Privacy Policy
Effective: 13 October 2026
1. Controller
The controller of personal data within the meaning of the General Data Protection Regulation (GDPR) is:
Applied System GmbH
Seitenstettengasse 5/37, 1010 Vienna, Austria
hello@appliedsystem.ai
For any question about how we process your data, write to us at the address above.
2. What data we process on the website
Visiting the website
On every visit the server automatically logs technical data: IP address, date and time of access, the page visited, browser type and operating system. We need this data to run and secure the website.
From the IP address we also determine the country you are visiting from, so we can show you the right language automatically. We do not store the country.
Legal basis: legitimate interest (Art. 6(1)(f) GDPR).
Contact by email or phone
When you contact us, we process the data you give us, such as your name, company, email address, phone number and the content of your message. We use it only to handle your inquiry.
Legal basis: pre-contractual measures (Art. 6(1)(b) GDPR) and our legitimate interest in answering your inquiry (Art. 6(1)(f) GDPR).
Booking the free review
To book a slot we use Google Calendar, which is connected directly to the inquiry form on this website. We process your name, email address, company, the chosen slot and any additional details you enter, such as your phone number and what you would like to improve first.
If you add colleagues to the meeting, we also process their email addresses so that Google Calendar can send them an invitation. Please let them know.
Legal basis: pre-contractual measures (Art. 6(1)(b) GDPR); for colleagues' email addresses, legitimate interest (Art. 6(1)(f) GDPR).
Questions in the inquiry form
We store your answers to the questions in the form, for example what you are interested in and how many employees you have, together with your inquiry so we can prepare for the review. The legal basis is Art. 6(1)(b) GDPR.
Video calls
We hold free reviews and remote meetings via Google Meet. This involves processing your name, email address, and image and sound during the call. We do not record calls.
Legal basis: pre-contractual measures or performance of a contract (Art. 6(1)(b) GDPR).
Cookies and analytics
Details are described in our cookie policy. We use non-essential cookies only with your consent (§ 165(3) of the Austrian Telecommunications Act TKG 2021 and Art. 6(1)(a) GDPR), which you can withdraw at any time.
With your consent we use Google Analytics 4 by Google Ireland Limited to understand how the website is used. Google Analytics loads only after you accept cookies. It processes usage data such as pages visited, approximate location at country and city level, and device and browser type. Google Analytics 4 does not store IP addresses. We have turned off Google signals and ad personalisation and keep the data for 14 months.
Legal basis: consent (Art. 6(1)(a) GDPR).
3. Clients and business partners
When carrying out orders we process the contact details of contact persons, billing data and project-related communication.
Legal basis: performance of a contract (Art. 6(1)(b) GDPR) and legal obligations, in particular accounting and tax obligations (Art. 6(1)(c) GDPR).
Where we process personal data of your employees or customers while introducing AI solutions for you, we do so as a processor on your instructions. We conclude a separate data processing agreement for this (Art. 28 GDPR); this privacy policy does not apply to it.
4. Recipients and transfers to third countries
We do not sell your data. We share it only as far as necessary for the purposes above, namely with:
| Recipient | Purpose |
|---|---|
| Vercel Inc. | website hosting |
| Google Mail | email communication |
| Google Calendar | booking appointments |
| Google Meet | remote meetings |
| Google Analytics | visitor statistics, only with your consent |
| Tax adviser or accountant | meeting legal obligations |
We have data processing agreements under Art. 28 GDPR with all processors.
Vercel Inc. and Google may also process data in the United States. Such transfers are based on the EU-U.S. Data Privacy Framework and, in addition, on the European Commission's standard contractual clauses.
5. Data retention
We keep data only as long as necessary for the purpose for which it was collected:
| Data | Retention period |
|---|---|
| Technical server logs | 14 days |
| Inquiries that do not lead to a collaboration | 12 months |
| Client data for accounting and tax purposes | 7 years (§ 132 of the Austrian Federal Fiscal Code BAO) |
| Data relating to possible legal claims | until the limitation periods expire |
After the period ends we delete or anonymise the data.
6. Your rights
Regarding your personal data, you have the right to:
- access your data (Art. 15 GDPR),
- rectification (Art. 16 GDPR),
- erasure (Art. 17 GDPR),
- restriction of processing (Art. 18 GDPR),
- data portability (Art. 20 GDPR),
- object to processing based on legitimate interest (Art. 21 GDPR),
- withdraw consent at any time, without affecting the lawfulness of processing before withdrawal (Art. 7(3) GDPR).
To exercise your rights, write to hello@appliedsystem.ai.
If you believe that the processing of your data violates the law, you can lodge a complaint with a supervisory authority. The authority responsible for us is the Austrian Data Protection Authority:
Österreichische Datenschutzbehörde
Barichgasse 40–42, 1030 Vienna
www.dsb.gv.at
You can also lodge a complaint with the supervisory authority in your country of residence; in Slovenia, the Information Commissioner (www.ip-rs.si).
7. Security and changes
Security: The website uses an encrypted connection (TLS). We protect your data against loss, misuse and unauthorised access with appropriate technical and organisational measures.
Automated decision-making: We do not carry out automated decision-making or profiling within the meaning of Art. 22 GDPR. Based on your answers, the inquiry form only shows a suggested first step, which has no legal effect on you.
Changes: We update this privacy policy from time to time, for example when we introduce new tools. The version published on this page always applies.