Privacy Policy

This Privacy Policy explains how SingleTruth.ai (“SingleTruth.ai”, “we”, “us”, or “our”) collects, uses, stores, shares, and protects personal data when you visit https://singletruth.ai/ (the “Website”), contact us, engage our services, or otherwise interact with us.

SingleTruth.ai is providing AI automation, workflow automation, data, analytics, AI consulting, integrations, reporting, and related professional services for business customers.

1. Who we are

Trade name: SingleTruth.ai

Country of establishment: The Netherlands

Email: hello@singletruth.ai

Website: https://singletruth.ai/

Registered with the Dutch Chamber of Commerce under KvK number: 42054237

For questions about this Privacy Policy or to exercise your privacy rights, contact us at:

hello@singletruth.ai

2. Scope of this Privacy Policy

This Privacy Policy applies to personal data we process in connection with:

• visitors to our Website;
• people who contact us;
• prospects and client representatives;
• suppliers, partners, and business contacts;
• people whose personal data may be processed as part of client projects.

This Privacy Policy does not apply to websites, platforms, or services operated by third parties, even if they are linked from our Website.

3. When we act as controller

We act as controller when we decide why and how personal data is processed for our own business purposes.

This includes personal data processed for:

• operating and improving our Website;
• responding to enquiries;
• scheduling calls, demos, or meetings;
• preparing proposals and statements of work;
• managing client relationships;
• sending service-related communications;
• invoicing and administration;
• legal, tax, and accounting compliance;
• security, fraud prevention, and business continuity;
• limited marketing communications where permitted by law.

4. When we act as processor for clients

In some client projects, we may process personal data on behalf of a client. In those cases, the client determines the purposes and means of the processing, and we usually act as processor.

This may happen when we help a client implement AI automations, data pipelines, integrations, internal assistants, reporting workflows, document processing, or similar systems using client-provided data.

Where required, we enter into a data processing agreement or equivalent GDPR Article 28 terms with the client.

In those situations:

• the client remains responsible for the lawful basis for processing;
• the client is responsible for informing relevant individuals;
• we process personal data only according to the client’s documented instructions;
• we apply appropriate technical and organisational security measures;
• we assist the client with privacy-related obligations where required by law and contract.

5. Personal data we may collect

Depending on how you interact with us, we may process the following categories of personal data.

Website visitor data

• IP address;
• browser type and version;
• device type;
• operating system;
• pages visited;
• referral source;
• cookie identifiers;
• approximate location based on technical data;
• Website usage and analytics data.

Contact and enquiry data

• name;
• email address;
• phone number;
• company name;
• job title;
• message content;
• meeting or scheduling details;
• any information you choose to provide.

Client and prospect data

• business contact details;
• proposal information;
• project requirements;
• contract information;
• billing and invoice details;
• communications and meeting notes;
• support requests;
• technical requirements and system information.

Project data

Depending on the project, we may process data provided by or on behalf of a client, including:

• business documents;
• workflow data;
• system metadata;
• database records;
• user access information;
• prompts and outputs;
• integration logs;
• analytics or reporting data;
• internal knowledge-base content;
• information needed to configure, test, or support automations.

We ask clients not to provide sensitive personal data unless it is strictly necessary, lawful, and agreed in writing.

6. Sources of personal data

We may receive personal data:

• directly from you;
• from your company or employer;
• from our clients;
• through forms, emails, calls, or meetings;
• through systems and integrations that a client authorises us to access;
• automatically through Website cookies and similar technologies;
• from publicly available business sources, where relevant.

7. Why we process personal data

We process personal data for the following purposes:

• to operate and secure our Website;
• to respond to enquiries;
• to schedule and conduct calls or meetings;
• to prepare proposals and service documents;
• to deliver AI automation, data, analytics, and workflow services;
• to configure and support integrations and automations;
• to communicate with clients and prospects;
• to manage contracts, invoices, and administration;
• to improve our Website and services;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our rights, systems, clients, and business.

8. Legal bases for processing

Depending on the context, we rely on one or more of the following legal bases:

Contract

We process personal data where necessary to take steps before entering into a contract or to perform a contract with you or your organisation.

Legitimate interests

We process personal data where necessary for our legitimate business interests, including operating our business, responding to enquiries, improving services, securing systems, managing client relationships, and protecting our legal rights, provided those interests are not overridden by your rights and freedoms.

