Privacy policy

Version: 2 October 2026.

The core: your questions are never stored

Questions you ask PassportAI and the answers to them are not stored on our servers. Conversations exist only in the session storage of your own browser window and are erased as soon as you close the window or return to the choice of domains. While answering, your question is processed briefly ("transiently") in the memory of our systems and — to generate the answer — of our inference processor; after the answer, nothing of it is kept.

Who we are

Controller: Nimbostratus B.V., trading under the itsaura® brand (Dutch Chamber of Commerce no. 59740086), PO Box 61005, 2506 AA The Hague, the Netherlands. Contact for privacy questions: via the Support button at the top of this page.

What data we do process

• Account data: e-mail address, password (as an argon2 hash), and for paid subscriptions name, company, address, postal code, city and optionally company registration number, VAT number and telephone number.
• Institution profile: the type of institution, supervisor and home and host states you select in PassportAI, so that they apply to your next questions.
• Subscription and payment data: your subscription and the payment status. Payments are handled by Mollie; we do not see account or card numbers.
• Usage counts: the number of questions per day per account (a counter — not the content), for the fair-use rule.
• Technical log data: limited server logs (times, status codes) for security and fault analysis.
• Feedback: messages you send via the feedback button, including your e-mail address, delivered to us by e-mail.

Purposes and legal bases

We process this data to provide and secure the service (performance of the contract, Article 6(1)(b) GDPR) and on the basis of our legitimate interest in a secure and reliable service (Article 6(1)(f) GDPR). Your data is not used to train AI models and is not sold.

Processors and European infrastructure

All processing takes place on European infrastructure. We engage the following processors:

• netcup GmbH (Karlsruhe, Germany; two dedicated servers in the Vienna data centre, Austria; ISO/IEC 27001 and 27701) — hosting of the service.
• Seeweb S.r.l. (Italy) — AI inference via its platform Regolo.ai: answers are generated on GPU infrastructure in data centres within the EU (Italy), under a data processing agreement in accordance with Article 28 GDPR; zero retention: questions and answers are not kept, logged or used for training after processing. The infrastructure is certified to ISO/IEC 27001, 27017 and 27018.
• OVH SAS (France) — converting questions and source fragments into search vectors (embedding, open-source model bge-m3) via OVHcloud AI Endpoints in data centres within the EU (France), under a data processing agreement in accordance with Article 28 GDPR; the text sent is not kept or used for training after processing. In the event of an outage, the service falls back on the same computation on our own server.
• Mollie B.V. (the Netherlands) — payment processing.
• Strato AG (Germany) — sending verification and service e-mail and receiving feedback.

Retention periods

• Account data: until you delete your account (you can do so yourself on the profile page; deletion is permanent).
• Invoice and payment data: 7 years (statutory tax retention obligation under Dutch law).
• Verification codes: 15 minutes.
• Usage counts and technical logs: at most 12 months.

Your rights

You have the right of access, rectification, erasure, restriction, data portability and objection. You can exercise many of these yourself: you change your profile details on the profile page and delete your account there permanently. For everything else, use the Support button at the top of this page. You may also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or with the supervisory authority of the Member State of your habitual residence, place of work or place of the alleged infringement (Article 77 GDPR).

Security

Connections are encrypted (TLS), passwords are stored only as argon2 hashes, access to systems is restricted and the infrastructure is located in European data centres with encrypted backups of account data only.

Cookies

PassportAI does not use tracking or advertising cookies and no third-party analytics. There is a functional session cookie (sign-in) and, only if you use PassportAI in Word or Outlook, a functional cookie that remembers that the page is in that task pane. Your conversations are stored only in the session storage of your own browser window and disappear when you close it. Your institution profile is also kept in your browser’s local storage, so that it is available on your next visit.

In addition, PassportAI itself places an analytical cookie (aiq_bron). On your first visit, for thirty days, it only remembers the name of the website you came from (for example linkedin.com) or the name of a campaign. If you register, we keep that origin with your account, so that we can see how customers find us; the legal basis is our legitimate interest in measuring our own service. The cookie contains no IP address or other data about you, does not follow you on other websites and is not shared with anyone. It is an analytical cookie with no or minor impact on your privacy, for which the Dutch Telecommunications Act (Telecommunicatiewet) does not require consent.

Changes

In the event of material changes to this statement, we will inform you by e-mail or via the service.