Legal
Last updated: 26 October 2026
AiCOAG respects your privacy and is committed to handling personal data responsibly and transparently.
This Privacy Policy explains how AiCOAG collects, uses, stores and shares personal data when you visit our website, contact us, book a Discovery Call, become a client, or interact with services operated or managed by AiCOAG.
It also covers personal data submitted through the AI Business Assessment embedded on our booking pages.
AiCOAG is based in Amsterdam, the Netherlands and operates in accordance with applicable data protection law, including the General Data Protection Regulation (GDPR).
AiCOAG is an AI Growth Partner providing managed business services and technology capabilities, including:
For personal data collected directly through the AiCOAG website, the Discovery Call process, sales enquiries and AiCOAG's own business operations, AiCOAG generally acts as the data controller.
When AiCOAG processes personal data on behalf of a client while providing services, AiCOAG may act as the data processor and the client may act as the data controller. Where required, these relationships are governed by appropriate contractual and data processing arrangements.
Depending on the interaction and the service involved, AiCOAG may process the following categories of personal data:
Where applicable to AiCOAG services:
AiCOAG does not necessarily collect every category above; the data processed depends on the interaction and, where applicable, the service configured.
Personal data may be obtained:
AiCOAG uses personal data for the following purposes and legal bases:
| Purpose | Examples | Legal basis |
|---|---|---|
| Responding to enquiries and arranging Discovery Calls | Contacting prospects, scheduling meetings, preparing for meetings. | Steps taken at the individual's request before entering into a contract, and/or legitimate interests. |
| Assessing and qualifying AI Business Assessment submissions | Reviewing applications, scoring business relevance, prioritising follow-up. | Steps taken at the individual's request before entering into a contract, and/or legitimate interests. |
| Consultation preparation and appointment scheduling | Preparing for a consultation and arranging a booking through Cal.com where appropriate. | Steps taken at the individual's request before entering into a contract, and/or legitimate interests. |
| Providing contracted AiCOAG services | Operating configured services, managing client accounts, delivering agreed services. | Performance of a contract, and legitimate interests where appropriate. |
| Customer communications | Answering questions, routing enquiries, processing bookings or appointments where configured. | Depends on the client relationship and processing context; may include contract, legitimate interests or another lawful basis determined by the relevant controller. |
| Business development | Relevant B2B communication and identifying potential business opportunities. | Legitimate interests where applicable, subject to applicable electronic communications and direct marketing rules. |
| Improving and securing services | Troubleshooting, security, service improvement and fraud prevention. | Legitimate interests. |
| Analytics | Understanding website performance and visitor interaction. | Consent where required. |
| Advertising and campaign measurement | Measuring advertising effectiveness and attribution. | Consent where required. |
| Legal and regulatory obligations | Accounting, responding to lawful requests, protecting legal rights. | Legal obligation and/or legitimate interests. |
Our booking pages embed a four-step AI Business Assessment that is hosted and processed through consulting.aicoag.com, another website operated by AiCOAG. Information you submit through the assessment is stored in AiCOAG's private Consulting lead-management system, with attribution showing that it originated from the AiCOAG website.
The assessment asks for contact information, business information and answers about your business needs and challenges. Submitted applications are evaluated against business-relevance criteria using deterministic, rule-based scoring performed internally. Applicant answers are not transmitted to external AI models. Scoring helps AiCOAG review enquiries, prioritise follow-up and determine whether a consultation is appropriate; decisions about follow-up and consultations are reviewed by AiCOAG personnel and are not made solely through automated processing.
Submitting the assessment does not automatically guarantee a meeting. Where appropriate, AiCOAG may contact you by email and invite you to book a free 30-minute consultation using Cal.com, our consultation scheduling provider.
Consultation invitations and rejection emails are triggered by an authorised administrator after reviewing the application.
Assessment applications are managed by authorised AiCOAG personnel through a restricted, private admin dashboard. Access is limited to personnel who need it to handle enquiries.
Some AiCOAG services use artificial intelligence to process and respond to information.
Depending on the service configuration, AI systems may assist with:
AI-generated responses can be imperfect. AiCOAG services should not be relied upon as a substitute for qualified professional judgement in areas such as medical, legal, financial or other regulated advice.
Where AiCOAG processes information through an AI service on behalf of a client, the client's privacy obligations and instructions may also apply.
AiCOAG does not currently intend its website Discovery Call and AI Business Assessment processes to make decisions producing legal or similarly significant effects solely through automated processing.
