Personal data processing policies

Digitask sro, Company ID: 10684395, with its registered office at Drobného 555/49, 602 00 in Brno, registered in the Commercial Register kept by the Regional Court in Brno under file number C 122203 (hereinafter referred to as ” Digitask sro “), operates the online portal Aibility.org (hereinafter referred to as the ” Portal “), which serves as an electronic platform offering digital innovations and IT experts and companies, and which aims to connect these entities with Digitask sro customers for individual projects or long-term cooperation.

Digitask sro is the controller of your personal data.

All requests regarding the provision of information or processing of personal data can be sent to aimee@aibility.org.

The information we collect about you, its legal basis and purpose

From the moment you register on the Portal, we collect the following information about you:

1. Name
2. Surname
3. E-mail
4. Password
5. Registration date and time
6. Date and time of last activity on the Portal
7. Content preferences
8. User type
9. Profile photo
10. Membership in the organization
11. Role in the organization
12. Team membership in the organization
13. What terms are you searching for?
14. Do you have an active session?
15. Billing information
16. Telephone number
17. How big of an organization are you from?
18. Setting up email newsletter subscription
19. Website address
20. Company logo
21. Description, type and categorization of services provided
22. Competence of the supplier, selected employees or company partners

Unless otherwise stated, personal data is processed on the basis of Article 6(b) GDPR for the purpose of fulfilling the contract (you have ordered a service and we are required to provide it under the contract), Article 6(f) GDPR for the purpose of legitimate interest (when we have the opportunity to inform you about similar services that you have already ordered from us) and for the purpose of fulfilling obligations under Article 6(c) GDPR (when we are required to store, for example, invoices, etc. for control purposes, due to the fulfillment of obligations towards public authorities).

Information required for registration and login

The information required for registration includes:

• name
• surname
• e-mail
• password

Your first and last name are used to identify you on the Portal and to ensure that you are a real person.

Your email and password are your login details for the Portal. Without them, you would not be able to log in.

Portal activity data

Activity data on the Portal includes:

• date and time of registration
• date and time of last activity
• whether you have an active session

We store the date and time of your registration so that we know when you are a registered user and when our contractual relationship begins.

We store the date and time of your last activity so that we know if you are interested in the content of our Portal.

We store information about your active session for two reasons. The first reason is so that you don’t have to log in every time you visit our site. We recognize you based on your active session and log you directly into your account.

Content activity

This area includes information related to the content you are searching for on the Portal.

We store this information to determine what content interests you and, based on this, to recommend other, more relevant services to you.

We store search terms to improve our content. We are far from covering all areas that may interest you. And if a search term appears frequently in searches for which we do not yet have the necessary service or content, this is a signal for us to prepare such a service or content. At the same time, it allows us to better index the content of our Portal so that it can be easily searched.

Service rating

If you decide to rate our services and Portal content, we will save this rating. We use it as feedback and also display it as information for other users who decide to use the offered service to see how other Portal users rate the service.

Email communication to you

There are 3 main areas of emails falling under email communication towards you:

• necessary transactional emails
• transactional emails that can be turned off
• newsletters

Necessary transactional emails

Necessary transactional emails are emails that contain information necessary for your account to function.

Examples of necessary transactional emails include emails with a password reset link, emails with a link confirming a valid email upon registration, emails announcing changes to terms and conditions, etc.

These emails cannot be turned off, as they would prevent you from using your account or could be a breach of contract. These emails never contain any commercial communications.

Opt-out transactional emails

Opt-out transactional emails are emails that are sent to you automatically based on your behavior within the Portal.

Examples of transactional emails that can be turned off are emails with an overview of your content viewing statistics for a selected period, emails in case of prolonged inactivity, emails requesting a service rating or feedback, etc.

These transactional emails are usually not in the nature of a commercial communication, but this is not always the rule, especially due to different understandings of the term commercial communication.

Newsletters

Newsletters are e-mails that are usually not sent to you automatically based on your behavior on the Portal and, if they are, require a special opt-in.

