Privacy Policy & GDPR Information | my-book.ai

Privacy Policy & GDPR Information

Last Updated: February 9, 2026

This Privacy Policy describes how AIRIA Systems GmbH ("we," "us," "our," or "Company") collects, uses, and protects your personal information when you visit our website (my-book.ai) and use our services.

1. What Data We Collect

We collect the following personal information from you when you submit our contact form:

  • Name — Your full name
  • Email address — For responding to your inquiry
  • Country — Selected from a dropdown to help us understand your location
  • Message — Your inquiry or question about our publishing services
  • Consent flags — Whether you consent to receive marketing communications

We do not collect payment information directly; Mollie (our payment processor) handles all card data securely.

2. How We Use Your Data

We use the personal information you provide for the following purposes:

  • Responding to inquiries — We use your name, email, and message to respond to your contact form submission
  • Marketing communications — If you have opted in, we may send you occasional updates about our services
  • Service improvement — We analyze contact submissions to improve our service offerings
  • Legal compliance — We maintain records to satisfy legal and regulatory requirements

3. Legal Basis for Processing

We process your personal data under the following legal bases:

For EU/EEA residents (GDPR):

  • Consent — You explicitly consent when you check the "receive marketing" box
  • Legitimate interest — We have a legitimate interest in responding to your inquiry and improving our services

For non-EU residents:

  • Legitimate interest — We process your data to respond to your inquiry and communicate about our services
  • Contractual necessity — If we're discussing a publishing agreement with you

4. Data Retention

We retain your personal data for 24 months after your last interaction with us. After 24 months:

  • Contact inquiries are soft-deleted (marked for deletion but retained for audit purposes)
  • Marketing opt-in data is removed
  • Email communication records are archived

You may request earlier deletion at any time (see "Your Rights" below).

5. Your Rights Under GDPR (EU/EEA Only)

If you are in the European Union or European Economic Area, you have the following rights:

  • Right to access — You may request a copy of the personal data we hold about you
  • Right to rectification — You may request corrections to inaccurate data
  • Right to erasure — You may request deletion of your data (the "right to be forgotten")
  • Right to restrict processing — You may ask us to limit how we use your data
  • Right to data portability — You may request your data in a portable format
  • Right to object — You may object to marketing communications at any time

To exercise any of these rights, contact us at the address below.

6. Data Sharing

We do not sell, trade, or share your personal data with third parties. However, we may share data with:

  • Infrastructure providers — Our email service provider and hosting provider (both EU-based, GDPR-compliant)
  • Legal authorities — If required by law or to protect our legal rights

7. Data Security

We take data security seriously. Your personal information is:

  • Stored in encrypted form in our PostgreSQL database
  • Transmitted over HTTPS (TLS encryption)
  • Accessed only by authorized team members
  • Protected by industry-standard security measures

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

8. GDPR Compliance for EU Residents

Under GDPR, we:

  • Collect data only with your explicit consent (checkbox-based consent)
  • Maintain a Data Processing Agreement with our infrastructure providers
  • Respond to data access requests within 30 days
  • Report data breaches to authorities if required
  • Conduct impact assessments for high-risk processing

We do not use automated decision-making or profiling.

9. Your Consent & Marketing Communications

When you submit our contact form, you have the option to opt in to marketing communications. If you do:

  • We will send you emails about our publishing services, updates, and offers
  • You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email
  • You can contact us to withdraw consent (see below)

10. Contact Information for Data Requests

If you have any questions about this Privacy Policy, wish to exercise your rights, or need to submit a data request, please contact:

AIRIA Systems GmbH

  • Email: info@my-book.ai
  • Data Protection Officer: privacy@my-book.ai
  • Mailing Address: AIRIA Systems GmbH, Gruenberger Strasse 54, 10245 Berlin, Germany

We will respond to all data requests within 30 days. If you are in the EU and are unsatisfied with our response, you have the right to lodge a complaint with your local data protection authority.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by updating the "Last Updated" date and, when necessary, by email.

12. International Data Transfers

Your data is primarily stored in the European Union. If we transfer data outside the EU (which is rare), we do so only under legal mechanisms such as Standard Contractual Clauses.

By using our website and services, you consent to the terms of this Privacy Policy.

For our company registration and legal entity details, see our Legal Notice (Impressum). To learn more about how we work and the book writing process, visit the my-book.ai homepage. Questions? Book a free discovery call with our team.