Privacy policy

1. Who we are

The controller of your personal data is Aetherpontis Solutions OÜ, a private limited company registered in Estonia, registry code 17440370, registered office Ahtri tn 12, 15551 Tallinn, Estonia (“Aetherpontis”, “we”, “us”). You can reach us at hello@aetherpontis.com or +36 30 508 0569.

We process personal data in line with the EU General Data Protection Regulation (GDPR) and the Estonian Personal Data Protection Act.

2. What we collect and why

2.1 When you contact us or request a free day

When you send the contact form, the software enquiry form or the free-day request, we collect what you enter: your name, work email, company, phone number, country, the role or task you need help with, your preferred start date, working language, and your message. We also record the page the form was sent from, the language of the site you used, and, if you arrived through a campaign link, the campaign parameters (UTM values).

Purpose: to answer you, prepare a proposal, match an assistant or engineer, and arrange a call. Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR) and, for the free-day request, your consent given in the form (Art. 6(1)(a)). Retention: for as long as the enquiry is open and then up to 24 months, unless a contract follows, in which case the data is kept with the contract.

2.2 When you book a call

“Book a call” links open our booking page on Google Calendar. Google processes the data you enter there under its own privacy policy. We receive the details of the appointment you booked.

2.3 When you send us a CV or join the talent network

If you apply to work with us or send a CV, we process the information in it (name, contact details, experience, skills, education, languages, photo if included) to assess whether and where you fit, to build your profile, and to propose you to clients. We use automated tools to read CVs and extract the facts listed above; every decision about you is taken by a person. Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b)) and our legitimate interest in running a talent network (Art. 6(1)(f)). Retention: while you are part of the network and for 12 months after you leave it, unless you ask us to delete your profile sooner. We share your profile with a prospective client only through a time-limited link and only for a specific placement.

2.4 When you use our client portal, surveys or delivery tools

Clients and their staff who are given an account receive a login (name, email, company). Survey answers and delivery records are processed to perform the contract with that client (Art. 6(1)(b)) and are kept for the duration of the contract plus the period required by accounting law.

2.5 Website analytics

We run our own, first-party analytics so we can see which pages are read and which forms are used. For this we store a random visitor identifier and a session identifier in your browser (localStorage and sessionStorage, not cookies), and we record page views, scroll depth, clicks on calls to action, time on page, your screen width, the referring site, campaign parameters and the country derived from your IP address. Your IP address is not stored; it is replaced by a salted hash that cannot be turned back into the address. We do not use Google Analytics, advertising pixels or any third-party tracking. Legal basis: our legitimate interest in understanding how the site is used (Art. 6(1)(f)). Retention: 24 months.

2.6 Technical logs

Our servers keep standard access logs (requested page, time, browser, hashed IP) for security and troubleshooting for up to 30 days.

3. Cookies and local storage

The public website sets no tracking cookies. It uses browser storage for the analytics identifiers described in 2.5, to remember your campaign source, and to remember the language you chose. The admin panel and the client portal set one session cookie after you log in, which is strictly necessary for the login to work.

4. Who we share data with

• Hosting: our servers are provided by Hetzner Online GmbH in Germany (EU).
• Email: form submissions are sent to our mailbox through our email provider.
• Booking: Google LLC, for the calendar booking page (see 2.2).
• CV reading: Anthropic PBC (the Claude API), which processes the text of a CV on our instruction to extract the facts listed in 2.3 and does not use it to train its models.
• Document storage: Google Workspace, where CVs received by email or shared folders are stored.
• Clients: a candidate’s profile is shared with a client only for a specific placement, as described in 2.3.
• Engineers and assistants: the people we place with you receive the information they need to do the work.

We do not sell personal data. Where a provider is outside the EU/EEA, transfers rely on the European Commission’s standard contractual clauses or an adequacy decision.

5. Your rights

You can ask us to access, correct, delete or export your personal data, to restrict its processing, and to object to processing based on our legitimate interests. Where processing is based on consent, you can withdraw it at any time; this does not affect what was done before. Write to hello@aetherpontis.com; we answer within one month. You also have the right to lodge a complaint with a supervisory authority, in Estonia the Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee), or with the authority in your own country.

6. Security

Data is stored on servers in the EU, transmitted over encrypted connections (HTTPS), and accessible only to the people who need it for the purposes above. Passwords are stored hashed. Links to shared candidate profiles expire.

7. Children

Our services are for businesses and professionals. We do not knowingly collect data from anyone under 16.

8. Changes

We will update this policy when our data handling changes and show the date of the latest version at the top of this page.