Privacy Policy

AIKI AS respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect information about you when you use our services, visit our website, or are in contact with us.

We only collect information necessary to deliver and improve our services. This may include:

• Contact information: name, email address, phone number, and company name.
• Usage data: information about how you use our website (for example, page views, forms you submit, IP address, and browser type).
• Communication: information you provide when you contact us via form, email, or other channels.
• Meeting notes: In digital meetings, we may take automated notes to document agreements, tasks, and decisions. In job interviews, notes are used only for recruitment purposes.

We do not collect sensitive personal data. See section 12 for how we process meeting notes.

Personal data is used for the following purposes:

• Responding to inquiries and delivering requested services.
• Improving our website and services.
• Providing information about relevant services, courses, and events if you have consented.
• Complying with applicable laws and regulations.
• Improving our services and internal processes using AI tools, based on anonymised meeting notes.

We process personal data based on the following grounds:

• Consent: when you have actively given permission, for example when signing up for a newsletter.
• Contract: when processing is necessary to deliver a service you have ordered.
• Legitimate interest: when processing is necessary to improve and secure our services.
• Legitimate interest: we process meeting notes based on legitimate interest to document agreements and improve our processes. Before notes are used for AI analysis, they are anonymised so that individuals cannot be identified.

We store personal data for as long as necessary to fulfill the purpose for which it was collected, or for as long as we are required to retain it by law. Data that is no longer necessary is deleted or anonymized.

We do not share personal data with third parties unless:

• It is necessary to deliver a service (for example, use of vendors who operate the website or send newsletters).
• We are legally required to disclose information.
• Use of providers to capture automated meeting notes, and processing in AI tools to analyse anonymised meeting notes. All providers are bound by a data processing agreement in accordance with GDPR.

All vendors that process data on our behalf are bound by data processing agreements and are obligated to protect personal data.

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As a registered user, you have the right to:

• Access the information we hold about you.
• Request correction or deletion of information.
• Withdraw consent where processing is based on this.
• Object to processing based on legitimate interest.

To exercise your rights, you can contact us by email: hei@aiki.as.

We protect personal data against unauthorized access, modification, and deletion through technical and organizational security measures. Access to personal data is limited to employees and partners who need them to perform their work.

We may update this policy as needed. The date of the last update will always be shown at the top of the page. Significant changes will be clearly communicated.

Do you have questions about how we process your data? Get in touch with us.

This policy describes how AIKI AS processes personal data in accordance with the Norwegian Personal Data Act and the EU General Data Protection Regulation (GDPR).

In digital meetings with customers, partners, and our own staff, we may take automated notes to document agreements, decisions, and follow-ups. Job interviews are excluded from this flow; notes from recruitment are processed separately.

The transcript is retrieved from the provider as a text file and anonymised before further use. This means that names, contact details, company names, and other identifying information are removed, so that individuals cannot be recognised in the material sent to AI tools.

The original transcript is deleted from the provider once the anonymised version has been retrieved.

The anonymised notes are used to improve our processes, services, and deliveries. This includes patterns in customer needs, meeting structure efficiency, and follow-up quality.

Meeting notes are processed by AIKI AS and selected tool providers bound by a data processing agreement in accordance with GDPR. We use AI providers that do not train models on our data, and we do not share the notes with third parties beyond this.

Sensitive personal data (for example health data, political opinions, or trade union membership) is not recorded in meeting notes, and the AI tools are configured not to process such data.