This policy applies to ai.protopia.garden and inquiries submitted to Protopia Garden AI Practice. It is intended as a practical transparency notice, not as legal advice.

1. Controller

The controller for this website is Nereus Venture, operating the Protopia Garden AI Practice. Contact: tatyanasedih@gmail.com.

2. Personal data we collect

• Information you submit through the lead intake form or by email: name, work email, organisation, country, organisation type, workflow interests and message content.
• Technical information generated by the website and hosting environment, such as IP address, browser type, device information, pages visited and security logs.
• Information created during business communication, discovery calls, proposals or service delivery if you become a client or partner.

3. Why we process it

• To respond to inquiries and assess whether our services are relevant.
• To prepare calls, proposals, agreements and service delivery materials.
• To maintain website security, prevent abuse and understand basic site performance.
• To keep a record of business communication and follow-ups.

4. Legal bases

Depending on the context, we rely on pre-contractual steps, contract performance, legitimate interests in operating and improving the practice, legal obligations where applicable, and consent where we explicitly ask for it.

5. AI-assisted processing

We may use AI tools to help structure notes, analyse workflow descriptions or prepare draft responses. Human review remains responsible for business decisions. Do not send confidential documents, special-category personal data or sensitive beneficiary/client information through the public form.

6. Sharing and processors

We may use service providers for hosting, email, CRM, analytics, calendar scheduling, document processing and security. If HubSpot, Google Workspace, WordPress hosting or similar tools are connected, they may process data as processors or independent providers under their own terms.

7. International transfers

Some providers may process data outside your country or outside the European Economic Area. Where required, we rely on appropriate safeguards such as adequacy decisions, standard contractual clauses or provider data transfer mechanisms.

8. Retention

General inquiries are normally kept for up to 24 months unless a longer period is needed for an active relationship, legal obligation, dispute, accounting record or legitimate business record. Client project records are governed by the relevant agreement.

9. Your rights

Where applicable, you may request access, correction, deletion, restriction, portability or objection to processing. You may also withdraw consent where processing is based on consent. You can contact us at tatyanasedih@gmail.com.

10. Complaints

You may have the right to lodge a complaint with your local data protection authority. We encourage contacting us first so we can address the issue directly.

11. Changes

We may update this policy as the website, tools or services change. The updated date above shows the current version.