Privacy Policy
Effective date: 9 April 2026 · Last updated: 9 April 2026
Applies to: aertonic.com and all Aertonic products and services
This Privacy Policy explains how Aertonic ("Aertonic", "we", "our", or "us") collects, uses, stores, and protects personal data when you use our platform. By using Aertonic, you agree to the practices described in this policy. If you do not agree, please discontinue use of the platform.
1. Who We Are
Aertonic is an AI-powered productivity and sales copilot for professional teams, operated through aertonic.com. Our registered place of business is in the United Arab Emirates. For all privacy-related enquiries, contact us at:
2. Legal Framework
Aertonic processes personal data in compliance with the following applicable laws and regulations:
- UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL) — the primary data protection law of the United Arab Emirates.
- UAE Cybercrime Law (Federal Decree-Law No. 34 of 2021) — governing unlawful access and misuse of data and electronic systems.
- Dubai International Financial Centre (DIFC) Data Protection Law 2020 — where applicable to users operating within DIFC jurisdiction.
- Meta WhatsApp Business Platform Policies — governing our use of the WhatsApp Business API as an authorised integration partner.
- Where users are located in or interact with individuals from the European Economic Area, we additionally observe the principles of the General Data Protection Regulation (GDPR) as a matter of best practice.
3. What Data We Collect
3.1 Data You Provide Directly
- Full name, email address, and phone number provided during account registration
- Professional details including company name, role, and department
- Payment information (processed via our payment provider; we do not store raw card data)
- Communications you send to Aertonic through WhatsApp, email, or our web dashboard
- Voice notes submitted to the platform (transcribed and processed; original audio may be retained for quality assurance for up to 30 days)
- Documents you upload or forward to the platform (PDFs, images, contracts, specs)
3.2 Contact and Lead Data You Input
- Names, phone numbers, email addresses, and notes relating to your clients, leads, and contacts that you provide to Aertonic for the purpose of follow-up management and pipeline organisation
- Conversation history and context that you share with Aertonic about those contacts
- Client preferences, budgets, project notes, and deal stage information
You are responsible for ensuring you have obtained appropriate consent from the individuals whose data you input into Aertonic. We process that data solely on your instruction and do not use it for any other purpose.
3.3 Data Generated Through Use
- Usage logs, interaction timestamps, feature access patterns, and session data
- Device type, operating system, browser type, and IP address
- Message metadata (timestamps, delivery status) processed via our communication APIs
- AI interaction transcripts and task execution logs for the purpose of quality, safety, and service improvement
3.4 Data From Integrations
If you connect third-party services (including CRM systems, calendars, or email accounts), we access only the data necessary to fulfil the integration function you have requested. We do not access or store data beyond the scope of the connected integration.
4. How We Use Your Data
| Purpose | Legal Basis |
|---|
| Providing and operating the Aertonic platform and its features | Performance of contract |
| Processing data, documents, and messages to generate AI outputs | Performance of contract |
| Maintaining your contact memory and project intelligence | Performance of contract |
| Sending service notifications, reminders, and follow-up messages on your behalf | Performance of contract / Legitimate interest |
| Improving model accuracy, safety, and platform performance | Legitimate interest |
| Billing, subscription management, and fraud prevention | Legal obligation / Performance of contract |
| Responding to support requests and customer communications | Performance of contract |
| Complying with legal obligations and regulatory requirements in the UAE | Legal obligation |
| Sending product updates and communications (you may opt out at any time) | Consent / Legitimate interest |
We do not use your personal data or your contacts' data to train third-party AI models. We do not sell, rent, or share personal data with advertisers or data brokers.
5. AI Processing and Data Use
Aertonic uses large language models (LLMs) from third-party AI providers to generate responses and execute tasks. The following applies to all AI processing:
- Your messages, voice notes, and documents are transmitted to LLM providers under data processing agreements that prohibit those providers from using your data to train their models.
- We use a hybrid routing model in which different tasks may be processed by different AI providers based on task complexity. All providers are bound by equivalent data protection commitments.
- We apply prompt caching, which stores non-sensitive system context to reduce latency and cost. Cached content does not include your personal data or contact data.
- AI-generated outputs are provided as informational assistance. You retain full responsibility for reviewing and approving any action taken on the basis of AI outputs.
6. Communication Platform Handling
Aertonic integrates with various communication platforms including Meta's WhatsApp Business API. The following applies:
- We are an independent controller of personal data processed through our communication integrations.
- Message content processed through third-party APIs is subject to their respective terms in addition to this Privacy Policy.
- We do not store message content beyond the period necessary to provide the service, subject to the retention periods set out in Section 10 below.
