Privacy Policy

Collabix.ai B.V. (“we”, “our” or “us”) is committed to protecting your privacy and ensuring transparency about how your personal data is used. This Privacy Policy explains how we collect, process and safeguard personal data when you interact with our website, platform, and services in accordance with the General Data Protection Regulation (GDPR) and other applicable EU laws.

Who We Are

Collabix.ai B.V. is a technology company headquartered in Amsterdam, the Netherlands. We develop AI-powered collaboration software that helps teams run better meetings, manage workflows, and align around business outcomes through our AI avatar, Living Knowledge Matrix, and Methodology Engine.

For purposes of the GDPR, Collabix.ai B.V. is the data controller of your personal data.

Data We Collect

We may collect and process the following categories of personal data:

• Identity Data: Name, role/title, organization name (if applicable)
• Contact Data: Email address, phone number, LinkedIn (optional)
• Account Data: Login credentials, subscription status, user preferences
• Project & Team Data: Information shared during onboarding or AI-guided sessions (e.g. team goals, workflows, roles)
• Technical Data: IP address, device info, browser type, OS, language settings
• Usage Data: Interactions with the platform, session logs, performance metrics, meeting transcripts (if applicable)
• Communication Data: Emails, support messages, chatbot logs
• Marketing Preferences: Newsletter opt-ins, communication consent

We do not intentionally collect sensitive personal data (e.g. religion, health, racial origin).

How We Collect Your Data

We collect personal data through:

• Direct interactions: When you register, use the platform, join the waitlist, sign up for a pilot, or contact support
• Automated technologies: Via cookies, log files, and third-party analytics
• Third-party integrations: When you connect tools like Slack, Jira, or Miro

Why We Process Your Data

We process personal data for the following purposes:

• To register users and onboard teams
• To configure personalized workflows, methodologies, and AI assistance
• To provide, maintain, and improve our platform
• To facilitate real-time meetings and capture collaborative insights
• To monitor platform performance and usage patterns
• To communicate updates, product changes, and support information
• To comply with legal obligations

Legal bases for processing include:

• Your consent
• Performance of a contract
• Our legitimate interests (e.g., product improvement, fraud prevention)
• Compliance with legal obligations

Data Sharing

We do not sell personal data.

We may share data with:

• Internal team members and contractors under NDA, for development or support purposes
• Trusted subprocessors and SaaS vendors (e.g. hosting, analytics, CRM)
• Tool integrations you enable (e.g. syncing tasks to Jira)
• Authorities or legal entities if required by law or to protect legal rights

All third-party vendors we work with are GDPR-compliant and operate under data processing agreements (DPAs).

International Transfers

Some data processors may be located outside the European Economic Area (EEA). In such cases, we ensure that appropriate safeguards (e.g., Standard Contractual Clauses) are in place to protect your data.

Data Retention

We retain data:

• As long as needed for the purposes outlined above
• In line with legal obligations (e.g., audit logs, payment records)
• Based on user role (e.g., pilot participants vs. subscribed accounts)

Your Rights (under GDPR)

You have the right to:

• Access the data we hold about you
• Correct or update inaccurate data
• Delete your data (“right to be forgotten”)
• Restrict or object to processing in certain circumstances
• Data portability, where applicable
• Withdraw consent at any time

To exercise your rights, contact us at: info@collabix.ai

You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens (Dutch DPA): autoriteitpersoonsgegevens.nl

Cookies & Tracking

We currently do not use traditional cookies.

Instead, we may use cookieless tracking technologies (e.g. local storage, server-side analytics) that do not identify users individually and are used only to improve performance, measure engagement, and understand feature usage.

You can still use browser settings to block or restrict any tracking technologies.

Data Security

We implement technical and organizational safeguards including:

• End-to-end encryption (data at rest and in transit)
• Role-based access control (RBAC)
• Secure cloud infrastructure (Azure)
• Audit logs and access tracking
• Regular security testing and risk assessments

Contact Us

Collabix.ai B.V.
Singel 542, 1017 AZ Amsterdam, Netherlands
info@collabix.ai