Privacy Policy

1. Introduction

Maike is a business operated by Nimbostratus B.V. ("we", "us", or "our"), a company registered in the Netherlands (Chamber of Commerce: 59740086, VAT: NL853625578B02). We are committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI email assistant service (the "Service").

This policy is compliant with the General Data Protection Regulation (GDPR) (EU) 2016/679 and other applicable data protection laws.

2. Data Controller

The data controller responsible for your personal data is:

For any questions regarding this Privacy Policy or our data practices, please contact us at the address above.

3. Personal Data We Collect

We collect and process the following categories of personal data:

3.1 Information You Provide

• Account Information: Name, email address, telephone number, postal address, and company details when you register for our Service or contact us.
• Payment Information: Billing address and payment details (processed through secure third-party payment processors).
• Email Credentials: Email account credentials necessary to connect the Service to your email account (stored securely in our encrypted cloud infrastructure).
• Configuration Preferences: Your preferences for email handling, escalation rules, response templates, and branding.

3.2 Email Content Data

Important: Email content is processed in real-time but is never stored on our infrastructure. Specifically:

• Incoming Emails: Email content, sender information, subject lines, and attachments are processed by the Service in real-time. This data is not stored on our servers—it is retrieved from your email provider, processed, and immediately discarded after processing.
• Outgoing Emails: Responses generated by the Service are sent directly through your email account. We do not retain copies of sent emails.
• Contact Data: Names, email addresses, and other contact information may be extracted from your correspondence to maintain your contact database, with your consent.

3.3 Technical Data

• Device Information: Hardware identifiers, network configuration data.
• Usage Data: Service usage statistics, error logs, and performance data.
• Website Data: IP address, browser type, pages visited when you access our website.

4. How We Use Your Data

We process your personal data for the following purposes:

5. Third-Party Data Processing

To provide our AI email assistant service, your email content is processed by third-party AI services. Specifically:

5.1 Anthropic (Claude API)

We use Anthropic's Claude AI to analyse incoming emails and generate appropriate responses. When emails are processed:

• Email content is transmitted securely to Anthropic's servers
• Processing occurs in accordance with Anthropic's privacy policy and data processing terms
• Anthropic may process data in the United States; appropriate safeguards (Standard Contractual Clauses) are in place for international transfers
• Anthropic does not use your email content to train their AI models under our commercial agreement

By using our Service, you acknowledge and consent to this processing. For more information, please review Anthropic's Privacy Policy.

5.2 Other Service Providers

We may also use:

• Payment processors: To handle billing securely
• Cloud infrastructure providers: For website hosting and business operations
• Analytics services: To understand website usage (anonymised data only)

All service providers are bound by data processing agreements and are required to protect your data in accordance with GDPR requirements.

6. Data Storage and Security

6.1 Where Data is Stored

• Our Cloud Infrastructure: Account information, email credentials, contact databases, billing data, and service configurations are stored on secure servers in the European Union. Email content is never stored on our infrastructure—it is processed in real-time and immediately discarded.
• Third-Party Processors: Email content is transmitted to AI services for processing only; it is not permanently stored by these services under our commercial agreements.

6.2 Security Measures

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Account Data: Retained for the duration of your subscription plus 7 years for legal and tax purposes.
• Email Content: Not stored. Email content is processed in real-time and immediately discarded after processing.
• Processing Metadata: Basic logs (timestamps, email counts, error records) may be retained for service quality and troubleshooting purposes.
• Billing Records: Retained for 7 years in accordance with Dutch tax law.
• Marketing Data: Until you withdraw consent or 3 years after last engagement.
• Website Analytics: Anonymised and aggregated; raw data deleted within 26 months.

Upon termination of service, we will delete or anonymise your personal data within 90 days, except where retention is required by law.

8. International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA), including the United States (for AI processing). When we transfer data outside the EEA, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Additional technical and organisational measures where necessary

You may request a copy of the safeguards in place by contacting us.

9. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

To exercise any of these rights, please contact us using the details in Section 2. We will respond to your request within one month. In complex cases, this may be extended by two months, and we will inform you of any extension.

There is no fee for exercising your rights, unless requests are manifestly unfounded or excessive.

10. Automated Decision-Making

The Service uses AI to automatically categorise emails and generate response suggestions. However:

• Sensitive matters are escalated to human decision-makers
• You maintain oversight and can review AI-generated responses
• The Service is configurable to require human approval for certain categories of correspondence

The automated processing does not produce legal effects or similarly significantly affect the data subjects in your correspondence, as human oversight is maintained.

11. Cookies and Website Tracking

Our website uses cookies and similar technologies:

• Essential Cookies: Required for website functionality (legal basis: legitimate interest)
• Analytics Cookies: Help us understand website usage (legal basis: consent)
• Marketing Cookies: Used to deliver relevant content (legal basis: consent)

You can manage your cookie preferences through your browser settings. Declining non-essential cookies will not affect your ability to use our Service.

12. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Sending you an email notification for material changes

We encourage you to review this policy periodically.

14. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can address your concerns.

You also have the right to lodge a complaint with a supervisory authority. In the Netherlands, this is:

15. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: