1. Data Controller
kumai is responsible for processing your personal data. You can contact us via the details provided on our website.
2. Data we collect and process
We only collect data necessary to deliver our consulting services, including:
- Name, email address, and phone number
- Company details relevant to the project
- Content and metadata from communication via Microsoft 365 Services, HubSpot, or email
- Payment details
- Documents and information provided by you for project execution
3. Purpose of Data Processing
We process collected data for the following purposes:
- Fulfilling and managing your consulting projects and workshops
- Communicating with you via Microsoft 365 Services, HubSpot, or email
- Managing invoices and payments
- Maintaining project documentation and complying with legal retention requirements
4.Communication via Third-Party Services
We use the following third-party services to managecommunication and project data:
- Microsoft 365 Services (Microsoft Corp., USA) –for email communication, collaboration, and video conferencing
- HubSpot (HubSpot Inc., USA) –for contact management and project tracking
These providers may process metadata such as timestamps, IP addresses, and device details. All services are subject to the irrespective privacy policies and security standards. Communication via these tools occurs with your consent, and alternative channels (phone, email) are available.
5. Data Sharing with Third Parties
We may share personal data with selected partners or subcontractors (e.g., project collaborators, technical specialists) solely for delivering the agreed services. Data sharing occurs only with your prior consent and for the defined purpose.
6. Data Storage and Retention
- Data is stored for the duration of our business relationship.
- After project completion, data is retained according to legal requirements (usually 10 years).
- Communication records are stored only as long as required for project purposes or documentation.
7. Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion where legally permitted
- Restrict or object to data processing
- Data portability (where GDPR applies)
Consent can be withdrawn at any time by contacting us.Please note that exercising certain rights may affect our ability to deliverservices.
8. International Data Transfers and AI Usage
Data may be transferred outside Switzerland or the EEA(e.g., to Microsoft 365 Services, HubSpot, Stripe, or other service providers) under appropriate safeguards such as standard contractual clauses or equivalent measures to ensure adequate protection.
Data that is explicitly marked as internal or subject to a Non-Disclosure Agreement (NDA) is treated with heightened security. Such data is only processed in controlled environments with strict access limitations and technical safeguards to ensure confidentiality and prevent unauthorized use or transfer.
We do not share your data to train anyexternal AI models. Data may be processed within our internal AIsystems solely for the purpose of delivering our consulting services and improving project outcomes. If you do not wish for your data to be used within internal AI systems, this must be explicitly stated at the beginning ofthe work relationship, and we will fully respect this preference.
9. Data Security
- SSL encryption on our website
- Secure and encrypted communication channels where available
- Access to personal data is restricted to authorized personnel only
10. Changes to this Privacy Policy
We may update this policy at any time. The latest version is always available on kumai.ch/privacy.
11. Supervisory Authority
For data protection matters, you may contact the Swiss Federal Data Protection and Information Commissioner (FDPIC):
https://www.edoeb.admin.ch.
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