Some voice services may support call recording or transcription where configured by the client and permitted by applicable law. Whether recording or transcription is enabled depends on the specific client implementation.
Where required, appropriate notice, consent or another lawful basis must be established before recording or transcription is used.
AiCOAG clients are responsible for ensuring that their use of configured communication services complies with laws applicable to their business and callers, while AiCOAG implements agreed processing instructions and appropriate safeguards within its role.
Where a business chooses to use third-party communication channels such as WhatsApp, information may also be processed by the provider of that channel under its own terms and privacy practices.
AiCOAG does not control the independent data processing activities of third-party communication platforms.
AiCOAG may use carefully selected service providers to operate its business and services, including categories such as:
These providers may process data only as necessary for their role and subject to applicable contractual or legal safeguards.
For the Consulting assessment workflow, AiCOAG uses Lovable Cloud with managed PostgreSQL for its backend and database, Cloudflare infrastructure and Lovable Email for email delivery. Cal.com is used for consultation scheduling and Google Meet for consultation meetings. The Consulting database is hosted on AWS in the eu-north-1 region (Stockholm, Sweden). The assessment experience also loads Google Fonts externally, as described below.
Hosting the Consulting database in Sweden does not mean that all assessment-related processing remains within the EU or the European Economic Area. Infrastructure, email, scheduling, meeting and font services may involve processing elsewhere. The precise downstream email subprocessors, Cal.com account data residency and all international processing locations have not been independently verified.
Some technology providers used by AiCOAG or its clients may process personal data outside the European Economic Area.
Where GDPR rules apply to such transfers, AiCOAG will use an applicable transfer mechanism or safeguard where required, which may include:
AiCOAG retains personal data only for as long as reasonably necessary for the purpose for which it was collected, including to:
For AI Business Assessment applicants who do not become customers, AiCOAG has adopted a retention policy of 12 months from the last meaningful interaction. This is the intended retention period for those applications and related follow-up records, subject to applicable exceptions.
The 12-month rule is configured in the Consulting system, but the retention sweep currently operates in DRY-RUN mode: it identifies records that would be eligible for deletion without deleting them. Automated deletion is not active. The policy therefore does not mean that every record is automatically deleted exactly at 12 months.
Customer records and records subject to a legal hold are excluded from this assessment retention rule. They remain subject to their applicable retention requirements, including contractual, legal, accounting or regulatory obligations and the preservation of records needed to establish, exercise or defend legal claims.
Retention periods may vary according to:
When personal data is no longer required, it will be deleted, anonymised or otherwise handled in accordance with applicable requirements.
AiCOAG may send relevant business communications where legally permitted. Where consent is required, AiCOAG will request it.
You can object to or unsubscribe from marketing communications at any time.
Submitting a Discovery Call form or the AI Business Assessment does not automatically subscribe you to marketing communications.
AiCOAG uses appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, disclosure and destruction.
No method of electronic transmission or storage can be guaranteed to be completely secure.
Where applicable, you may have the right to:
Requests can be sent to info@aicoag.com. We may request identity verification where reasonably necessary.
The AI Business Assessment may involve automated scoring to help prioritise enquiries, but AiCOAG does not make decisions with legal or similarly significant effects about you based solely on automated processing through the assessment. Where profiling or automated processing is used, you may have the right to obtain human intervention, to express your point of view and to contest a decision, where applicable.
You have the right to lodge a complaint with the competent data protection supervisory authority. For AiCOAG in the Netherlands, this is the Autoriteit Persoonsgegevens.
If you have a privacy concern, we would welcome the chance to address it first — please contact us at info@aicoag.com.
AiCOAG's website and business services are intended for businesses and professional users and are not directed at children. AiCOAG does not knowingly use its website to solicit personal information from children.
When you interact with an AiCOAG-powered service operated for one of AiCOAG's clients, the client may be the controller responsible for determining why and how your personal data is processed. In those circumstances, AiCOAG may process the data on the client's behalf.
Questions about the client's use of your personal data should generally be directed to that business, although AiCOAG will assist clients with applicable data protection obligations where required.
Our website may link to third-party websites or services. AiCOAG is not responsible for the independent privacy practices of those third parties, and we encourage you to review their privacy policies.
AiCOAG may update this Privacy Policy when services, technology, legal requirements or processing activities change. The current version and "Last updated" date will always be published on this page.
