Privacy Policy

Privacy Policy

Updated, June 22, 2023

Web Portal is a landing page for AI Document Processing services developed by v500 Systems | AI for the Minds

We at v500 Systems (full name: V500 Systems Spółka Z Ograniczoną Odpowiedzialnością Spółka
Komandytowa) and then
(together with our affiliates, “v500 Sysetems”,
“we”, “our” or “us”) respect your privacy and are strongly committed to keeping
secure any information we obtain from you or about you. This Privacy Policy
describes our practices with respect to Personal Information we collect from or
about you when you use our website, applications, and services (collectively,
“Services”). This Privacy Policy does not apply to content that we process on
behalf of customers of our business offerings, such as our API. Our use of that
data is governed by our customer agreements covering access to and use of those


1. Personal information we collect

We collect personal information relating to you (“Personal
Information”) as follows:


Personal Information You Provide: We collect Personal
Information if you create an account to use our Services or communicate with us
as follows:


Account Information: When you create an account with us, we
will collect information associated with your account, including your name,
contact information, account credentials, payment card information, and
transaction history, (collectively, “Account Information”).

User Content: When you use our Services, we DO NOT collect
Personal Information that is included in the input, file uploads, or feedback
that you provide to our Services (“Content”).

Communication Information: If you communicate with us, we
collect your name, contact information, and the contents of any messages you
send (“Communication Information”).

Social Media Information: We have pages on social media
sites like Instagram, Facebook, Medium, Twitter, YouTube and LinkedIn. When you
interact with our social media pages, we will collect Personal Information that
you elect to provide to us, such as your contact details (collectively, “Social
Information”). In addition, the companies that host our social media pages may
provide us with aggregate information and analytics about our social media

Personal Information We Receive Automatically From Your Use
of the Services: When you visit, use, or interact with the Services, we receive
the following information about your visit, use, or interactions (“Technical


Log Data: Information that your browser automatically sends
when you use our Services. Log data includes your Internet Protocol address,
browser type and settings, the date and time of your request, and how you
interact with our website.

Usage Data: We may automatically collect information about
your use of the Services, such as the types of content that you view or engage
with, the features you use and the actions you take, as well as your time zone,
country, the dates and times of access, user agent and version, type of
computer or mobile device, and your computer connection.

Device Information: Includes name of the device, operating
system, device identifiers,  and browser
you are using. Information collected may depend on the type of device you use
and its settings.

Cookies: We use cookies to operate and administer our
Services, and improve your experience. A “cookie” is a piece of information
sent to your browser by a website you visit. You can set your browser to accept
all cookies, to reject all cookies, or to notify you whenever a cookie is
offered so that you can decide each time whether to accept it. However,
refusing a cookie may in some cases preclude you from using, or negatively
affect the display or function of, a website or certain areas or features of a
website. For more details on cookies, please visit All About Cookies.

Analytics: We may use a variety of online analytics products
that use cookies to help us analyze how users use our Services and enhance your
experience when you use the Services.

2. How we use personal information

We may use Personal Information for the following purposes:


To provide, administer, maintain and/or analyse the

To improve our Services and conduct research;

To communicate with you;

To develop new programs and services;

To prevent fraud, criminal activity, or misuses of our
Services, and to protect the security of our IT systems, architecture, and

To carry out business transfers; and

To comply with legal obligations and legal process and to
protect our rights, privacy, safety, or property, and/or that of our
affiliates, you, or other third parties.

Aggregated or De-Identified Information. We may aggregate or
de-identify Personal Information so that it may no longer be used to identify
you and use such information to analyze the effectiveness of our Services, to
improve and add features to our Services, to conduct research and for other
similar purposes. In addition, from time to time, we may analyse the general
behavior and characteristics of users of our Services and share aggregated
information like general user statistics with third parties, publish such
aggregated information or make such aggregated information generally available.
We may collect aggregated information through the Services, through cookies,
and through other means described in this Privacy Policy. We will maintain and
use de-identified information in anonymous or de-identified form and we will
not attempt to reidentify the information, unless required by law.


