solutions, offering custom software development services, technical consulting, and AI solution implementation for clients in Romania and worldwide.
The protection of personal data is a very important matter for us. When you enter into any kind of relationship with us, you entrust us with your information, some of which is personal data protected under European and national legislation.
This document (hereinafter referred to as the "Privacy Policy", the "Information Notice", or the "Document") contains the necessary information regarding the use of personal data on the website https://dialog-ai.ro and all its associated subdomains (hereinafter referred to as the "Website").
Please read this document carefully. We recommend that this document be read together with our Terms and Conditions.
This Privacy Policy describes in detail how DIALOG AI SOLUTIONS SRL ("we", "us", "the Company", "the Organization", "Dialog AI", or "the Operator") processes your personal data when you browse our Website, contact us through the contact form, read our Blog, or interact with us in any other way. The purpose of this policy is to provide you with clear, complete, and transparent information regarding the processing of your personal data, the rights you have under Regulation (EU) 2016/679 ("GDPR"), as well as the ways in which these rights can be exercised.
By "personal data" we mean any information about an identified or identifiable natural person ("data subject"); an identifiable person is a person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that person.
The processing of your personal data is always carried out in full compliance with applicable regulations, in particular Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data ("GDPR"), as well as relevant national legislation.
For any questions, requests, or further clarifications regarding this Privacy Policy or how we manage your personal data, we invite you to contact us at the following e-mail address: contact@dialog-ai.ro or at the postal address of our registered office.
II. OPERATOR INFORMATION
Company name: DIALOG AI SOLUTIONS SRL Registered office: Romania, Bucharest, Sector 3, Str. Râmnicu Vâlcea, nr. 8, sc. 1, bl. 1, et. 2, ap. 201 Trade Register number: J40/21736/2023 Tax identification code: 49129963 E-mail: contact@dialog-ai.ro Website: https://dialog-ai.ro
For any requests regarding the processing of your personal data, you can contact us at the e-mail address contact@dialog-ai.ro.
III. OTHER SERVICES, WEBSITES, AND APPLICATIONS
This Privacy Policy does not cover the applications and websites of other third parties that you may reach by accessing links on our Website. This is beyond our control. We encourage you to examine the Privacy Policy of any website and/or application before providing personal data.
IV. CHANGES
We may change this Privacy Policy at any time. All updates and amendments to this Policy are effective immediately upon notification, which we will carry out by posting on the Website and/or notification by e-mail.
V. PERSONAL DATA. PURPOSES. LEGAL BASES
When you browse our Website, when you complete the contact form, when you send us a request by e-mail, or when you contact us for any other purpose and through any other communication channel, you may communicate to us the following personal data, which we collect directly from you or from other sources, as explained in the table below.
Name, e-mail address
Purposes: to respond to your inquiries and requests submitted through the contact form; to communicate with you regarding potential collaboration; to comply with legislation; to prevent fraud and other offences.
Legal bases: performance of steps prior to entering into a contract — Art. 6(1)(b) GDPR; legitimate interest — Art. 6(1)(f) GDPR; legal obligation — Art. 6(1)(c) GDPR.
Phone number (if voluntarily provided)
Purposes: to communicate with you regarding your inquiry or potential collaboration.
Legal bases: legitimate interest — Art. 6(1)(f) GDPR.
Message content (submitted through the contact form)
Purposes: to understand your request and respond appropriately; to evaluate potential collaboration opportunities.
Legal bases: performance of steps prior to entering into a contract — Art. 6(1)(b) GDPR; legitimate interest — Art. 6(1)(f) GDPR.
IP address, browser information, device information, browsing behavior
Purposes: to ensure the security and proper functioning of the Website; to defend against cyber attacks; to prevent fraud; to analyze Website traffic and improve our services.
Legal bases: legitimate interest — Art. 6(1)(f) GDPR.
Although we have made every effort to identify all personal data processed and the purposes thereof, please note that the information above is not exhaustive.
Most personal data is collected directly from you (for example, by completing the contact form on our Website). In addition to the information indicated above, we may also collect the following information, depending on the circumstances:
The way in which you interact with the Website (for example, information about how and when you access our Website or what device you use to access the Website). For more information in this regard, we invite you to also read our Cookie Policy.
Information provided when you complete forms on the Website.
The content of messages sent through the contact form and by e-mail.
We may also process personal data for the following purposes:
To respond to your questions and requests and to provide customer support.
To offer and improve the services we provide.
To diagnose or remedy technical issues.
To defend against cyber attacks.
To comply with legislation, such as compliance with tax legislation that requires us to keep accounting documents for a certain period.
In the unlikely event of a dispute, for the establishment or assertion of a right in court.
VI. OBLIGATION TO PROVIDE DATA AND POSSIBLE CONSEQUENCES OF NOT PROVIDING IT
The provision of the personal data that Dialog AI requests from you through our Website or through other means of communication represents, in certain cases, a necessary requirement for responding to your inquiry or a requirement imposed by applicable legal provisions.
In this regard, your refusal to provide the personal data requested may result in our inability to respond to your inquiries, to communicate with you regarding potential collaboration, or to fulfill specific legal obligations.