We distinguish three types of newsletters:

• regular newsletter
• other newsletters
• newsletters with special opt-in

We send a regular newsletter  once every 7 days. In the regular newsletter, we send you tips on digital innovations.

Other newsletters  are irregular newsletters that we send on the occasion of various interesting events. The content of these newsletters is variable. As well as, due to their nature, the time of sending.

The first two types of newsletters are sent to you based on your registration. You can unsubscribe from these newsletters in each email in the footer. By unsubscribing from one newsletter, you will unsubscribe from both types of newsletters at once. We can also unsubscribe you if you request it at aimee@aibility.org.

Newsletters with a special opt-in require you to enter your email address in the text box and subscribe to them. If this special opt-in also says that we will include you in our newsletter, this means that we will also send you the two other types of newsletters. However, this does not apply if you have already unsubscribed from these newsletters in the past. Such an unsubscribe is permanent and we can only cancel it if you personally request it.

All types of newsletters are in the nature of commercial communication.

Universal opt-out from all emails

To completely unsubscribe from all email communications, you can send an email to aimee@aibility.org. Upon your request, we will unsubscribe you from all email communications except for essential transactional emails.

If you do not wish to receive even necessary transactional emails, we need to delete your account completely.

Providing data to third parties

In particular, for the use of our company’s marketing tools and applications, we provide your personal data to third parties to the minimum extent possible. However, this does not mean that we sell your data to anyone or misuse it. You can simply imagine that we upload your emails to an email tool, for example, so that we can send you newsletters with interesting content.

We ensure that all third-party services that process your personal data comply with GDPR principles. We ensure that these third parties are vetted and, where possible, used globally.

Under no circumstances do we provide your data to third parties without authorization and do not resell it.

Technical and organizational measures

We will process personal data manually in physical form and electronically, including automatic processing. In accordance with the GDPR, we will take all technical and organizational measures to ensure the protection of personal data and to prevent unauthorized or accidental access to personal data, its alteration, destruction or loss, unauthorized transfers, its other unauthorized processing, as well as other misuse of personal data – these include, for example, storing personal data in secure areas and electronically on secure servers, regular security backups, securing access data, different levels of employee authorization, electronic security, antivirus protection, security guidelines, internal regulations, encryption. We will maintain these measures in force throughout our cooperation.

We will only entrust the processing of personal data to selected employees, who we inform about their obligations under the GDPR and confidentiality obligations.

Storage period of personal data

We will process your personal data only for the period necessary to fulfill the purpose of the processing, i.e. for the duration of the operation of the Portal, but always until your profile is deleted (whether at your or our initiative). The maximum period for which we store this data is 3 years from your last activity. In the case of legitimate interest in a potential lawsuit, we will store your personal data for a maximum of five years (in the case of an ongoing lawsuit until its complete conclusion). This only applies to the personal data that we need to process during this period. We always delete unnecessary personal data no later than 3 years from the last activity. If there are no other legal grounds for processing your personal data, we will securely delete it.

What rights do you have and how to exercise them?

The right to access information and the right to its protection

At any time in the future, you can ask us to send you a confirmation as to whether or not your personal data is being processed by sending a message to the email address aimee@aibility.org. In the event that your data is being processed by us, we may, at your request, inform you, in addition to the information provided in the General Terms and Conditions and in this Privacy Policy, of any third parties to whom your personal data has been or will be disclosed, and if we do not obtain personal data from you, you have the right to all information available to us about where we obtained your personal data.

If we process your personal data inaccurately, you can notify us of this fact by sending a message to the email address aimee@aibility.org, and we will correct the inaccurate personal data without undue delay.

You can edit some of your personal data in your profile on the website or in our newsletter. If you would like to add some personal data that you have not previously provided to us, and this personal data is necessary to ensure the services we provide, just fill it in again in the appropriate place.

