The Short Version
Your data belongs to you and not us. We don’t resell data about our users or data extracted from uploaded documents. We do use data from our users and data extracted from uploaded documents for improving our services. Keeping your data safe is our highest priority and we take extended measurements to guarantee data security.
The Long Version
While registering to and using AOTM, the Service Provider collects, voluntarily, from the Client a limited number of data, including Personal Data, which is solely for the performance of AOTM and used in connection with AOTM.
The Client may therefore be required to provide the following information:
Company billing address
Company tax identification number (VAT/GST number)
In addition, thereto, the Service Provider may collect data concerning the Client’s preferences or behaviour on the website www.aotm.ai and the AOTM application (what pages the Client visits, surveys, etc.).
While using AOTM, the Client typically imports documents (e.g. PDFs as well as scanned image documents) through our application, by email, via our API or a third-party integration partner. Imported Documents will then be processed by the core extraction engine to generate Parsed Content.
The purpose of data collection within AOTM is to enhance the Client experience. We will retain any Data you submit for as long as Aotm deems it necessary to provide adequate service to the User unless explicitly asked by a User for their Data to be deleted.
The Client has a permanent right to access, amend or delete any information related to him/her/it by sending an email to email@example.com.
All data provided by the Client, including Personal Data, Imported Documents and Parsed Content will not be freely given to anyone. We do not, under any circumstances, sell either your Personal Data or your Document Data. This applies to the documents uploaded to our document processing tools available freely. Uploaded documents will be processed to provide you with structured data by our automated data-extraction tool using a deep learning approach and artificial intelligence. The uploaded document will be retained and used for further research, development and training of the artificial intelligence and will be deleted. This processing is based, in the context of GDPR, on the legitimate interests of AOTM.
If someone originating from your account or someone contacted via AOTM at the User’s discretion playing the role of “Client” complains or contacts us, we might then contact that person.
AOTM does not collect any personal data that reveal, directly or indirectly, the racial and ethnic origins, the political, philosophical, religious opinions or trade union affiliation of persons, or information which concerns the health or sexual life of any person. Such sensible data shall not be sent, processed or stored through AOTM.
For purposes of the Data Protection Act 1998 and GDPR, AOTM acts as the “data controller” for Personal Data and acts as the “data processor” for Imported Documents and Parsed Content.
All personal Data is stored securely by the principles of the Data Protection Act 1998 and the European Union’s General Data Protection Regulation. For more details on these two security regulations see the clause below (Security).
Any or all of the above Data may be required by us from time to time to provide you with the best possible service and experience when using our Website. Specifically, Personal Data may be used by us for the following reasons:
internal record keeping;
improvement of our products/services;
transmission by email of promotional materials that may be of interest to you;
transmission to 3rd parties for them to market relevant promotional materials that may be of interest to you;
the ability to make automated decision making, including profiling, only to offer a better and more personalized experience for the User or marketing to new users based on information from the users of AOTM in aggregate.
AOTM may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. The provider of such services has access to certain Personal Data provided by Users of this Website and may be located in various locations throughout the world.
Unless we specifically say otherwise, your Data will never be intentionally disclosed to third parties for the sake of administering better service, but never for marketing purposes through various affiliates and/or other companies within our group.
Additionally, Data can be transmitted to 3rd parties for relevant marketing purposes at the sole discretion of those employed by AOTM.
Upon express request and at his/her/its risk, the Client may also decide to transfer the Imported Documents and Parsed Content to 3rd Party Service for cloud integration purposes notably, an API endpoint owned by the Client or by third-party service providers such as Google Sheets, Salesforce, Zapier, Microsoft Flow, etc.
If requested by law or by court order, AOTM may provide the Personal Data to the legal authorities
Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:
Use of Data for direct or indirect marketing purposes; and
You have the right to ask for a copy of any of your Data held by AOTM.
You have the right to withdraw the consent necessary to use the services provided by AOTM at any time.
You have the right for your data to be deleted from the servers and databases of AOTM.
AOTM takes data security very seriously and its system is compliant with the latest web security standards. AOTM uses full SSL encryption, between its server and the Client once the latter is logged in and for the transfer to the Client. The login system is protected against bruteforce attacks, injection of malicious scripts and other commonly known attack types. Access to AOTM or the Client’s Account and thus to the processed data is only possible through a valid password. The passwords are stored in encrypted hash keys in the database and are not visible to the staff of AOTM.
AOTM application is running on the Amazon Webservices Cloud. All servers are always uptodate with the latest security releases. A full backup is made daily and all data is constantly stored on different harddrives to prevent data loss in case of a hardware failure. Personal data about the Clients will be deleted at the latest two (2) months after the closing or deletion of the Client’s Account.
Only authorized employees to have access to view Personal Data, Imported Documents and Parsed Content.
If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.
We endeavour to do our best to protect your Personal Data. However, the transmission of information over the internet is not always perfectly secure and is done at your own risk. We cannot ensure the security of your Data transmitted to AOTM.
Cookies are small pieces of data, stored in text files, that are stored on your computer or other devices when websites are loaded in a browser. They are widely used to “remember” you and your preferences, either for a single visit (through a “session cookie”) or for multiple repeat visits (using a “persistent cookie”). They ensure a consistent and efficient experience for visitors and perform essential functions such as allowing users to register and remain logged in.
AOTM has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times. All Cookies used by this Website are used under the current EU Cookie Law.
Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling AOTM to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.
Types of Cookies
i. Strictly Necessary – These cookies are essential for websites on our services to perform their basic functions. These include those required to allow registered users to authenticate and perform account-related functions. We also use these cookies to help identify and prevent potential security risks.
ii. Cookies saved/Services – Login and User Details
iii. Tool used – Cloudflare, AOTM toke
iv. Functionality – These cookies are used to store preferences set by users such as account name, language, and location.
v. Cookies saved/Services – Username, Region, Language, and User Preference
vi. Analytics and Performance – Performance cookies collect information on how users interact with our websites, including what pages are visited most, as well as other analytical data. We use these details to improve how our websites function and to understand how users interact with them.
vii. Cookies saved/Services – Page Visits, Load Speed, Bounce Rate, and Idle user time
viii. Tools used – Hotjars, Google analytics
ix. Advertising – These cookies track details such as the number of unique visitors, the number of times particular ads have been displayed, and the number of clicks the ads have received. They are also used to build user profiles, including showing you ads based on products you’ve viewed or acts you have taken on our (and other) websites.
x. Cookies saved/Services – Third-party advertisers
xi. Tools used – Facebook Pixel, Google Ads, Linkedin Pixel
It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
AOTM may send emails to the Client for technical or administrative purposes or to inform the Client of the latest developments. Aotm may also send unrelated commercial offers to the Client concerning the activity of the Client.
Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
For any questions or concerns relating to the use of your User Data while using AOTM, you are welcome to email firstname.lastname@example.org