Privacy statement

What we process and why

When you visit the site. Our hosting provider IONOS, a European hosting company with servers in the European Union or the United Kingdom, keeps server logs of when which page was requested, with the browser type and an anonymised IP address. IONOS keeps those logs for up to eight weeks; we do not retrieve them. We do this on the basis of our legitimate interest in a secure, working site. We measure visits with Simple Analytics, a Dutch service that uses no cookies and does not store your IP address.

When you fill in a form. The site has forms for organisations looking for a mentor, for questions, for mentors who want to apply, for professionals who want to join the community, and for the waitlist of our newsletter Field notes. We use what you enter (such as your name, email address, organisation, role, LinkedIn profile and your answers) to handle your application or question, to make a good match and to run the programme. We process applications from organisations and mentors because that is needed to prepare an agreement with you; questions and community sign-ups on the basis of our legitimate interest in answering your question or reviewing your sign-up; the waitlist on the basis of your consent, which you can withdraw at any time. If you tick the separate box on the mentor or community form, we may also use your name, photo and participation details in our communication; you can change that at any time. After you send a form you automatically receive a confirmation email from our Google account, and we store the time and the site language of your submission.

When you use the AI policy builder. Your answers in the builder stay in your browser. To download the finished document we ask for your email address, which we use to check in on how your rollout is going and to improve the tool. Only if you tick the box do we also send you information about the AI Mentorship Programme. We do that on the basis of our legitimate interest in knowing whether the tool works in practice, and we keep that address in the same spreadsheet in our Google account as the form submissions.

When you email us. Our email runs on Proton Mail, a Swiss service. We use your message only to reply to you.

When your organisation gets a mentor. We then share your intake answers with the mentor who will work with your team, through the shared workspace of our mentor team. Mentors sign a confidentiality agreement with us before they see your answers. During a mentorship we keep notes of the sessions, and calls may be transcribed by an AI notetaking service; we say so at the start of a call.

Data from before 30 September 2026

Until 30 September 2026, AI for Impact Collective was run by another company. It transferred the client list, applications, mentor and community data and contact lists to us so the programme and the community could simply continue. We took them over on the basis of our legitimate interest in that continuation. The previous company keeps only what it must keep for its own records. If you are in our contact list because we came across you on LinkedIn or on a public member list, we only hold your name, your organisation and what you shared publicly. We use those details on the basis of our legitimate interest in reaching organisations and professionals in our field, and we keep them until you ask us to take you off the list; an email is enough.

Where your data lives and who else sees it

We store form submissions in a spreadsheet in our Google account. Google may process data in the United States. That falls under the EU-US Data Privacy Framework, the agreement between the EU and the US on protecting European personal data there.

Our mentor team works in a shared online workspace at a service for storing files and code, with an app on top of it at a web hosting service. Both process data in the United States under the EU-US Data Privacy Framework. The AI notetaking service also processes data in the United States, under the EU standard contractual clauses.

Our community runs on Slack (United States, under the EU-US Data Privacy Framework through its parent company Salesforce); Slack’s own privacy policy also applies to your Slack account, and you accept the invitation yourself. We do not sell data and do not share it with anyone other than the parties named in this statement, unless the law requires us to.

Cookies

We use no cookies. Our forms keep your draft in your browser’s session storage so a refresh does not lose it. That stays on your own device and disappears when you close the tab.

How long we keep data

We keep applications from organisations until twelve months after we have decided which organisations join the programme round you applied for, and mentor applications until twelve months after we have decided on your application. Data of organisations that take part in the programme, including session notes and transcripts, we keep for up to two years after the programme ends, as stated in the agreement; invoices and other records the law makes us keep longer, we keep for as long as the law requires. Data of mentors who join the team we keep as long as you are a mentor with us. We keep a question sent through the question form until six months after we answered it. Community data we keep as long as you are a member. You stay on the waitlist until you unsubscribe (an email is enough) or until we drop the newsletter. The email address from the AI policy builder we keep until you ask us to remove it, and for two years at most. Email exchanges we keep as long as needed to handle them, and for two years at most.

Your rights

You can ask to see, correct or delete your data, restrict its processing, object to it, or take it with you. You can withdraw consent you gave at any time. Email info@aiforimpactcollective.com and we reply within a month; if we need more time, we tell you within that month. If you disagree with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes

If what we do changes, we update this statement and put the new date at the top.