Last Updated: September 1, 2018
Thank you for visiting ai-solutions.com. a.i. solutions, Inc. (also known as, “a.i. solutions”, “we” or “us”) appreciates your interest in our products and services and your use of our website, portals and “apps” (“Websites”). Your privacy is important to us and we want you to feel comfortable using our websites. The protection of your privacy and Personal Data is an important concern to which we pay special attention throughout our business processes. Personal Data collected during the use of our websites is used for the purposes indicated in Section 1.3 below. Personal data collected during the use of our websites is processed by us according to the legal regulations valid for the countries/regions in which the website is maintained. As our corporate policy protects customer and partner data throughout our organization, the websites will include links to other websites or applications which are not necessarily covered by this Privacy Notice. In this event, we encourage you to carefully read the privacy policies of such websites.
a.i. solutions is committed to protecting the rights of individuals in line with the General Data Protection Regulation (“GDPR”) of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data as well as each applicable national Personal Data protection laws and regulations. For the processing activities that are in scope of the GDPR, a.i. solutions will be considered the Controller in the sense of the GDPR.
1.0 Collection of Personal Data
This Privacy Policy will inform you of the Personal Data we collect when you access/use the website; how we disclose your data; how you can control the use and disclosure of your data; and how we protect your Personal Data.
1.1 What is Personal Data
“Personal Data” is any information that relates to an identified or identifiable living individual. Different pieces of information, which collected together can lead to the identification of a particular person, also constitute personal data. Personal Data can be, for example, name, physical address, email address, identification number, location data or online identifiers.
1.2 Which Sources and What Personal Data Do We Use
When you visit and use our website, a.i. solutions will collect, use and process any Personal Data you provide us and any information generated as a result of using the website, such as IP address, the data and length of time visiting the website, and the pages you view.
1.3 Purposes of the Processing of Your Personal Data
By using this website, a.i. solutions will collect and process your Personal Data in accordance with this Privacy Policy. Your Personal Data may be used for the following purposes:
1.3.1 Applicant Data
In order to offer you the job opportunities that best suit your profile and, if applicable, to participate in the recruitment process, in the “Career” sections of the Website we will ask to collect and use certain information about you (see Section 2.1). To do this, we will only ask you and/or register those data that may be of real use in such processes, such as your full name, email address, as well as your curriculum vitae and any other personal information that you may freely and voluntarily send to us. Where appropriate, and in accordance with local laws and requirements, we my also collect additional information for the purposes described.
1.3.2 Customer Data
If you are a customer or a potential customer of a.i. solutions, we will ask to collect and use information about you and your organization. We will use this information to properly respond and develop the relationship with a.i. solutions that will be of the most interest to you including customer service, technical support, or other similar purposes and to establish and maintain customer accounts.
1.3.3 Website Browser Data
We use your Personal Data for administrative purposes, including to help us better understand how our customers access and use our websites and applications; to provide reports to prospective partners, service providers, regulators, and others; to implement and maintain security, anti-piracy, fraud prevention, and other services designed to protect our customers, partners and us; and to enforce our policies, directives and processes.
1.3.4 Marketing
To the extent permitted by law, we may use your Personal Data for marketing and promotional purposes, including communications through email or equivalent electronic means. In such cases we could use your Personal Data, such as your email address, to send news and newsletters, special offers, promotions and competitions, or to otherwise contact you about services of information we think will interest you.
1.3.5 Research & Development
We use your Personal Data for research and development purposes, including improving our website, applications, services and customer experience and for other research and analytical purposes dedicated to improving our products, services, business, operations and processes.
1.3.6 Legal
We use your Personal Data to comply with applicable legal obligations, including responding to an authority or court order or discovery request.
