Privacy Policy

We at AI Mind care deeply about privacy, security, and online safety. This Privacy Policy is designed to inform you in detail about how we collect, process, use, and share your personal data through our website or when you interact with us.

This Privacy Policy sets out the way in which AI Mind ("we" or "us"), a company registered in Estonia under the company number 16692684, whose registered office is at Tartu mnt 83-407, Tallinn, 10115, Estonia, collects and processes your information. Please be informed that we are not collecting any personal data from you on

If you have any questions about this Privacy Policy or the processing of your Personal Information, please contact us at

By using our website, you acknowledge AI Mind (and any companies in our Group) will process your information in accordance with this Privacy Policy, including for the purposes set out below.

In general, AI Mind collects your personal data directly from you, meaning you have freely provided this data to us to receive certain products or services or to enter into contract with us. Sometimes we might collect information on you from persons directly linked to you – for example, your manager provided your work contact information to us as a point of contact.

We collect information through "Cookies" and other similar technologies (e.g. pixel tags). This helps us to remember you when you visit the Website, and to improve your browsing experience.

We also use information collected through "Cookies" and other similar technologies to detect any abuse of our Website and Services.

In accordance with data protection laws, we will only process your Personal Information where we have a lawful basis for doing so. In respect of your Personal Information, these bases are:

  1. Submitting ‘Contact Us’ form or inquiry form.
  2. Applying for opened positions (direct email from you): The information you supply our HR team, when applying for a job.
  3. Reporting security issues (direct email from you): The information you supply our IT team, when advising of any technical issues. For example, your email address, your name and contact details (phone number/address) are included, if you choose to provide these in the email.

The following are a list of the "Purposes" for which we process your Personal Information, and the lawful basis on which we carry out such processing:

PurposeRetention PeriodLawful BasisGeographic Locations where Data is Used Internally
Security (email to Security notifications from yourself to AI Mind Estonia. Email address, usually also full name and contact numbers.6 months from notification, then deleted from our systemsConsentEstonia
HR Team (email to Emails from yourself to AI Mind. Email address, usually also full name and contact numbers.6 months from notification, then deleted from our systemsConsentEstonia
‘Contact Us’ or inquiry form. To keep correspondence with the data subject.The time that it is necessary to keep the communication ongoing or whenever consent is withdrawn by sending a request to the email referred above.ConsentEstonia

We collect information through "Cookies" and other similar technologies (e.g. pixel tags). This helps us to remember you when you visit the Website, and to improve your browsing experience.

  • any company within our Group (including to its employees and sub-contractors) which assists AI Mind in fulfilling the stated purposes or which otherwise has a need to know such information;
  • any third party which assists AI Mind in fulfilling the stated purposes, including (but not limited to) providing support through Human Resources, Marketing team, or our Information Security team;
  • any third party which assists AI Mind in verifying the accuracy of your Information;
  • any third party which assists AI Mind in monitoring use of our website;
  • any contractors or other advisers auditing any of our business processes or who have the need to access such information for the purpose of advising AI Mind;
  • any law enforcement body which may have any reasonable need to access your Information;
  • any regulatory body or authorised entity (e.g. law enforcement agency) which may have any reasonable requirement to access your Information; and
  • potential purchaser of our business or any investors in it or in any company within our Group (including in the event of insolvency).

If at any time you wish us to stop processing your Information for the above Purposes, you should contact us and we will take the appropriate steps to stop doing so, if there are no regulatory requirements. Please contact us at

AI Mind will not send you unsolicited information regarding any third party's products or services.

As a general principle, no personal data is intended to be transferred to any country outside of the EEA.

You may request an update or deletion of your Information at any time via

You have the following rights in relation to your Personal Information in our possession:

  • a right to access your Personal Information as held by us (also known as a subject access request);
  • a right to receive certain Personal Information in machine-readable format;
  • a right to object to processing where the lawful basis is that it is in our legitimate interests, but please note that we may still process your Personal Information where there are other relevant lawful bases or where we have compelling grounds to continue processing your Personal Information in our interests which are not overridden by your rights, interests or freedoms;
  • a right to have inaccurate Personal Information rectified;
  • a right to have certain Personal Information erased where it is no longer necessary for us to process it, where you have withdrawn your consent, where you have objected, where your Personal Information has been unlawfully processed, or where erasing your Personal Information is required in accordance with a legal obligation;
  • a right to request an explanation of the logic involved where we make decisions about you solely through automated means;
  • to exercise these rights, please contact AI Mind by email at;
  • where we have specifically requested your consent to process your Personal Information and have no other lawful conditions to rely on, you have the right to withdraw this consent; and
  • a right to object to direct marketing, which can be done by opting out of direct marketing.

You also have a right to object to any profiling to the extent that it relates to direct marketing only.

If you are unsure about your rights or are concerned about how your Personal Information may be processed, you should contact the Estonian Data Protection Inspectorate.

If you would like to exercise any of your rights, you can do so by contacting us as described below. Please be aware that while we will try to accommodate any request you make in respect of your rights, they are not absolute rights. This means that we may have to refuse your request or may only be able to comply with it in part.

Where you make a request in respect of your rights, we will require proof of identification. We may also ask that you clarify your request. We will aim to respond and conclude any request within one month of verifying your identity. If we receive repeated requests or have reason to believe requests are being made unreasonably, we reserve the right not to respond.

We will retain your personal data only for as long as is necessary (taking into consideration the purpose for which it was originally obtained). The criteria we use to determine what is ‘necessary’ depends on the particular personal data in question and the specific relationship we have with you (including its duration).

Our normal practice is to determine whether there is/are any specific EU law(s) (for example tax or corporate laws) permitting or even obliging us to keep certain personal data for a certain period of time (in which case we will keep the personal data for the maximum period indicated by any such law).

We would also have to determine whether there are any laws and/or contractual provisions that may be invoked against us by you and/or third parties and if so, what the prescriptive periods for such actions are (this is usually five (5) years, in line with prevailing and relevant legislation). In the latter case, we will keep any relevant personal data that we may need to defend ourselves against any claim(s), challenge(s) or other such action(s) by you and/or third parties for such time as is necessary.

Where your personal data is no longer required by us, we will either securely delete or anonymise the personal data in question.

We are committed to ensuring that your Personal Information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the Personal Information that we collect.

All the Personal Information that you provide us is stored in a secure computing environment protected by secure firewalls to prevent unauthorized access. We control access so that only people who need to access the Personal Information can. All staff are provided security training and are required to adhere to a comprehensive set of security policies, procedures, and standards related to their jobs.

When you access any area of our Website, we use encryption. This means that all the information sent between your computer and our server architecture is encrypted so that no one can read it in transit. Where your Personal Information needs to be disclosed to our service providers, we require them to process and protect your Personal Information in a manner consistent with this Privacy Policy and applicable laws.

We may update this Privacy Policy every once in a while in order to ensure our full compliance with the laws and regulations applicable in the Republic of Estonia (including the GDPR).

For more information about our privacy practices, if You have any questions, or if You would like to make a complaint, please contact us (see contact details below).

Name: AI Mind OÜ
Address: Tartu mnt 83-407, Tallinn, 10115, Estonia