Privacy Policy

Last updated: November 2025

1. Introduction

AI Ethics Mark ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website aiethicsmark.com or use our services.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us:

  • Contact Information: Name, email address, phone number, company name, job title
  • Certification Applications: Business information, organizational structure, AI system documentation, compliance records
  • Account Information: Username, password, preferences
  • Communications: Messages, inquiries, complaint submissions

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information:

  • Usage Data: Pages visited, time spent, links clicked, referring website
  • Device Information: IP address, browser type, operating system, device identifiers
  • Cookies and Tracking: See our Cookie Policy for details

3. How We Use Your Information

We use collected information for the following purposes:

  • Processing and managing certification applications
  • Maintaining our directory of certified organizations
  • Providing verification services
  • Communicating about our services and standards
  • Improving our website and services
  • Complying with legal obligations
  • Preventing fraud and ensuring security
  • Conducting research and analysis

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area, we process personal data based on:

  • Contractual Necessity: To provide certification services
  • Legitimate Interests: To operate and improve our services
  • Legal Obligations: To comply with applicable laws
  • Consent: Where you have provided explicit consent

5. Information Sharing and Disclosure

5.1 Public Directory

Certified organizations' names, certification levels, and certification dates are publicly displayed in our directory. This is a fundamental aspect of our certification service.

5.2 Service Providers

We share information with third-party service providers who assist us in:

  • Website hosting and maintenance
  • Data analysis and analytics
  • Email communications
  • Payment processing
  • Customer support

5.3 Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect our rights and safety.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Certification records are maintained for a minimum of 7 years after certification expiry.

7. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data (with limitations)
  • Portability: Receive your data in a structured format
  • Objection: Object to certain processing activities
  • Restriction: Request restriction of processing
  • Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@aiethicsmark.com

8. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption, access controls, and secure data storage. However, no method of transmission over the internet is 100% secure.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated revision date. We encourage you to review this policy regularly.

12. Contact Us

For questions about this Privacy Policy or to exercise your rights:
Email: privacy@aiethicsmark.com
Website: aiethicsmark.com