Consent

We rely on consent where required, for example for certain cookies, optional marketing communications, or specific processing activities that require consent.

Legal obligation

We process personal data where necessary to comply with legal, tax, accounting, or regulatory obligations.

9. AI systems and automation

Our services may involve AI systems, automation tools, workflow platforms, cloud services, language models, databases, analytics tools, APIs, and third-party integrations.

Depending on the project, these systems may process:

• prompts;
• input data;
• documents;
• metadata;
• generated outputs;
• workflow instructions;
• user queries;
• integration data;
• logs needed for security, debugging, or support.

Unless expressly agreed otherwise in writing, we do not use client confidential data or client personal data to train public AI models.

Our default position is that client project data is used only to deliver, maintain, secure, and support the agreed services.

10. Human review and automated decisions

Our services may generate summaries, recommendations, classifications, drafts, automations, or other outputs.

Unless expressly agreed in writing, our services are not designed to make fully automated decisions about individuals that produce legal effects or similarly significant effects.

Clients remain responsible for reviewing and validating AI-generated or automation-generated outputs before using them in business, legal, HR, financial, operational, or other important decisions.

11. Sharing personal data

We may share personal data with trusted third parties where necessary for our business or service delivery, including:

• hosting providers;
• cloud infrastructure providers;
• email and communication tools;
• CRM and scheduling tools;
• analytics providers;
• AI and language model providers;
• automation and integration platforms;
• payment, invoicing, and accounting providers;
• legal, tax, insurance, or professional advisers;
• subcontractors or technical partners involved in service delivery;
• public authorities where required by law.

We only share personal data where there is a valid reason and appropriate safeguards.

12. Subprocessors and third-party providers

For client projects where we act as processor, we may use subprocessors to help deliver the services.

These may include providers of hosting, cloud infrastructure, AI models, automation tools, analytics, communications, and integration services.

Where required, we use contractual safeguards with subprocessors and remain responsible for using appropriate care when selecting and managing them.

A list of relevant subprocessors may be provided on request or included in a data processing agreement.

13. International transfers

Some service providers may process personal data outside the European Economic Area.

Where personal data is transferred outside the EEA, we aim to use appropriate safeguards under applicable data protection law, such as:

• adequacy decisions;
• Standard Contractual Clauses;
• vendor contractual commitments;
• technical and organisational safeguards;
• other lawful transfer mechanisms where available.

14. Data retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Typical retention periods are:

• contact enquiries: up to 24 months after the last meaningful contact;
• proposals and sales communications: up to 24 months after the last meaningful contact;
• client contracts, invoices, and administration: up to 7 years where required for tax or accounting purposes;
• project data: according to the client agreement, statement of work, or data processing agreement;
• Website analytics data: according to the settings of the analytics provider;
• security logs: usually 6 to 12 months unless needed for investigation;
• marketing opt-out records: as long as needed to respect your preference.

15. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

These measures may include:

• access controls;
• password protection;
• multi-factor authentication where available;
• encryption in transit where supported;
• secure hosting;
• least-privilege access;
• logging and monitoring;
• confidentiality obligations;
• vendor review;
• backup and recovery measures;
• internal security procedures.

No system is completely secure, and we cannot guarantee absolute security.

16. Your privacy rights

Depending on the circumstances and applicable law, you may have the right to:

• access your personal data;
• correct inaccurate or incomplete personal data;
• request deletion of your personal data;
• restrict processing;
• object to processing based on legitimate interests;
• object to direct marketing;
• withdraw consent where processing is based on consent;
• request data portability;
• lodge a complaint with a supervisory authority.

To exercise your rights, contact us at:

hello@singletruth.ai

We may need to verify your identity before responding.

17. Complaints

If you believe we have not handled your personal data properly, you may contact us first at:

hello@singletruth.ai

You also have the right to lodge a complaint with a data protection authority.

In the Netherlands, the relevant authority is the Autoriteit Persoonsgegevens.

18. Marketing communications

We may send business-related updates or marketing communications where permitted by law.

You can unsubscribe or object to marketing communications at any time by using the unsubscribe link or contacting us.

19. Cookies

We use cookies and similar technologies on our Website.

For more information, please see our Cookie Policy.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be published on this page with a new “Last updated” date.