Privacy Policy
This privacy policy explains how Exactica collects, processes, and protects your personal data when you use our website. We are committed to protecting your privacy in accordance with the Swiss Federal Act on Data Protection (FADP) and the EU General Data Protection Regulation (GDPR).
Data Controller
The data controller responsible for data processing on this website is: Exactica Cluj-Napoca, Romania Email: [email protected]
Scope of Data Collection
We collect personal data when you voluntarily provide it through our contact form: your name, email address, and message content. If you use our AI chat, the messages you enter are processed as described in the AI Chat section below. In addition, if you consent, we collect usage data through Google Analytics as described below.
Purpose of Processing
We process your personal data exclusively for the purpose of responding to your inquiry and communicating with you about potential services. Your data will not be used for marketing purposes without your explicit consent.
Legal Basis
Contact form data is processed on the basis of your consent, given when you submit the form; you may withdraw it at any time by contacting us. The AI chat likewise runs only on the consent you give by choosing to use it. Google Analytics runs only with the consent you give in the cookie dialog. Technical data needed to deliver and secure the website (hosting, spam protection) is processed on the basis of our legitimate interest in operating this website; it is not subject to consent, because the site cannot function without it.
Website Analytics
This website uses Google Analytics, a web analytics service provided by Google Ireland Limited ("Google"). Google Analytics uses cookies that help us understand how the website is used: which pages are visited, for how long, and from which region. Analytics cookies are set only after you accept them in the cookie dialog; if you decline, no analytics data is collected. IP addresses are processed in shortened, anonymized form. You can withdraw your consent at any time using the "Cookie settings" link in the footer. More information is available in Google's privacy policy at policies.google.com/privacy.
AI Chat
Our website offers an AI chat assistant ("Ask Exactica") that answers questions about our company. When you use it, the messages you type and the recent conversation history are sent to Anthropic, our AI processor based in the United States, to generate the answer. Anthropic does not use this data to train its models. Use of the chat is entirely voluntary; by sending a message you consent to this processing. If you prefer, you can always use the contact form instead. We keep an anonymized record of questions and answers for up to 90 days to improve the assistant; it contains no IP address, no account, and no identifier linking it to you. Please do not enter sensitive personal data into the chat. Spam protection for the chat is provided by Cloudflare Turnstile, as with our contact form.
Third-Party Services
We use the following third-party services to operate this website: Cloudflare: Website hosting, content delivery, and spam protection for our contact form (Turnstile). Cloudflare processes technical data (such as IP addresses) as a necessary part of delivering and securing the website; this rests on our legitimate interest, not on consent, and may involve strictly necessary cookies for security checks. For more information, see Cloudflare's privacy policy. Google Analytics: Website usage measurement, used only with your consent. Usage data (including shortened IP addresses) may be processed by Google on servers outside Switzerland and the European Union. For more information, see Google's privacy policy. Resend: Email delivery service used to process messages submitted through our contact form. When you submit a message, your name, email address, and message content are transmitted to Resend for delivery. For more information, see Resend's privacy policy. Anthropic: AI provider that generates the answers in our AI chat. When you use the chat, your messages are transmitted to Anthropic (USA) for processing; they are not used to train Anthropic's models. For more information, see Anthropic's privacy policy.
Data Retention
Personal data submitted through the contact form is retained only for as long as necessary to process your inquiry and any resulting business relationship. We will delete your data upon request or when it is no longer needed for the stated purpose.
Your Rights
Under the FADP and GDPR, you have the following rights regarding your personal data: Right of access: You may request information about the personal data we hold about you. Right to correction: You may request correction of inaccurate personal data. Right to deletion: You may request deletion of your personal data. Right to object: You may object to the processing of your personal data. Right to data portability: You may request a copy of your data in a structured, machine-readable format. To exercise any of these rights, please contact us using the information provided above.
Cross-Border Data Transfer
Your data may be accessed by our engineering team based in Romania for the purpose of maintaining and improving our website and services. Romania is recognized by the European Commission as providing adequate data protection. We ensure that all data transfers comply with applicable data protection regulations.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with the revised date. We encourage you to review this page periodically.
Data Protection Inquiries
For questions or concerns about data protection, or to exercise your rights, please contact us at [email protected].