Privacy Policy

1. Introduction

AlenAI ("we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI assistant platform. This policy complies with the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

2. Data Controller

The data controller responsible for processing your personal data is:

3. What Data We Collect

We collect the following categories of data:

• Account Information: Email address, name, and authentication credentials
• Conversation Data: Messages, voice transcripts, and AI responses
• Uploaded Content: Documents, images, and files you share with the AI
• Usage Data: Feature usage, session logs, and performance metrics
• Technical Data: IP address, browser type, device information, and cookies

4. Legal Basis for Processing

We process your personal data based on the following legal grounds under GDPR:

• Contract Performance (Art. 6(1)(b) GDPR): Processing necessary to provide our services
• Consent (Art. 6(1)(a) GDPR): For optional features and marketing communications
• Legitimate Interest (Art. 6(1)(f) GDPR): For security, fraud prevention, and service improvement
• Legal Obligation (Art. 6(1)(c) GDPR): To comply with applicable laws

5. How We Use Your Data

• Provide, maintain, and improve our AI assistant services
• Process your conversations and generate AI responses
• Store your memory and preferences for personalized experiences
• Ensure security and prevent abuse of our platform
• Communicate with you about service updates and support
• Comply with legal obligations and enforce our terms

6. AI Processing and Third-Party Services

To provide AI capabilities, we use third-party language models including Google Gemini and MiniMax. Your conversations may be processed by these providers. We have data processing agreements (DPAs) in place with all third-party providers to ensure GDPR compliance.

We do not use your personal data to train third-party AI models without your explicit consent.

7. Data Retention

We retain your data for as long as necessary to provide our services or as required by law:

• Conversation history: Retained until account deletion
• Account information: Retained until account deletion + 30 days grace period
• Usage logs: Retained for 12 months for security and debugging
• Deleted data: Permanently removed within 90 days

8. Your Rights Under GDPR

As a data subject, you have the following rights:

• Right to Access (Art. 15): Request a copy of your personal data
• Right to Rectification (Art. 16): Correct inaccurate data
• Right to Erasure (Art. 17): Request deletion of your data ("Right to be Forgotten")
• Right to Restriction (Art. 18): Limit how we process your data
• Right to Data Portability (Art. 20): Export your data in a portable format
• Right to Object (Art. 21): Object to processing based on legitimate interest
• Right to Withdraw Consent: Withdraw consent at any time

To exercise your rights, contact us at privacy@alen-ai.com. We will respond within 30 days as required by law.

9. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption at rest (AES-256) and in transit (TLS 1.3)
• Access controls and authentication requirements
• Regular security assessments and penetration testing
• Data processing agreements with all subprocessors
• Employee training on data protection practices

10. International Data Transfers

Your data is primarily stored on servers within the European Union. When we transfer data outside the EU (e.g., to AI providers), we ensure adequate protection through:

• EU Standard Contractual Clauses (SCCs)
• Adequacy decisions by the European Commission
• Data Processing Agreements with third parties

11. Cookies and Tracking

We use cookies and similar technologies for:

• Authentication and session management (essential)
• Remembering your preferences (functional)
• Analytics to improve our service (optional, with consent)

12. Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

Email: privacy@alen-ai.com

You also have the right to lodge a complaint with the supervisory authority:

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through our platform. The updated policy will be effective immediately upon posting.