GDPR Privacy Policy

Effective Date: May 1, 2025

1. Introduction

At NinjaScan.ai, we are committed to protecting your personal data and respecting your privacy. This GDPR Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

NinjaScan.ai is operated by PixelFree Studio Germany GmbH, with an address at Kaiserstraße 26A, 66111 Saarbrücken, Germany.

2. Data Controller

For the purposes of the GDPR, NinjaScan.ai acts as the data controller for the personal data you provide via our website or in the course of using our services.

3. Personal Data We Collect

We may collect the following categories of personal data:

• Contact Information: Name, email address, phone number
• Account Data: Login credentials, account preferences
• Technical Data: IP address, browser type, operating system, usage data, device identifiers
• Analytics Data: Behavior on site, click patterns, session durations (via tools like Google Analytics)
• Communication Data: Information you provide through contact forms, email inquiries, or support chats

We do not knowingly collect data from individuals under the age of 16.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent (Art. 6(1)(a)): Where you have given us permission (e.g., accepting cookies or signing up for newsletters).
• Contractual necessity (Art. 6(1)(b)): To fulfill a contract or provide services you have requested.
• Legal obligation (Art. 6(1)(c)): To comply with legal requirements.
• Legitimate interests (Art. 6(1)(f)): For security, analytics, service improvement, and marketing (unless overridden by your rights).

5. How We Use Your Data

• To provide, operate, and maintain our services
• To improve user experience and our website
• To communicate with you regarding support or updates
• To comply with applicable legal obligations
• To analyze user interactions for business development

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and use personal data about you, including for analytics and marketing. You can manage your cookie preferences here.

7. Data Sharing and Transfers

We do not sell your personal data. We may share it with:

• Service Providers (e.g., hosting, analytics, email marketing)
• Professional Advisers (e.g., legal, compliance)
• Public Authorities (as required by law)
• International Transfers: Data may be transferred outside the EU/EEA to countries offering adequate protection or via legal safeguards (e.g., Standard Contractual Clauses).

8. Data Retention

We retain personal data only as long as necessary for the purposes it was collected, including:

• As long as you have an active account or ongoing relationship with us
• As needed to comply with legal, tax, or regulatory obligations
• For a reasonable period after termination for auditing or dispute resolution

9. Your Rights Under GDPR

Under GDPR, you have the following rights:

• Access – You can request access to your personal data.
• Rectification – You can ask us to correct inaccurate or incomplete data.
• Erasure – You can request deletion of your data (“right to be forgotten”).
• Restriction – You can ask us to restrict processing under certain conditions.
• Portability – You can ask for a copy of your data in a structured format.
• Objection – You can object to processing based on legitimate interests.
• Withdraw Consent – You may withdraw consent at any time.

To exercise your rights, contact: info@ninjascan.ai

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse. However, no system is completely secure.

11. Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with a supervisory authority in your country or the lead authority in the EU.

12. Changes to This Policy

We may update this GDPR Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you.

Thank you for trusting NinjaScan.ai. We are committed to protecting your privacy and handling your data responsibly.