NinA AI Agency (“NinA”, “we” or “us”) values the protection of your personal data. This policy applies to all services we offer through our website www.nina-ai.nl and in the course of our work. We process personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable Dutch privacy legislation. The Dutch version of this policy, available as a download, is the authoritative version.
1. Who are we?
NinA AI Agency is an Amsterdam-based company specialized in artificial intelligence. We offer three core services: AI Knowledge (workshops, masterclasses and keynotes), AI Consult (strategic advice) and AI Implementation (AI automations, AI agents and workflows).
- Company name: NinA AI Agency
- Website: www.nina-ai.nl
- E-mail: info@nina-ai.nl
- Location: Amsterdam, the Netherlands
- Chamber of Commerce (KvK): 93390688
2. What personal data do we process?
Depending on how you get in touch with us, we may process the following personal data:
2.1 Data you provide to us
- First and last name
- E-mail address
- Phone number
- Company name and job title
- Content of messages you send us via contact forms, e-mail or social media
- Data you share when registering for workshops, masterclasses or events
2.2 Data collected automatically
- IP address
- Browser type and device information
- Pages visited and click behavior on our website
- Date and time of website visits
- Referring website (referrer URL)
2.3 Data of clients and principals
- Contact details of contact persons within the organization
- Billing details (company name, address, VAT number)
- Communication and correspondence related to projects and assignments
- Data required for delivering AI implementations, consultancy assignments or training
3. Why do we process personal data?
We process personal data exclusively for the following purposes, each based on the legal ground stated:
3.1 Performance of a contract
- Delivering our services (AI Knowledge, AI Consult, AI Implementation)
- Handling requests, quotes and orders
- Invoicing delivered services
- Communicating about the progress of projects
3.2 Legitimate interest
- Improving our website and services
- Analyzing website usage for optimization
- Securing our systems and preventing fraud
- Maintaining relationships with clients and partners
3.3 Consent
- Sending newsletters and marketing communication about AI-related topics
- Placing analytical and marketing cookies
You can withdraw consent at any time. This does not affect the lawfulness of processing carried out before withdrawal.
3.4 Legal obligation
- Complying with tax retention obligations and other legal requirements
4. Cookies
Our website uses cookies: small text files placed on your device when you visit. Functional cookies are required for the website to work properly and need no consent. Analytical cookies help us understand how visitors use the website; where possible they are anonymized, and we ask your consent through our cookie banner before placing them. With your consent we may also place marketing cookies to show you relevant content and ads on other platforms, such as LinkedIn. You can adjust your cookie preferences at any time via the cookie banner.
5. Sharing with third parties
We only share your personal data with third parties when this is necessary for our services, or when we are legally required to. We may share data with hosting providers and IT service providers, accounting and invoicing software, e-mail marketing tools (only with your consent), AI tool providers we use in assignments (such as API connections with AI models), and analytics services. With all parties processing personal data on our behalf we conclude a data processing agreement to guarantee an appropriate level of protection.
5.1 Transfers outside the EU/EEA
Some of our service and tool providers are located outside the European Economic Area (EEA). In those cases we ensure appropriate safeguards are in place, such as standard contractual clauses (SCCs) approved by the European Commission or an adequacy decision.
6. Retention periods
We do not keep personal data longer than necessary for the purpose it was collected for:
- Client data and project administration: for the duration of the agreement and up to 2 years after termination, unless legally required otherwise
- Billing data: 7 years (statutory tax retention obligation)
- Newsletter subscribers: until you unsubscribe
- Website statistics and cookie data: up to 26 months
- Job application data: up to 4 weeks after the procedure ends, unless you consent to a longer period (up to 1 year)
7. Security
We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss or theft: encrypted connections (SSL/TLS) on our website, access restrictions based on necessity, regular updates and security patches, strong passwords and two-factor authentication, and staff awareness and training on information security.
8. Your rights
Under the GDPR you have the following rights regarding your personal data:
- Right of access— you can request which personal data we process about you.
- Right to rectification— you can ask us to correct inaccurate or incomplete data.
- Right to erasure— you can ask us to delete your personal data (“right to be forgotten”).
- Right to restriction— you can ask us to temporarily restrict the processing of your data.
- Right to data portability— you can ask us to transfer your data to you or another party in a structured, commonly used and machine-readable format.
- Right to object— you can object to processing based on our legitimate interest.
- Right to withdraw consent— where processing is based on your consent, you can withdraw it at any time.
To exercise any of these rights, contact us at info@nina-ai.nl. We respond within 4 weeks at the latest. We may ask you to identify yourself before handling your request.
9. Right to complain
If you are unhappy with how we handle your personal data, we would like to hear from you so we can help. You also always have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): www.autoriteitpersoonsgegevens.nl, phone 088 - 1805 250.
10. Use of AI tools
As an AI agency we may use AI tools and models from external providers when delivering our services. We handle your data with care: we only share personal data with AI tools when necessary for the assignment and only with your knowledge; we select AI tools that comply with European privacy legislation or for which appropriate safeguards exist; where possible we work with anonymized or pseudonymized data; and we do not make automated decisions based on personal data that have legal consequences for you without human involvement.
11. Social media and online presence
NinA AI Agency is active on social media platforms, including LinkedIn and TikTok. When you interact with our content on these platforms, the privacy terms of the platform apply. We have no influence on how these platforms process your data. If you contact us via social media, we may use the data you share (such as your name and message) to answer your question.
12. Changes to this privacy policy
We may update this privacy policy from time to time, for example when our services, legislation or technology change. The most recent version is always available on our website. We recommend consulting it regularly; we will actively inform you of material changes.
13. Contact
Questions about this privacy policy or how we process your personal data? Get in touch:
NinA AI Agency
E-mail: info@nina-ai.nl
Website: www.nina-ai.nl
Location: Amsterdam, the Netherlands
© NinA AI Agency – All rights reserved