PRIVACY POLICY

Last Updated: 20/11/2025

Application

This privacy policy (“Policy”) applies to those instances where AIVIS (“we,” “our,” or “us”) collects and processes personal data as a controller. As used in this Policy, “personal data” means any information that relates to an identified or identifiable individual.

AIVIS operates as a controller when it determines the purposes and means of processing personal data as outlined in this Policy. When AIVIS processes data on behalf of its customers (such as fleet operators using our platform), AIVIS acts as a processor, and the customer’s privacy policy applies.

Collection and Use of Personal Data

Website and Forms

What we collect: When you interact with our website (www.aivis.nl), such as downloading resources, subscribing to newsletters, or participating in surveys, we may collect your name, email address, company name, job title, and any information you choose to provide.

How we use it: To facilitate your interaction with our website, provide requested information, and deliver services you request from us.

Account Creation

What we collect: To create an account on the AIVIS platform, we collect personal information such as name, email address, phone number, company name, and billing address.

How we use it: To create and manage your account, process transactions, provide customer support, and communicate with you about your account.

Direct Marketing

What we collect: Contact information such as name, email address, phone number; demographic information such as company size, industry, and location; preferences and interests based on your interactions with our products and services; behavioral data such as website browsing history and email engagement.

How we use it: To send promotional communications about our products, services, and events; personalize marketing content based on your preferences; conduct market research to improve our offerings; and analyze the effectiveness of our marketing campaigns.

Platform Usage

What we collect: When you use the AIVIS platform, we automatically collect vehicle data (GPS location, diagnostics, CAN-bus data, sensor readings, fuel consumption, driver behavior), usage data (features accessed, time spent, user interactions), and device information (IP address, browser type, operating system).

How we use it: To provide operational intelligence and autonomous decision-making for fleet management, monitor vehicle performance, optimize routes, generate reports and analytics, and improve our platform functionality.

Inquiries and Support

What we collect: When you contact us through our “Contact Us” form or customer support channels, you may provide your name, email address, phone number, company name, and details about your inquiry.

How we use it: To respond to your inquiries, provide customer support, and improve our services.

Business Operations

What we collect: For security purposes, we may capture images through security cameras at our office locations if you visit our premises.

How we use it: To ensure the security of our premises and operations. Images are stored for no more than 30 days. We may also use personal data to investigate and prevent fraudulent transactions, unauthorized access, and other illegal activities.

Marketing Consent and Preferences

Where required by law, we will obtain your consent before using your personal data for direct marketing purposes. You have the right to opt out of receiving marketing communications at any time by clicking the “unsubscribe” link in our emails or contacting us directly at contact@aivis.nl.

Legal Basis for Processing Personal Data

Our legal basis for processing your personal data depends on the context in which it is collected:

• Consent: We process personal data based on your explicit consent obtained at the time the data is provided.
• Performance of a Contract: We process personal data when necessary to perform our services under a contract with you.
• Legal Obligation: We process personal data to comply with legal obligations and lawful requests by authorities.
• Legitimate Interests: We process personal data based on our legitimate interests, such as marketing, fraud prevention, and system security, provided these interests do not override your rights and freedoms.

Cookies and Other Technologies

AIVIS and its service providers collect information using cookies, web beacons, and other technologies to count website visits, understand usage patterns, and measure campaign effectiveness. You can configure your browser to refuse cookies, though some parts of our website may not function properly if you do so. For more information, see our Cookie Policy.

De-Identification and Anonymization

AIVIS may anonymize or de-identify your personal data so that it no longer identifies you. Once anonymized, this data is used for statistical, research, or operational purposes and is no longer subject to privacy protections under applicable laws.

Third Parties

This Policy does not apply to third-party websites or services. Our website may contain links to other websites operated by third parties. We recommend reviewing their privacy policies to understand their information practices.

AIVIS may engage third-party service providers (“Subprocessors”) to process personal data on our behalf. We select Subprocessors based on their ability to provide necessary safeguards and ensure they only process data according to our instructions and in compliance with applicable data protection laws.

Disclosure of Personal Data

We may disclose your personal data in the following circumstances:

• To contractors, service providers, and business partners who support our operations and are bound by confidentiality obligations
• To governmental or regulatory authorities in response to legal processes such as subpoenas or court orders
• To enforce our legal rights and defend against legal claims
• In connection with a merger, acquisition, or sale of company assets
• To AIVIS affiliates to facilitate our global operations
• To fulfill the purpose for which you provided the data, and with your consent

International Transfers of Data

AIVIS primarily stores personal data on servers located in Europe and North America but may utilize servers in other regions for load balancing and operational purposes. When we transfer your personal data internationally, we ensure compliance with applicable data protection laws by:

• Transferring data to countries deemed to provide adequate protection
• Using standard contractual clauses approved by regulatory authorities
• Implementing appropriate technical and organizational security measures
• Taking other measures to ensure adequate data protection

Data Retention

We retain your personal data only as long as necessary to fulfill the purposes for which it was collected or as required by law. When we no longer have a legitimate need to retain your data, we will delete or anonymize it. If deletion is not immediately possible, we will securely store and isolate the data from further processing.

Data Security

AIVIS has implemented appropriate technical and organizational security measures to prevent your personal data from being lost, used inappropriately, accessed without authorization, altered, or disclosed. We limit access to personal data to employees and contractors who have a legitimate business need. We have procedures to address suspected data breaches and will notify you and applicable regulators when legally required.

Your Rights and How to Exercise Them

Under applicable data protection laws, you have the following rights:

• Right to Access: Request access to the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data under certain circumstances
• Right to Restrict Processing: Request that we limit how we process your data
• Right to Data Portability: Request transfer of your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for processing at any time
• Right to Lodge a Complaint: File a complaint with your data protection authority

To exercise these rights, please contact us at info@aivis.nl. We will respond to legitimate requests within 30 days and may request additional information to verify your identity.

Children’s Personal Data

Our services are not directed toward individuals under 16 years of age. We do not knowingly collect personal data from minors. If you believe we have received data from a minor under 16, please contact us at info@aivis.nl, and we will take steps to delete such information.

Changes to This Policy

We may update this Policy periodically to reflect changes in our practices or legal requirements. We will post the updated Policy on our website with a new “Last Updated” date. We encourage you to review this page periodically for updates.

Contact AIVIS

If you have questions about this Policy or our privacy practices, you can contact us:

Email: privacy@aivis.nl
Website: www.aivis.nl

Data Protection Officer
Email: info@aivis.nl