3. Disclosure of personal information

In certain circumstances (however we want to avoid this at
all costs) we may have to provide your Personal Information to third parties
without further notice to you, unless required by the law:


Vendors and Service Providers: To assist us in meeting
business operations needs and to perform certain services and functions, we may
provide Personal Information to vendors and service providers, including
providers of hosting services, cloud services, and other information technology
services providers, email communication software, and web analytics services,
among others. Pursuant to our instructions, these parties will access, process,
or store Personal Information only in the course of performing their duties to

Business Transfers: If we are involved in strategic
transactions, reorganization, bankruptcy, receivership, or transition of
service to another provider (collectively, a “Transaction”), your Personal
Information and other information may be disclosed in the diligence process
with counterparties and others assisting with the Transaction and transferred
to a successor or affiliate as part of that Transaction along with other

Legal Requirements: We may share your Personal Information,
including information about your interaction with our Services, with government
authorities, industry peers, or other third parties (i) if required to do so by
law or in the good faith belief that such action is necessary to comply with a
legal obligation, (ii) to protect and defend our rights or property, (iii) if we
determine, in our sole discretion, that there is a violation of our terms,
policies, or the law; (iv) to detect or prevent fraud or other illegal
activity; (v) to protect the safety, security, and integrity of our products,
employees, or users, or the public, or (vi) to protect against legal liability.

Affiliates: We may disclose Personal Information to our
affiliates, meaning an entity that controls, is controlled by, or is under
common control with v500 Systems. Our affiliates may use the Personal
Information we share in a manner consistent with this Privacy Policy.

4. Your rights

Depending on location, individuals in the EEA, the UK, and
across the globe may have certain statutory rights in relation to their
Personal Information. For example, you may have the right to:


Access your Personal Information and information relating to
how it is processed.

Delete your Personal Information from our records.

Rectify or update your Personal Information.

Transfer your Personal Information to a third party (right
to data portability).

Restrict how we process your Personal Information.

Withdraw your consent – where we rely on consent as the
legal basis for processing at any time.

Object to how  we
process your Personal Information.

Lodge a complaint with your local data protection authority.

You can exercise some of these rights through your v500
Systems account. If you are unable to exercise your rights through your
account, please send your request to


A note about accuracy: Services like AI Document Processing
generate responses by reading a user’s request and, in response, predicting the
words most likely to appear next. In some cases, the words most likely to
appear next may not be the most factually accurate. For this reason, you should
not rely on the factual accuracy of output from our models. If you notice that AI
Document Processing output contains factually inaccurate information about you
and you would like us to correct the inaccuracy, you may submit a correction
request to Given the technical complexity of how our models
work, we may not be able to correct the inaccuracy in every instance. In that
case, you may request that we remove your Personal Information from v500 Systems
SaaS output by filling out this form.



5. Additional Disclosures

The following table provides additional information about
the categories of Personal Information we collect and how we disclose that
information. You can read more about the Personal Information we collect in
“Personal information we collect” above, how we use Personal Information in
“How we use personal information” above, and how we retain Personal Information
in “Security and Retention” below.

Category of Personal Information

Disclosure of Personal Information

Identifiers, such as your name,
contact details, IP address, and other device identifiers

We disclose this information to our
affiliates, vendors and service providers, law enforcement, and parties
involved in Transactions.

Commercial Information, such as your
transaction history

We disclose this information to our
affiliates, vendors and service providers, law enforcement, and parties
involved in Transactions.

Network Activity Information, such as
Content and how you interact with our Services

We disclose this information to our
affiliates, vendors and service providers, law enforcement, and parties
involved in Transactions.

Geolocation Data

We disclose this information to our
affiliates, vendors and service providers, law enforcement, and parties
involved in Transactions.

Your account login credentials and
payment card information (Sensitive Personal Information)

We disclose this information to our
affiliates, vendors and service providers, law enforcement, and parties
involved in Transactions.


To the extent provided for by local law and subject to applicable
exceptions, individuals may have the following privacy rights in relation to
their Personal Information:


The right to know information about our processing of your
Personal Information, including the specific pieces of Personal Information
that we have collected from you;

The right to request deletion of your Personal Information;

The right to correct your Personal Information; and

The right to be free from discrimination relating to the
exercise of any of your privacy rights.

We don’t “sell” Personal Information or “share” Personal
Information for cross-contextual behavioral advertising (as those terms are
defined under applicable local law). We also don’t process sensitive Personal
Information for the purposes of inferring characteristics about a consumer.