2.0 Personal Data Collection
2.1 Website Visitors
a.i. solutions collects Personal Data about a visitor to our website only when the visitor chooses to provide such information. On certain pages, for example, a visitor has the opportunity to provide his/her Personal Data such as his/her name, company, address, phone number, and e-mail address. By supplying such information to a.i. solutions, a visitor can request details about a.i. solutions, including information about the company’s product line and services, signing up for company-sponsored events, use the FreeFlyer® restricted access portal of the website, or apply for a position with a.i. solutions. If you are a resident of the European Union and would like to request to be forgotten in relation to a previous request for such information, please click here.
2.2 Website Cookies and Other Tracking Technologies
In order to improve the content and format of our site, a.i. solutions uses website tracking software to automatically capture technical information that is then stored in our server’s log files. This information may include, but is not limited to, user domain, the type of Internet browser being used, which of our Web pages is visited, and the amount of time spent on our site.
a.i. solutions and its partners use cookies and similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user-base as a whole.
A cookie is a small amount of data which our website stores on your computer, and which we can later retrieve. The cookie cannot be read by a site other than ours. We use cookies for a number of administrative purposes; for example, to store your preferences for certain kinds of information. No cookie will contain information that will allow anyone to contact you via telephone, e-mail, or any other means. You can monitor our use of cookies on your computer by setting your Web browser to inform you when cookies are set, or you can prevent the cookies from being set entirely. The “help” portion of the toolbar on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. Please understand that if you disable the use of cookies on your computer, you may be unable to access certain portions or services on our website.
For the purpose of statistical analysis, we use analytics tools such as Twitter Analytics, or Google Analytics. Upon entering the a.i. solutions website you are immediately asked to confirm or opt-out of the use of cookies as you browse our website prior to any data being collected. Once you confirm or accept the use of cookies, data will then be collected through the use of cookies. You may object at any time to the collection and analysis of statistical data regarding your access to and use of our Website by contacting us using the opt-out function within our website.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
Please fine below specific information for each cookie we may use on our website:
| Name of Cookies | Purpose | Retention Period |
|---|---|---|
| Cookies-banner | Cookies policy approval | Session Duration + 1 Hour |
| GA-Page Tracking | User experience, page tracking | 26 Months |
| Ultipro-careers | User experience, registration, application | 3 Years |
| User-login | FreeFlyer User Login | Session Duration + 1 Hour |
We partner with third-parties to manage our advertising on other sites. Our third-party partners may use cookies or other similar technologies to provide you advertising based upon your browsing activities and interests. If you wish to opt out of interest-based advertising and analytics click the blue circle icon at the bottom left of the screen and adjust your preferences.
2.3 Personal Data Processing
As a responsible company, we need a lawful basis for collecting and/or processing your data. We generally rely on a number of grounds for our business processing.
We process your Personal Data in accordance with the provisions set out in the GDPR and the relevant applicable Data Protection Laws and Regulations. The legal basis for processing your Personal Data are:
1. To comply with contractual obligations.
When you subscribe to a particular service through the website, the purposes of processing your Personal Data are primarily determined by that service and we will process your information so that we can provide that service to you.
2. As a result of your consent.
When you have consented to the processing of your Personal Data by us for certain services through the website, you can withdraw consent at any time by following the instructions provided in the application process or by contacting us at privacy@ai-solutions.com. For further information on the right of withdrawal, please see below Section 5.0
3. Within the scope of a legitimate interest.
On occasion we may not need your consent to use your data, given our legitimate interest to do so but we must inform you that we do this; examples of this are:
- For the analysis and optimization of the website.
- For ensuring IT security and the IT operation of a.i. solutions.
- For prevention and investigation of criminal acts.
4. On the basis of a.i. solutions’ legal obligations or in the public interest.
a.i. solutions, as any other company, is subject to legal obligations and regulations. In some cases the processing of your Personal Data will be necessary for a.i. solutions in other to fulfil these obligations.
3.0 Personal Data Storage & Sharing
We retain Personal Data for as long as necessary to fulfill any legal obligations we may have as well as for the purposes of processing your information (for example, if you continue to be a customer of our software or services, we will retain your information to deliver to you). If we have not had relevant contact with you for a period of two (2) years, we will remove your personal data from our systems unless we believe in good faith that we are required by law or other regulation to retain it (for example, at the request of a tax authority or in connection with possible litigation).
