v9Labs Privacy Policy

Effective date: 5 October 2025

1) Introduction

v9Labs GmbH i.G. ("we," "us," "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, and safeguard personal information when you interact with our websites, services, or products, and your rights under the General Data Protection Regulation (GDPR).

2) Data we collect

a) Website visitors

• Device and usage data (pages visited, clicks, referring URL, approximate city/country location, language, browser/device)
• Cookie identifiers and similar online identifiers
• IP address (processed by our analytics provider; not stored by us)
• Error/access logs

b) Prospects and newsletter subscribers

• Name, email address, company, role, preferences, communication history

c) Customers, partners, vendors

• Business contact details, billing data, contract metadata, project-related communications and artifacts (which may contain personal data you provide)

d) Job applicants

• Application details, CV/resume contents, portfolio links, interview notes, and any equal-opportunity data you choose to provide (where lawful)

We collect data directly from you, automatically via cookies/SDKs, and from limited third-party sources (e.g., business networking platforms where you make your data publicly available) in line with the law.

3) Purposes and legal bases

• Contract (Art. 6(1)(b) GDPR): to provide and operate our services, respond to inquiries, fulfill statements of work.
• Legitimate interests (Art. 6(1)(f) GDPR): to secure and improve our sites and services; understand usage; prevent fraud; market to business contacts in a proportionate way (you can opt out anytime).
• Consent (Art. 6(1)(a) GDPR): for optional cookies/analytics and email marketing where consent is required. You can withdraw consent at any time via our cookie controls or by using unsubscribe links.
• Legal obligation (Art. 6(1)(c) GDPR): to comply with tax, accounting, and regulatory requirements.

Where we rely on legitimate interests, we balance our interests against your rights and reasonable expectations.

4) Cookies & analytics (Google Analytics 4)

We use Google Analytics 4 (GA4) to understand website usage and improve content and performance. GA4 uses cookies and similar technologies to recognize your browser or device. In the EEA/UK, analytics cookies run only with your consent via our cookie banner/preferences center.

What we collect via analytics: page interactions, device/browser information, approximate geolocation (city/country), and technical events. We do not use GA4 for cross-site advertising or ads personalization.

Controls: You can manage cookie preferences at any time via our banner or browser settings and opt out of Google’s analytics by using tools provided by your browser or operating system. Withdrawing consent will stop future analytics collection on this browser.

5) Hosting and international transfers

Our websites and core infrastructure are hosted on Amazon Web Services (AWS). We aim to store EEA/UK visitor data in EEA/UK regions where feasible. If data is transferred outside your jurisdiction (for example, to the United States), we rely on appropriate safeguards such as the EU Standard Contractual Clauses and/or an adequacy decision, and we conduct transfer risk assessments where required.

6) How we use your data

• Provide, operate, and secure our websites and services
• Respond to contact requests, schedule calls, and send information you request
• Improve site performance and content
• Send business-to-business marketing and updates (where permitted) and measure engagement
• Maintain contractual relationships, billing, and vendor management
• Recruit and evaluate candidates

We do not use your content for model training unless expressly agreed in writing.

7) Data sharing

• Processors acting on our instructions (e.g., cloud hosting, analytics, email service providers, document tools). Key processors include AWS (hosting) and Google (analytics). We require processors to provide appropriate security and confidentiality.
• Professional advisors (accountants, auditors, legal counsel) under confidentiality
• Authorities where required by law
• Business transfers: if we undergo a merger, acquisition, or asset sale, your data may be transferred under safeguards

We do not sell personal data.

8) Retention

• Website analytics events: typically 14 months
• Marketing contacts: until you unsubscribe or we detect long-term inactivity, plus a short period to honor your request
• Contracts, billing, and tax records: as required by applicable law (often 6–10 years)
• Recruitment data: normally 6–24 months depending on the role and local law (or sooner upon request unless we must retain it)

When data is no longer needed, we delete or irreversibly anonymize it.

9) Your rights

• Access, correct, or delete your personal data
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Data portability
• Lodge a complaint with your supervisory authority

To exercise rights, contact us at privacy@v9labs.de. We may need to verify your identity before acting on a request.

10) Security

We use technical and organizational measures appropriate to the risk, including encryption in transit, access controls, secure development practices, and vendor due diligence. No system is perfectly secure; we maintain incident response procedures and will notify authorities and affected individuals when legally required.

11) Children

Our sites and services are intended for business users and are not directed to children. We do not knowingly collect personal data from children under the age required by local law for consent.

12) Third-party sites

Our websites may link to third-party sites or services. Their privacy practices are governed by their own policies.

13) Changes to this policy

We may update this policy from time to time. When we make material changes, we will post a prominent notice on our website and update the effective date.

14) Contact

Questions or requests about this policy?
Email: privacy@v9labs.de
Postal: [v9Labs, Attn: Privacy, Address]

Annex: Cookie & Analytics Summary (for your cookie banner)

• Essentials (required): core site functionality, security, basic logging.
• Analytics (consent-based): GA4 to measure site usage and improve content; ads personalization disabled; data retention 14 months; regional data controls enabled for EEA/UK.
• How to change your choice: use the “Cookie settings” link in the footer to review or withdraw consent at any time.