Privacy policy

1. Data controller

ONTOPIX S.L., tax ID (NIF) B25875154, C/ Sant Manuel, 5, 08031 Barcelona. For any privacy matter or to exercise your rights: info@ontopix.ai.

2. Which data we process and where it comes from

We only process the data you give us or that your use of the site generates:

• Contact form: name, phone number and company.
• Virtual assistant of the website: the content of the conversation, by text or by voice, which is recorded; if you give us permission to contact you, also your name, your email address or your phone number, your company and a summary of what you need.
• Signing up for the demo: name, email address, company, sector and password (which is stored encrypted and which we cannot read).
• Use of the demo: your text and voice conversations with the agents, their transcript, their recording and the audits you run on them.
• Technical data: to limit abuse we compute an irreversible code from your IP address; we do not store the IP address.

3. What we use it for and on which legal basis

We use your data for these purposes:

• Handling your contact request and calling or writing to you: your consent (Art. 6.1.a GDPR), which you give by ticking the box in the form or by authorizing it in the conversation. We keep the date and the version of the texts you accepted.
• Giving you access to the demo, talking with the agents, sending you the summary by email and generating the audit of your conversation: performance of the demo terms you accept when you sign up (art. 6.1.b).
• Sending you news and commercial communications from Ontopix by email, only if you tick the optional box at sign-up: your consent (Art. 6.1.a GDPR and Art. 21 of Spanish Law 34/2002). You can withdraw it at any time from those same emails or by writing to info@ontopix.ai.
• Recording and analyzing the conversations of the demo and of the assistant to provide the service and improve it: the demo terms and our legitimate interest in improving the product (art. 6.1.b and 6.1.f). You are told about the recording or the logging at the start of each conversation.
• Protecting the site against abusive use: our legitimate interest (art. 6.1.f).
• Notifying our sales team of sign-ups and contact requests: our legitimate interest in handling them (art. 6.1.f).

4. Do not enter sensitive data

The demo uses fictional companies and customers. There is no need to enter real health data, financial data or data of third parties, and we ask you not to. The agent of the fictional clinic does not assess symptoms.

5. For how long

We keep the data for as long as each purpose requires:

• Contact requests and contacts collected by the assistant: up to 12 months from the last communication, unless a business relationship begins.
• Demo account, conversations, recordings and audits: while the account exists and up to 12 months after it expires, unless you ask for their erasure earlier.
• Commercial communications: until you withdraw your consent.
• Conversations with the website assistant without contact details: up to 12 months.
• Technical controls against abuse: between one hour and two days.

6. Who has access to your data

We do not sell your data or disclose it to third parties, unless the law requires it. The providers that serve us have access to it, as data processors and under contract:

• Amazon Web Services EMEA SARL: hosting, database, authentication and email delivery, in the Frankfurt region (Germany).
• Eleven Labs Inc. (United States): voice and text conversation with the agents, its transcript and its recording.
• Language model providers involved in the conversation and in the audit, as sub-processors of the above or of Ontopix.

7. International transfers

Using the voice and text agents involves a transfer of data to the United States. Eleven Labs Inc. is certified under the EU-U.S. Data Privacy Framework, and the transfer relies on the European Commission's adequacy decision for that framework (Art. 45 GDPR). Our data processing agreement with Eleven Labs also incorporates the European Commission's standard contractual clauses, which would apply if that decision ceased to be in force. You can ask us for a copy of those mechanisms.

8. Your rights

You can access your data, rectify it, erase it, object to its processing, ask for its restriction or its portability, and withdraw your consent at any time without affecting what has already been processed. Write to info@ontopix.ai stating which right you are exercising; we will answer within one month.

If you believe we have not handled your request properly, you can lodge a complaint with the Spanish Data Protection Agency (AEPD, www.aepd.es).

9. Artificial intelligence and automated decisions

The agents and the audit run on artificial intelligence. In line with Article 50 of Regulation (EU) 2024/1689, the Artificial Intelligence Act, the website assistant and the demo agents tell you at the start of every conversation that you are talking to an artificial intelligence, and the voice you hear is synthetic, artificially generated.

We do not use them to make decisions that produce legal effects on you, and we do not build profiles for advertising purposes.

10. Security

We apply technical and organizational measures proportionate to the risk: encryption in transit and at rest, per-person access control, access logging and separation between environments. The agent only sends emails to the verified address of your account.

11. Minors

This site is aimed at professionals. It is not intended for minors and we do not knowingly collect their data.

12. Changes to this policy

If we change this policy in a material way, we will say so on this page and, if you have a demo account, we will let you know by email.