Version 28 September 2026
Privacy notice: your prompts and your data.
Which data Union AI processes, what for, how long and with whom. Kept short, because a privacy notice nobody reads protects nobody.
Draft
Who is the controller
Union AI is the controller for your account data: your email address, your balance, your invoices and your usage. For the content of your prompts and responses we are the processor: you decide what you put in them and what you use it for. For business use we set that out in a data processing agreement.
The website assistant works the same way, one step further. A business that puts the assistant on its own website is the controller for its visitors' data, and Union AI is the processor that stores and answers those conversations on its behalf. The business decides how long they are kept, and the assistant shows that period to every visitor.
What personal data we process
| Data | Purpose | Retention period |
|---|---|---|
| Email address, name, VAT number where applicable | Account, invoicing and VAT determination | For as long as your account exists; invoices 7 years (statutory tax retention) |
| Credit, transactions and usage per request | Keeping your balance, invoicing and reconciling with our provider | 7 years for the financial records |
| Token counts, tier, timestamp, duration and error code per request | Metering, invoicing, investigating faults | 13 months |
| Prompts and responses | Carrying out your request | Not stored: held in memory only during processing |
| Reroute events (which trigger, which model) | Quality monitoring of the models | 13 months, separated from your account where possible |
| Web search query, only when you turn on Search | Searching the web for your message. Our own model writes the query; only the query goes to Linkup (France), never the conversation | Not stored by us. The sources shown stay with the conversation |
| Memory: short facts about you, only when you turn on Memory | Using them in your later chats, with the chat each fact came from | Until you edit or delete them, turn Memory off or close the account; the activity log 30 days |
| Google Drive or OneDrive connection: the connected account's email address and an encrypted token | Fetching only the files you pick, which are then handled like an upload. No file lists are kept | Until you disconnect or close the account |
| IP address and user agent at sign-in | Security and abuse detection | 90 days |
| Website visits via Google Analytics: pages viewed, referrer, device and browser type, approximate location. Cookies only after you click Accept; before that, cookieless signals | Seeing which pages help visitors, so we can improve the website. Never in the chat or API | At most 14 months at Google. Withdraw any time via Cookie settings in the footer, which also removes the cookies |
| Ad measurement via Google Ads and Meta, only after you click Accept: the ad click that brought you and, when you fill in a form, create an account or buy credit, your email address as a SHA-256 hash and the value | Knowing which ads bring customers, so the budget goes to the ones that work. Never in the chat or API | At Google and Meta under their own retention terms; with us as long as the record it belongs to. Withdraw any time via Cookie settings in the footer |
| How you signed in (email code, Microsoft or Google), per session | Enforcing a team's rule that its email domain signs in with Microsoft or Google | For as long as your account exists |
| Team audit log: sign-ins, invitations, people removed, roles, keys and settings changes, with who did it | Lets a team's owner and admins see who did what. It holds no prompts, answers, files or IP addresses | For as long as the team exists |
| Website assistant: visitors' messages and answers, their ratings, and an email address and message if a visitor asks for a person | Answering the business's visitors and giving the business its conversation log. The business is the controller, we are its processor | 90 days by default; the business can choose 30, 180 or 365 days instead |
| Email address and answers from the fit quiz or the survey | Sending you your result and the survey report; tips and news only if you ticked that box | 24 months, or until you ask us to delete them |
What we do not do with your prompts
We do not use the content of your prompts and responses to train or improve models, and we do not sell or share them with third parties for their own purposes. We do not read along, except when you explicitly ask us to during a fault and supply the conversation concerned yourself.
Memory is off until you turn it on. It keeps short facts about you, not whole conversations, and skips sensitive categories such as health, religion or political views unless you ask it to remember that exact thing. You can see, edit, delete and pause every fact in Settings. Memory is never used in a team's shared folders, and a team owner can switch it off for the whole team.
Which model processes a conversation, and when we reroute one, is set out on AI transparency. We set advertising cookies only after you click Accept. Until then the website counts visits with Google Analytics without cookies, and Google Ads and Meta are not loaded. Signed-in environments use only a strictly necessary session cookie, and the chat and API never run analytics.
