Effective 21 September 2026.

Privacy and your data

This notice covers the AiAdvisors website, conversations with Alicja and business enquiries. Alicja is an AI assistant. You can email Romuald directly instead.

romuald@aiadvisors.pl

Who is responsible

The controller is Romuald Członkowski, trading as AiAdvisors, Polish tax ID (NIP) 1181924948, REGON 364452361. For data requests, withdrawing consent or contacting a person, email romuald@aiadvisors.pl.

During a conversation

Your microphone starts after you click the orb and allow access in your browser. Audio is sent to Microsoft Azure to understand your speech and generate replies. AiAdvisors does not save an audio recording file. We retain a transcript and session details: time, language, the page where you started, browser information, a hash of the IP address and diagnostic information. Ending the call stops the microphone. Minimizing the window does not end the call.

Contact form and booking

The form is optional. We ask for your name, email and consent to contact you about your enquiry. We also record the business information, needs and arrangements you provide. Consent does not subscribe you to a newsletter. Submitting the form does not itself book a meeting: Alicja asks you to confirm the time. Cal.com handles the booking and invitation. We do not verify ownership of an email address; Alicja does not disclose previous conversations or change existing bookings. Use the links in your own invitation to manage them.

Purposes and legal bases

We handle enquiries and prepare consultations at your request under GDPR Article 6(1)(b) where this involves steps before a contract with you; otherwise Article 6(1)(f), our legitimate interest in handling business enquiries. Follow-up after the form relies on consent, Article 6(1)(a). Security, abuse prevention, diagnostics and service quality rely on Article 6(1)(f). Legally required records rely on Article 6(1)(c). You may withdraw consent at any time without affecting the lawfulness of earlier processing.

Service providers

Vercel hosts the website and provides analytics. Our voice server and database use Hetzner infrastructure; AiAdvisors runs the n8n automations. Microsoft Azure processes audio, conversation content and summaries. Cal.com handles bookings and invitations. Mailgun's EU region delivers enquiry reports to AiAdvisors; Google Workspace supports correspondence and enquiry records. We may also use publicly available company information to prepare for contact. Authorised personnel and providers access data only as needed for these tasks.

International processing

Some providers may process data outside the European Economic Area. Where this happens, GDPR transfer mechanisms apply, in particular adequacy decisions or standard contractual clauses. You can contact the controller for information about applicable safeguards and a copy of them. We do not claim that all processing is confined to the EU.

Retention

Transcripts, session diagnostics, working company research and quality evaluation data are removed from Alicja's database after 30 days through a daily cleanup. Enquiry details and summaries are kept for up to 12 months after the last contact. Technical n8n execution history is pruned after 7 days. Email reports and booking records follow the same enquiry-handling purpose and period; their removal is part of the controller's procedure. Contract, accounting or specific dispute records are kept separately for statutory periods or as needed to establish, exercise or defend legal claims. Providers' separate security logs follow their terms, linked below.

Your rights

You may request access, rectification, erasure or restriction of processing. Where the GDPR provides, you also have rights to portability and to object to processing based on legitimate interests. You can withdraw consent and complain to the President of the Polish Personal Data Protection Office (uodo.gov.pl), or your competent supervisory authority. We may need information to verify your identity and protect your data. Do not send a password or an identity document unless specifically requested.

AI and your choices

AI makes a preliminary assessment of how an enquiry fits AiAdvisors services and suggests a next step. You can ask for human contact or challenge the assessment by emailing us. An AI response is not a contractual offer or commitment. Without contact details, we cannot send an invitation or follow-up, but you can still browse and ask about services. Do not share passwords, identity document numbers, health information or other people's confidential data.

Analytics and browser storage

We use Vercel Web Analytics for aggregate visit and booking-link statistics. Booking-click events contain the page path, not conversation content or form details. According to Vercel's documentation, analytics does not use third-party cookies and visitor identifiers expire after 24 hours. The widget does not save transcripts or form details in localStorage. Your browser manages microphone permission; you can revoke it in browser settings.