- While some platforms provide end-to-end encryption, API-based communications are typically processed in decrypted form by our systems to enable AI functionality.
7. Team Accounts and Multi-User Data
Where you use Aertonic under a Team or Enterprise account, the following additional terms apply:
- The team account administrator has access to aggregated performance metrics, collaboration reports, and project analytics across all seats.
- The Admin does not have access to the full private content of individual team member conversations with Aertonic unless a specific data export has been requested and approved.
- Individual team member conversations remain private within the platform. What surfaces to the Admin is structured metadata for management purposes.
- The Admin is a co-controller in respect of data processed through the Team tier. The organization accepts data controller responsibilities for ensuring that its members have appropriate consent to process client data through the platform.
8. Data Sharing and Third Parties
We share personal data only in the following circumstances:
8.1 Service Providers (Processors)
We share data with third-party service providers who assist us in operating the platform. All providers are bound by data processing agreements and are permitted to use data only for the specific purpose for which it was shared. These include:
- Cloud infrastructure and hosting providers
- AI model providers (for language model inference)
- Communication service providers
- Payment processing providers
- Customer support and communications tools
- Analytics and error monitoring services
8.2 Integration Partners
Where you have authorised a third-party integration, we transmit the data required to fulfil that integration on your instruction. You should review the privacy policies of any third-party platforms you connect.
8.3 Legal Obligations
We may disclose personal data to government authorities, regulators, or law enforcement where we are legally required to do so under UAE law or applicable international obligations.
8.4 Business Transfers
In the event of a merger, acquisition, or sale of all or part of our business, personal data may be transferred to the acquiring entity.
9. International Data Transfers
Aertonic's infrastructure is hosted within cloud data centres globally. Data may be processed outside the UAE where our AI providers or infrastructure partners operate data centres in other jurisdictions. Where such transfers occur, we ensure they are conducted under appropriate safeguards, including standard contractual clauses or equivalent mechanisms recognised under the UAE PDPL.
10. Data Retention
| Data Type | Retention Period |
|---|
| Account and profile data | Duration of subscription plus 90 days following account closure |
| Project and contact memory | Duration of subscription; exportable on request before closure |
| AI interaction transcripts | 12 months from date of interaction |
| Voice note originals | 30 days from submission (transcripts retained per above) |
| Uploaded documents | Duration of subscription; deleted within 30 days of account closure |
| Payment and billing records | 7 years from transaction date (UAE regulatory requirement) |
| Support communications | 3 years from last interaction |
| Usage and access logs | 12 months |
Following the applicable retention period, data is securely deleted or anonymised. Anonymised or aggregated data that cannot be used to identify any individual may be retained indefinitely for product analytics purposes.
11. Your Rights
Under the UAE PDPL and applicable data protection law, you have the following rights in respect of your personal data:
- Right of access: Request a copy of the personal data we hold about you.
- Right to correction: Request that inaccurate or incomplete data be corrected.
- Right to deletion: Request deletion of your personal data, subject to legal retention obligations.
- Right to portability: Request your data in a structured, machine-readable format where technically feasible.
- Right to object: Object to processing based on legitimate interests or for direct marketing purposes.
- Right to restrict processing: Request that we limit how we use your data in certain circumstances.
- Right to withdraw consent: Where processing is based on consent, withdraw that consent at any time.
To exercise any of these rights, contact us at privacy@aertonic.com. We will respond within 30 days. We may require verification of your identity before fulfilling a request.
12. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, and destruction. These measures include:
- Encryption of data in transit using TLS 1.2 or higher
- Encryption of data at rest using AES-256 or equivalent
- Role-based access controls limiting internal access to personal data
- Regular security assessments and vulnerability testing
- Multi-factor authentication for all administrative system access
- Incident response procedures and breach notification protocols
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and, where required, the relevant supervisory authority.
13. Cookies and Tracking
Our website at aertonic.com uses cookies and similar technologies for the following purposes:
- Strictly necessary cookies: Required for the website and platform to function. Cannot be disabled.
- Performance cookies: Help us understand how users interact with our website (anonymous analytics).
- Functional cookies: Remember your preferences and settings.
We do not use advertising or cross-site tracking cookies. You can manage cookie preferences through your browser settings.
14. Children
Aertonic is a professional platform intended for use by individuals aged 18 and over. We do not knowingly collect personal data from persons under the age of 18.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify registered users of material changes at least 14 days before the changes take effect.
16. Contact and Complaints
For any questions, concerns, or requests relating to this Privacy Policy or our data processing practices, contact us at privacy@aertonic.com.
If you are not satisfied with our response, you have the right to lodge a complaint with the UAE Data Office or the relevant supervisory authority in your jurisdiction.