Where your data is processed
All AI inference runs at Scaleway inside the European Union. Hosting, database and payments go through parties that process in European regions but have a US parent entity, and therefore fall under the CLOUD Act. If you turn on web search, the search query goes to Linkup, a French company that may process it outside the EU unless an enterprise agreement says otherwise. The full list of roles, regions and entities is on subprocessors, including what we therefore expressly do not claim.
Legal basis under the GDPR
We process your data to perform our contract with you (Article 6(1)(b) GDPR), to meet our tax and administrative obligations (point (c)), and on the basis of legitimate interest for security and countering abuse (point (f)). Quiz and survey answers are processed on the basis of your consent (point (a)), which you give by asking for your result; tips and news follow only if you tick that separate box, and you can withdraw either at any time. Cookies from Google Analytics, Google Ads and Meta, and the hashed email address sent to Google and Meta with a form, sign-up or purchase, rest only on your consent (point (a)), which you can withdraw via Cookie settings in the footer; the cookieless measurement before that rests on legitimate interest in knowing which pages work (point (f)). Memory, web search and cloud connections run only when you switch them on, to deliver what you asked for (point (b)). The sign-in method and the team audit log serve security and the team's control over its own account, on the basis of legitimate interest (point (f)).
Your rights as a data subject
You have the right of access, rectification, erasure, restriction, objection and portability. Email hello@europeanailab.eu; we respond within 30 days. If you disagree with how we handle it, you can lodge a complaint with the Dutch Data Protection Authority.
If you delete your account, we erase your data, except what we are legally required to keep: the financial records stay for seven years.
Personal data breaches
In the event of a personal data breach that poses a risk to you, we inform you without undue delay, and the supervisory authority within 72 hours. We then tell you what happened, which data is involved and what we are doing about it, including when that works out badly for us.
Frequently asked questions
Are prompts stored, and for how long?
With Union AI they are not stored at all: prompts and responses are held in memory only while the request is being processed. Many providers do keep them, often for abuse monitoring, so ask for a retention period in days rather than a reassuring sentence.
Are my prompts used to train AI models?
Not at Union AI. The content of prompts and responses is never used to train or improve models, and it is never sold or shared with third parties for their own purposes. Elsewhere this varies by account tier, so search the terms you signed for the word train and read every hit, including the ones about service improvement.
How long is my data kept?
Metering data such as token counts and timestamps is kept for 13 months, sign-in IP addresses for 90 days, and financial records for seven years because tax law requires it. Account data lives as long as your account does, and memory facts until you delete them or turn memory off. Prompts have no retention period, because they are not stored.
Who is responsible for data from the website assistant?
The business that puts the assistant on its own website is the controller for its visitors' data, and Union AI is its processor. Visitor conversations are kept for 90 days by default, and the business can choose a different period. Visitors with a question about their data should ask that business first.
What does web search send, and to whom?
Only a short search query, written by our own model from your message and only when you turn on Search. It goes to Linkup, a French search API, which may process it outside the EU. Your conversation, your files and your account never go to Linkup.
What makes an AI provider GDPR compliant?
Four things you can check: a data processing agreement, a published subprocessor list with regions and legal entities, defined retention periods per data type, and a written commitment not to train on your inputs. Compliance also depends on your own use, since you are the controller and the provider can only be compliant for its own half.
How do I exercise my GDPR rights?
Email hello@europeanailab.eu and we respond within 30 days. You have the right of access, rectification, erasure, restriction, objection and portability, and you can complain to your national data protection authority if you disagree with how we handle it.
Does the site use cookies or trackers?
Only with your OK. The website asks once whether Google Analytics, Google Ads and Meta may set cookies to measure visits and our ads. Until you click Accept, Google Analytics counts visits without cookies and without anything that recognises you, and Google Ads and Meta are not loaded at all. If you accept and then fill in a form, create an account or buy credit, we also send your email address to Google and Meta as a hash, so they can match it to an ad click. The chat and API run no trackers: signed-in environments use one strictly necessary session cookie. You can change your choice any time via Cookie settings in the footer.