PRIVACY POLICY
Effective Date: 18th of January 2026
Software: Idealistic
Contact: contact@idealistic.ai
Website: https://www.idealistic.ai/
Version Number: 1

At Idealistic ("we", "us", "our"), we are committed to protecting your privacy and handling your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR").

1. DATA WE COLLECT
We collect data necessary to function as an organizational management tool. This includes:
- Identity Data: Name, role/title, and contact details (e.g., email address, phone number).
- Interaction Data: Content of messages, commands, and queries sent through our supported interfaces (e.g., WhatsApp, Discord, Telegram).
- Organizational Data: Hierarchical relationships (managers, subordinates), salaries (if provided), and team structures.
- Technical Data: IP addresses, browser types, and device identifiers used to access our web portals.

2. PURPOSES OF DATA PROCESSING
We process your personal data to:
- Provide the Service: Facilitate company management, hierarchy tracking, and automated reporting.
- AI Processing: Analyze text inputs ("prompts") to extract intent and execute management commands.
- Security & Logs: Maintain the integrity of our systems and prevent abuse.
- Compliance: Fulfill legal and tax obligations.

3. LEGAL BASIS
We process personal data based on:
- Contractual Necessity: To deliver the services defined in our Terms of Use.
- Legitimate Interests: To improve our AI models, ensure security, and maintain historical organizational records.
- Legal Obligations: Compliance with labor and tax laws.

4. THIRD-PARTY PLATFORMS & DATA SHARING
Crucial Notice regarding Messaging Platforms:
Our service operates via third-party interfaces (including but not limited to WhatsApp, Discord, and Telegram). By choosing to use our service through these platforms, you acknowledge that data transmission is subject to the privacy policies and infrastructure of those providers.

- We do NOT sell your personal data.
- We share data with trusted infrastructure providers (e.g., hosting services in Germany) strictly for the purpose of running the application.

5. DATA RETENTION & ANONYMIZATION
We retain personal data only as long as necessary for the stated purposes.

- Active Accounts: Data is retained for the duration of the customer agreement.
- Deletion Requests: Upon a valid request for deletion (Right to Erasure), strictly personal identifiers (Name, Email, Phone) will be permanently anonymized.
  * Note: Non-personal historical data (e.g., "A Manager approved a request on [Date]") will be retained to preserve the integrity of the company's audit logs.

6. YOUR RIGHTS
Under the GDPR, you have the right to:
- Access & Portability: Request a copy of your personal data.
- Rectification: Correct inaccurate data.
- Erasure (Right to be Forgotten): Request the anonymization of your personal identity from our active systems.
- Restriction & Objection: Object to specific processing activities.

To exercise these rights, contact us at: contact@idealistic.ai

7. DATA SECURITY
We use appropriate technical and organizational measures (including enterprise-grade encryption) to safeguard your personal data against loss, misuse, or unauthorized access while it is stored on our servers.

However, we cannot guarantee the security of data while it is being transmitted through third-party messaging apps (e.g., WhatsApp), as this infrastructure is outside our control.

8. INTERNATIONAL DATA TRANSFERS
Our primary servers are located within the European Economic Area (EEA).

However, depending on the messaging platform you use to access the service, your data may be processed through servers located outside the EEA (e.g., the United States). By using these platforms, you consent to such transfers, which are governed by the respective platform's Terms of Service.

9. CHANGES TO THIS POLICY
We may update this privacy policy periodically. Changes will be communicated via our website or directly where applicable.

CONTACT US
If you have questions about this policy or your data, you can contact us at:

Idealistic
contact@idealistic.ai
Järvevana tee 9, Tallinn, 11314, Estonia