Privacy Policy

Last updated: 17/04/2025

1. Introduction

At Xaipix LLC we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website https://aipix.ai/ in compliance with applicable data protection regulation to users.

Reading this Privacy Policy will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed, we are controller according to the EU General Data Protection Act.

If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@xaipix.com.

2. Information We Collect

We collect personal data through our website forms when you interact with it:

• Names;

• Email;

• Phone number;

• Company name;

• Country;

• Optional additional information;

• Log files; 

We do not process sensitive personal information. We may also receive information from marketing partners, social media platforms, and other outside sources (LinkedIn, Facebook (Meta)).

We collect certain technical information through log files when you visit our website. This includes your IP address, browser type, operating system, referring URLs, and pages visited. Log files are used for security, troubleshooting, and analytical purposes to improve our services. This data is stored securely and is not used to personally identify you.

• Cookies;

Our website uses cookies and similar tracking technologies to enhance user experience, analyze website traffic, and personalize content. Cookies help us remember your preferences and improve site functionality. Some cookies are essential for website operation, while others are used for analytics and advertising purposes. For more details on how we use cookies, the types of cookies we set, and how you can manage your cookie preferences, please refer to our Cookie Policy.

3. How We Use Your Information and the Legal Basis for Processing

We use the information we collect in various ways, including to:

• Provide, operate, and maintain our website;

• Improve, personalize, and expand our website;

• Understand and analyze how you use our website;

• Responding to inquiries and communication requests.

• Marketing and advertising (only with consent).

• Compliance with legal obligations.

We process personal data in accordance with applicable data protection laws and rely on the following legal bases:

• We process your personal data when it is necessary to fulfill our contractual obligations or to take steps at your request before entering into a contract. This includes processing data when you request services or communicate with us regarding a contract.

•  We may process your data when it is necessary for our legitimate business interests, provided that these interests do not override your rights and freedoms. This includes improving our website and services, ensuring security, preventing fraud, analyzing usage trends, and providing customer support.

• Where required by law, we rely on your consent to process your personal data, such as for sending marketing emails or using non-essential cookies. You have the right to withdraw your consent at any time.

• In certain cases, we are required to process personal data to comply with legal obligations, such as tax regulations, anti-fraud measures, compliance with court orders, or responding to lawful government requests.

If you have any questions about the legal bases we rely on, or if you wish to exercise your rights regarding your personal data, please contact us at privacy@xaipix.com.

4. When and With Whom We Share Your Personal Information

We may share your personal data with third parties in certain circumstances.

Service Providers and Business Partners: We collaborate with trusted third-party service providers that assist in operating our website, delivering services, analyzing performance, and managing marketing activities. These providers process data on our behalf and you can review their privacy policies to understand how they handle your data.

• Google Analytics (Privacy Policy) for monitoring website performance and user behavior.

• Marketing and Customer Engagement Tools, such as HubSpot (Privacy Policy) for customer relationship management and lead tracking.

• Advertising Platforms, including LinkedIn (Privacy Policy), Meta (Privacy Policy)  for targeted advertising and marketing campaigns.

We may disclose your personal data if required to comply with legal obligations, respond to lawful requests from authorities, enforce our policies, or protect our rights, privacy, safety, or property. This includes responding to subpoenas, court orders, or regulatory requirements.

If we are involved in a merger, acquisition, asset sale, or restructuring, your personal data may be transferred as part of the transaction. We will ensure that any acquiring entity honors the commitments made in this Privacy Policy.

In specific cases, we may share data with other parties when you have given explicit consent or when necessary to fulfill contractual obligations.

We take appropriate security measures to ensure that any shared data is handled in compliance with applicable data protection laws. If you have questions about how we share your personal information, please contact us at privacy@xaipix.com.

We do NOT sell personal data.

5. User Rights 

If you are located in the European Economic Area, United Kingdom or Switzerland, you have the following rights regarding your personal data:

• Right to Access. You can request a copy of the personal data we hold about you.

• Right to Correction (Rectification). If your personal data is incorrect or incomplete, you can ask us to correct or update it.

• Right to Erasure ("Right to be Forgotten"). You can ask us to delete your personal data in certain cases, such as when it is no longer needed, or you withdraw your consent.

• Right to Restrict Processing. You can ask us to temporarily stop using your data.

• Right to Object. You can object to us processing your personal data if we use it for marketing purposes (you can opt-out anytime) or we process your data based on legitimate interest, and you believe your rights override our interests.

• Right to Data Portability. You can request to receive your data in a structured, commonly used format and ask us to transfer it to another service provider if technically possible.

• Right to Withdraw Consent.  If we process your data based on your consent (e.g., marketing emails, cookies), you can withdraw consent at any time. This will not affect past processing before withdrawal.

• Right to Lodge a Complaint. If you believe we are not handling your data properly, you have the right to file a complaint with the Polish Data Protection Authority (UODO) – https://uodo.gov.pl/ or Your country’s data protection authority.

To make a request, please contact us at privacy@xaipix.com. We will respond within one month unless the request is complex, in which case it may take longer.

US residents

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

• Right to Know (Access).  Request the categories and specific pieces of data collected. This includes the right to request specific pieces of personal data collected about you in the past 12 months, provided in a portable and readily usable format.

• Right to Correct. Request correction of inaccurate personal data.

• Right to Delete. Request deletion of personal data.

• Right to Opt-Out of Sale/Sharing.  Stop the sale or sharing of personal data for targeted advertising.

• Right to Data Portability.  Receive data in a structured format.

• Right to Appeal.  If a request is denied, users can appeal.

To exercise your rights, contact at privacy@xaipix.com. For certain rights, you may be required to verify your identity to ensure the security of your personal data. We will respond within 45 days (or 15 days for opt-out requests in some states).

6. Data Retention

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. For marketing communications, unsubscribing from emails we will immediately stop further processing, but basic contact records may be retained to prevent future unwanted communication.

7. Data Transfers 

Your data may be processed and shared internationally with subcontractors and partners as described in this Privacy Policy. This means your information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those in your jurisdiction.  We rely on mechanisms such as Standard Contractual Clauses (SCCs), adequacy decisions where applicable, and additional technical and organizational measures, including encryption and pseudonymization, to safeguard your data. Your submission of personal data and continued use of our services represents your acknowledgment of these international transfers. 

8. Security Measures

We have established and maintained appropriate technical and organizational security measures to safeguard the personal information we process. These measures are designed to prevent unauthorized access, disclosure, alteration, or destruction of your data. Our security framework includes but not limited: data encryption, regular security audits and risk assessments to detect and mitigate vulnerabilities, firewall and intrusion detection systems to prevent unauthorized access, employee training and internal policies to ensure compliance with data protection laws.

9. Children's Privacy

We do not knowingly collect, solicit, or market to individuals under 18 years of age. By using our services, you confirm that you are at least 18 years old or that you are a parent/guardian consenting to a minor’s use of our services. If you believe that we have collected information from a minor, please contact us at privacy@xaipix.com so that we can take appropriate action.

10. Updates to This Privacy Policy

We may update this Privacy Policy. The latest version will always be available on our website.