Right to object to the processing of personal data

You have the right to object to our processing of your personal data by sending an email to aimee@aibility.org. If you object, we will not be able to process your personal data until we can demonstrate that we have legitimate grounds for the processing and that these grounds override your interests, rights and freedoms or the exercise or defence of legal claims.

Right to restrict processing of personal data

You have the right to restrict any processing of your personal data, including erasure:

1. a) If you let us know that the personal data we have collected is inaccurate, until its accuracy has been verified.
2. b) If the processing of your personal data is unlawful and you request the restriction of its use by sending a message to the email address aimee@aibility.org instead of erasure.
3. c) If we no longer need your personal data to provide our services, but you require it to establish, exercise or defend your legal claims.
4. d) If you object to the processing pursuant to the paragraph above, until we verify whether our reasons for processing outweigh your interests.

The right to be forgotten (right to erasure of personal data)

If you find out that we are processing your personal data:

1. a) Even though their processing is no longer necessary for the purposes for which we obtained them.
2. b) Even if you withdraw your consent to their processing and there is no other reason for their processing (of course, only in cases where we process your personal data based on your consent).
3. c) If you raise an objection in accordance with the paragraph above and we are unable to demonstrate to you legitimate grounds for their processing which override your interests, your rights and freedoms or the exercise or defence of legal claims.
4. d) Unauthorized.

You have the right to have your personal data processed in this way erased without undue delay after being notified of such facts by sending a message to the e-mail address aimee@aibility.org. We cannot erase the data even at your request if the processing is necessary for the exercise of the right to freedom of expression and information, for the fulfillment of a legal obligation or for the performance of a task carried out in the public interest, or for the establishment, exercise or defense of our legal claims.

Right to have data provided in machine-readable form

If you ask us to provide you with the personal data we process by sending a message to the email address aimee@aibility.org, we will send it to you in a structured, commonly used and machine-readable format (e.g. *.pdf format, or one of the spreadsheet formats). If you ask us to send your personal data to another personal data controller, we are obliged to do so.

The right to ask us to stop sending you commercial communications at any time

If you no longer wish to receive commercial communications from us, you can inform us of your objections to the sending of such communications at any time and without giving reasons, either by clicking on the marked link, which will be part of each commercial communication, or by sending a message to the e-mail address aimee@aibility.org.

The right to file a complaint with the Office for Personal Data Protection

If, in your opinion, we are not fulfilling all of our legal obligations arising in connection with the processing of your personal data, you can contact the Office for Personal Data Protection.

Address: Pplk. Sochora 27, Prague 7, ZIP code 170 00

Email:  posta@uoou.cz

Phone: +420 234 665 111

Website:  www.uoou.cz

Processing of personal data based on the authorization of the controller

If you are part of an organization and this organization purchases a product from us and also provides us with your personal data so that you can have your own access to our Portal, we act as a personal data processor in such a case and we consider the provision of personal data by the organization as an authorization to process them. In the absence of a separate agreement regarding the processing of personal data, these Principles (in particular this article and, as appropriate, all other provisions of these Principles) apply to our processing of personal data.

The legal basis and purpose of processing the personal data provided in this way is Article 6(b) GDPR, i.e. performance of the contract, Article 6(c) GDPR, performance of our company’s obligations and Article 6(f) GDPR, legitimate interest, as stated above. Our processing of personal data is carried out only on the instructions of the organization as the controller and always in accordance with the GDPR.

During the processing of personal data, we undertake to comply with technical and organizational measures that ensure a sufficient level of security of this personal data.

We further undertake to provide information and documents to demonstrate that our activities related to the processing of personal data comply with the GDPR upon request by the organization as the controller.

All our people are bound by a duty of confidentiality regarding all data provided. We do not provide data to third parties except for the use of the tools mentioned above.

Our company undertakes to provide the organization as the controller with cooperation in requests from data subjects, in inspections by the supervisory authority and in other activities in accordance with the GDPR and also undertakes to notify any personal data breach without undue delay.