The following table presents a list of how we store your Personal Data based on function:
| Function | Personal Data Storage Location | Process | Location | Duration |
|---|---|---|---|---|
| Cookie Policy | External Web Server (Session Data) | PHP Session | USA | Session Duration + 1 Hour |
| GA Cookie Data | Google, Inc. | Javascript | USA | 26 Months |
| Applicant Data | The Ultimate Software Group, Inc. | PHP Session | USA | 3 Years |
| FreeFlyer Registration Data | External Web Server Database, The Rocket Science Group, and Salesforce, Inc. | PHP/Data Entry | USA | Lifetime of the customer + 2 Years |
| FreeFlyer Login Data | External Web Server (Session Data) | PHP Session | USA | Session Duration + 1 Hour |
| Contact Form Data | External Web Server, The Rocket Science Group, and Salesforce, Inc. | PHP/Data Entry | USA | 2 years |
Stored Personal Data is received by the following:
- Authorized persons working for or on behalf of a.i. solutions;
- Our agents, service providers and advisers (e.g. Third-party service providers and advisers providing a variety of products and services we need such as IT maintenance and support, procurement services, compliance and security services, etc.);
- Law enforcement or government authorities whereby necessary to comply with applicable law.
Personal data is stored within the USA and is not transferred to other third countries outside of the USA.
4.0 User Age & Profiling
Protecting the safety of children when they use the internet is important to us. The site is intended for use only by persons who are at least 13 years of age. By using this site, you confirm to us that you meet this requirement. If you are aged 13 or under, please get your parent/guardian’s permission beforehand whenever you provide personal information to our website. Users without this consent are not allowed to provide us with personal information. If you are under the age of 13 your parent or guardian must consent on your behalf where we ask for consent in relation to the use of your information.
As a matter of principle, your Personal Data will not be processed automatically with the objective of evaluating certain personal aspects (profiling). In the event that we should process your Personal Data with the objective of conducting profiling, we will, if prescribed by law, specifically inform you of this and of your rights in this respect.
5.0 Accessing, Modifying, or Deleting Personal Data
You have several rights in relation to your Personal Data held by a.i. solutions. For further information, please send an email to privacy@ai-solutions.com.
You may at any time exercise your data protection rights:
- Right of opposition: If we use your data for our legitimate interests, but you do not consent to this, you have the right to object. We will respond to your request with due diligence.
- Right to withdraw consent: If we have obtained your consent to process your personal data in connection with certain activities (for example, to establish your suitability for certain positions) or commercial communications, you may withdraw your consent at any time.
- Requests for access by data subjects: Please note that you have the right to ask us at any time to tell you what information we hold about you and to ask us to amend, update or delete it. If necessary, we may ask you to provide proof of your identity or ask for more information about your request; and/or when authorized by law, may decline your request explaining reasons why.
- Right of deletion: In certain situations you have the right to ask us to ‘delete’ your data. We will respond to your request with due diligence.
- Right to portability of data: If you so wish, you have the right to transfer your personal data to another controller. We will help you with this by providing you with a copy in a commonly used, machine-readable format.
- Right to file a claim before a control authority: In addition, you also have the right to file a claim with the local control authority that corresponds to you.
- If your interests or needs change, you can unsubscribe from some or all of our marketing content by clicking on the link reserved for this purpose in the marketing e-mail.
6.0 Contact Us
At any time you may contact a.i. solutions with questions or concerns about this Privacy Policy at privacy@ai-solutions.com. Written responses may also be submitted to:
a.i. solutions, Inc.
Attention: Data Protection Officer
4500 Forbes Boulevard Suite 300
Lanham, MD 20706
7.0 Opt Back In
If at any point you wish to opt back in for the purposes of analytics and website improvement click the blue circle icon in the bottom left of the screen.
