1. Introduction and Scope
This Privacy & Cookie Policy (the “Policy”) explains how Deep9.ai (“Deep9”, “we”, “us”;, or “our”) collects, uses, stores, and protects personal data when you access or use the Deep9.ai website (the “Website”).
This Policy applies to all visitors, business contacts, and applicants who interact with the Website. By accessing, browsing, or using the Website in any manner, you acknowledge that you have read and understood this Policy.
2. Data Controller
For the purposes of Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR), the applicable Greek data protection framework, and, where relevant, UK GDPR, the
data controller is:
Deep9
Operating in Greece
Email: contact@deep9.ai
Deep9 determines the purposes and means of processing personal data collected through the Website.
3. How You Interact With the Website
You may interact with the Website in the following ways:
• Browsing or viewing informational content
• Submitting enquiries via contact forms or email
• Applying for career opportunities
• Accessing content shared via third-party platforms (e.g. social media links)
Depending on your interaction, different categories of personal data may be collected.
4. Categories of Personal Data Collected
The categories of personal data we may collect include:
a) Business contact data: name, business email address, organisation, role, and communication content
b) Recruitment data: CVs, resumes, employment history, education, and information voluntarily provided
c) Technical and usage data: IP address, browser type, device identifiers, operating system, and usage analytics
Deep9 does not intentionally collect special categories of personal data under Article 9 GDPR, unless such data is voluntarily provided in the context of recruitment or required by
law.
5. Special data and children’s Data
The Website is intended exclusively for business use and is not directed at children. Deep9 does not knowingly collect personal data from individuals under the age of sixteen (16). If such data is identified, it will be deleted without undue delay.
6. Purposes of Processing
Deep9 processes personal data for the following purposes:
• Responding to enquiries regarding Deep9’s services, partnerships, and activities
• Managing recruitment processes and assessing candidate suitability
• Operating, maintaining, and securing the Website
• Improving Website functionality and performance
• Ensuring network and information security
• Establishing, exercising, or defending legal claims
• Complying with applicable legal obligations
7. Legal Bases for Processing
Personal data is processed based on one or more of the following legal bases:
• Consent – where you have provided clear and specific consent
• Contract – where processing is necessary to take steps prior to entering into a contract
• Legitimate interests – where processing supports Deep9’s business operations, security, and communications and does not override your fundamental rights
• Legal obligation – where processing is required under applicable law
8. Data Retention
Deep9 retains personal data only for as long as necessary to fulfil the purposes described above:
• Business enquiries and communications: up to five (5) years
• Recruitment data: up to one (1) year from completion of the recruitment process
• Legal or compliance data: for the duration required by applicable law
Personal data may be retained for longer periods where necessary to establish, exercise, or defend legal claims.
9. Data Security
Deep9 implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures are
reviewed periodically. However, no internet-based system can be guaranteed to be fully secure.
10. Sharing of Personal Data
Deep9 may share personal data with carefully selected third-party service providers who support Website hosting, analytics, communication tools, or recruitment services. Such providers process data solely on Deep9’s instructions and under contractual obligations.
Deep9 does not sell or trade personal data.
11. International Data Transfers
Where personal data is transferred outside the European Union or the United Kingdom, Deep9 ensures appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your data.
12. Your Rights
Under GDPR, you have the right to:
• Access your personal data
• Request rectification or erasure
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time
• Lodge a complaint with the Hellenic Data Protection Authority
Requests may be submitted by contacting Deep9 at contact@deep9.ai. We may require verification of identity before fulfilling requests.
13. Cookies and Similar Technologies
The Website uses cookies and similar technologies to ensure proper functionality, enhance user experience, and analyse Website usage. Cookies may be session-based or persistent
and may be placed by Deep9 or trusted third-party analytics providers.
You may manage cookie preferences through your browser settings or the Website’s consent tool.
14. Third-Party Websites
The Website may contain links to third-party websites. Deep9 is not responsible for the privacy practices, security, or content of such websites.
15. Updates to this Policy
Deep9 may update this Policy from time to time to reflect changes in law, technology, or business practices. The latest version will always be published on the Website.
16. Contact and Complaints
For questions or concerns regarding this Policy or the processing of personal data, please contact:
Email: contact@deep9.ai
You also have the right to lodge a complaint with the Hellenic Data Protection Authority.