Where certain data is optional, you will be explicitly informed that providing such data is not mandatory and you will not suffer any negative consequences if you choose not to provide it.
VII. SOURCES OF PERSONAL DATA
Within our activities, Dialog AI collects personal data directly from you (when you complete the contact form, send us an e-mail, or contact us through other means). We may also collect personal data automatically when you browse our Website (for example: IP address, browser, device used, and online behavior).
VIII. STORAGE PERIOD
We store your personal data only for the period necessary to fulfill the purposes, but no longer than 5 years from the last interaction with us. After the expiry of the period, personal data will be destroyed or deleted from our IT systems or transformed into anonymous data for use in scientific, historical, or statistical research purposes. Please note that in certain situations expressly regulated by law, we store data for the period imposed on us by law.
IX. RECIPIENTS OF PERSONAL DATA
In order to fulfill our contractual and legal obligations, your personal data may be transmitted to various categories of recipients, including public authorities and third-party contractual partners. Dialog AI may communicate personal data to IT service providers, website hosting and maintenance service providers, as well as to legal and accounting service providers for the purpose of complying with legal obligations.
We may also transmit your personal data to public authorities (for example, tax authorities, control and supervisory bodies) when we are legally required to provide them or when this is necessary to defend our legitimate rights.
In all situations, Dialog AI ensures that the transmission of your personal data is carried out in compliance with applicable legislation, on the basis of appropriate technical and organizational measures, and only if the recipients of the data guarantee their protection in accordance with the standards imposed by Regulation (EU) 2016/679.
X. INTERNATIONAL TRANSFERS
The transfer of personal data to a third country may only take place if the country to which the transfer is intended ensures an adequate level of protection. The transfer of data to a country whose legislation does not provide a level of protection at least equal to that offered by the GDPR is only possible if there are sufficient guarantees regarding the protection of the fundamental rights of data subjects. These guarantees will be established by us through contracts concluded with the suppliers/service providers to whom the transfer of your personal data will be made. Whenever we transfer your personal data outside the European Economic Area (EEA), we will ensure that a similar level of protection exists through one of the following data protection mechanisms provided by the GDPR.
You can contact us at contact@dialog-ai.ro if you would like more information about international data transfers.
XI. MARKETING
Dialog AI does not currently conduct direct marketing campaigns. Should we decide to engage in marketing activities in the future, we will update this Privacy Policy accordingly and will only process your personal data for marketing purposes where we have obtained your prior consent or where there is a legal exception from obtaining consent.
Should you receive any commercial communications from us, you can object to direct marketing and/or withdraw your consent at any time by following the unsubscribe instructions in each communication or by sending a request to contact@dialog-ai.ro.
XII. PROFILING AND AUTOMATED DECISIONS
We do not make automated decisions with legal effects or significant impact on you.
XIII. RIGHTS UNDER THE GDPR
Your rights under the GDPR are the following:
(a) Right to be informed about the processing of your data.
(b) Right of access to data. You have the right to obtain from us confirmation as to whether or not personal data concerning you is being processed and, if so, access to the data and the information provided for in Art. 15(1) of the GDPR.
(c) Right to rectification of inaccurate or incomplete data. You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data concerning you.
(d) Right to erasure ("right to be forgotten"). In the situations provided for in Art. 17 of the GDPR, you have the right to request and obtain the erasure of personal data.
(e) Right to restriction of processing. In the cases provided for in Art. 18 of the GDPR, you have the right to request and obtain the restriction of processing.
(f) Right to data portability. In accordance with Art. 20 of the GDPR, you have the right to "port" your personal data to another operator.
(g) Right to object to data processing. In the cases provided for in Art. 21 of the GDPR, you have the right to object to data processing.
(h) Right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or similarly significant effects on you.
(i) Right to seek judicial remedy for the defense of your rights and interests.
(j) Right to lodge a complaint with a Supervisory Authority.
Name: Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (The National Supervisory Authority for Personal Data Processing) Address: B-dul G-ral. Gheorghe Magheru nr. 28-30, Sector 1, postal code 010336, Bucharest, Romania Phone: +40.318.059.211 or +40.318.059.212 E-mail: anspdcp@dataprotection.ro
Please note that:
(1) In situations where the processing of your data is based on consent pursuant to this information notice, you can send a request to withdraw your consent to the e-mail address contact@dialog-ai.ro.
(2) If you wish to exercise your rights, you can do so by sending a written, signed, and dated request to the e-mail address: contact@dialog-ai.ro.
(3) The rights listed above are not absolute. There are exceptions, and therefore each request received will be analyzed in order to decide whether it is well-founded or not. To the extent that the request is well-founded, we will facilitate the exercise of your rights. If the request is unfounded, we will reject it, but we will inform you of the reasons for the refusal and of your rights to lodge a complaint with the Supervisory Authority and to seek judicial remedy.
(4) We will endeavor to respond to your request within one month. However, the deadline may be extended by a further two months depending on various aspects, such as the complexity of the request, the large number of requests received, or the impossibility of identifying you within a useful timeframe.
(5) If, despite all our efforts, we are unable to identify you, and you do not provide us with additional information to enable us to identify you, we are not obliged to comply with the request.
For any other information, you can contact us at contact@dialog-ai.ro.