Exercising Your Rights. To the extent applicable under local
law, you can exercise privacy rights described in this section by submitting a
request to


Verification. In order to protect your Personal Information
from unauthorised access, change, or deletion, we may require you to verify
your credentials before you can submit a request to know, correct, or delete
Personal Information. If you do not have an account with us, or if we suspect
fraudulent or malicious activity, we may ask you to provide additional Personal
Information and proof of residency for verification. If we cannot verify your
identity, we will not be able to honor your request.


Authorized Agents. You may also submit a rights request
through an authorized agent. If you do so, the agent must present signed
written permission to act on your behalf and you may also be required to
independently verify your identity and submit proof of your residency with us.
Authorized agent requests can be submitted to


Appeals. Depending on where you live, you may have the right
to appeal a decision we make relating to requests to exercise your rights under
applicable local law. To appeal a decision, please send your request to


6. Children

Our Service is not directed to children under the age of 13.
v500 Systems does not knowingly collect Personal Information from children
under the age of 13. If you have reason to believe that a child under the age
of 13 has provided Personal Information to v500 Systems through the Service,
please email us at We will investigate any notification and if
appropriate, delete the Personal Information from our systems. If you are 13 or
older, but under 18, you must have consent from your parent or guardian to use
our Services.


7. Links to other websites

The Service may contain links to other websites not operated
or controlled by v500 Systems, including social media services (“Third Party
Sites”). The information that you share with Third Party Sites will be governed
by the specific privacy policies and terms of service of the Third Party Sites
and not by this Privacy Policy. By providing these links we do not imply that
we endorse or have reviewed these sites. Please contact the Third Party Sites
directly for information on their privacy practices and policies.


8. Security and Retention

We implement commercially reasonable technical,
administrative, and organizational measures to protect Personal Information
both online and offline from loss, misuse, and unauthorized access, disclosure,
alteration, or destruction. However, no Internet or email transmission is ever
fully secure or error free. In particular, email sent to or from us may not be
secure. Therefore, you should take special care in deciding what information
you send to us via the Service or email. In addition, we are not responsible
for circumvention of any privacy settings or security measures contained on the
Service, or third-party websites.


We’ll retain your Personal Information for only as long as
we need in order to provide our Service to you, or for other legitimate
business purposes such as resolving disputes, safety and security reasons, or
complying with our legal obligations. How long we retain Personal Information
will depend on a number of factors, such as the amount, nature, and sensitivity
of the information, the potential risk of harm from unauthorized use or
disclosure, our purpose for processing the information, and any legal


9. International users

By using our Service, you understand and acknowledge that
your Personal Information will be processed and stored in our facilities and
servers in the European Union and may be disclosed to our service providers and
affiliates in other jurisdictions.


For EEA, UK or Swiss users:


Legal Basis for Processing. Our legal bases for processing
your Personal Information include:


Performance of a contract with you when we provide and
maintain our Services. When we process Account Information, Content, and
Technical Information solely to provide our Services to you, this information
is necessary to be able to provide our Services. If you do not provide this
information, we may not be able to provide our Services to you.

Our legitimate interests in protecting our Services from
abuse, fraud, or security risks, or in developing, improving, or promoting our
Services, including when we train our models. This may include the processing
of Account Information, Content, Social Information, and Technical Information.
See here for instructions on how you can opt out of our use of your information
to train our models.

Your consent when we ask for your consent to process your
Personal Information for a specific purpose that we communicate to you. You
have the right to withdraw your consent at any time.

Compliance with our legal obligations when we use your
Personal Information to comply with applicable law or when we protect our or
our affiliates’, users’, or third parties’ rights, safety, and property.

EEA and UK Representative. We’ve appointed the following
representatives in the EEA and UK for data protection matters. You can contact
our representatives at Alternatively:


For users in the EEA: v500 Systems, Juliusza Slowackiego 14,
Konstancin-Jeziorna, Poland

For users in the UK: we do not have an office location in
the UK, please email us at

Data Transfers. Where required, we will use appropriate
safeguards for transferring Personal Information outside of the EEA,
Switzerland, and the UK. We will only transfer Personal Information pursuant to
a legally valid transfer mechanism. For more information on the appropriate
safeguards in place and to obtain a copy of these  safeguards, please contact us at the details


Data Protection Officer. You can contact our data protection
officer at in matters related to Personal Information


10. Changes to the privacy policy

We may update this Privacy Policy from time to time. When we
do, we will post an updated version on this page, unless another type of notice
is required by applicable law.


11. How to contact us

Please contact support if you have any questions or concerns
not already addressed in this Privacy Policy.