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Privacy Policy

How we process personal data when you visit this website, write to us or send us your CV, and what rights you have.

Last updated: October 2026

In short

  • This website does not use cookies and does not load anything from other companies’ servers.
  • Our web server does not save your IP address.
  • When you write to us or send us your CV, we use your data to reply to you or to assess your application.
  • You can ask us at any time which data we have about you, and ask us to correct or delete it.

Who is responsible for your data

The controller of your personal data under the General Data Protection Regulation (Regulation (EU) 2016/679, “GDPR”) is e-brain.ai Sp. z o.o., ul. Poturalskiego 7, 30-659 Kraków, Poland (“we”, “us”). We are registered in the National Court Register (KRS) under number 0001139804, and our tax identification number (NIP) is 6793315309. We run the website e-brain.ai.

You can contact us about this notice and about your data:

  • by e-mail: office@e-brain.ai
  • by post: e-brain.ai Sp. z o.o., ul. Poturalskiego 7, 30-659 Kraków, Poland

We have not appointed a data protection officer (Article 37 GDPR).

When you visit the website

The website is a set of fixed pages. To send a page to your browser, our server must receive your IP address, the address of the page you request and the technical information that your browser sends with every request, for example the browser type and its language setting. Every website works in this way.

For each request, our web server writes one line to its log. The line contains:

  • the date and time,
  • the type of request (for example “GET”) and the address of the page or file, without any parameters after a “?”,
  • the response code and the size of the response,
  • the identification that your browser sends (the “user agent”), for example the name and version of the browser and of the operating system.

The log does not contain your IP address or the address of the page you came from.

  • Purpose: to run the website securely, and to find and fix errors.
  • Legal basis: our legitimate interest in a secure and working website (Article 6(1)(f) GDPR).
  • Retention: up to 7 days. After that, the log lines are deleted.

The load balancer of our hosting provider UpCloud sits in front of our web server. It processes your IP address to deliver the page to you. We cannot read these data. The provider may keep technical logs of them for security and operation, under its own rules.

Choice of language

The website can be shown in English and in Polish. When you open the home page (e-brain.ai/), our server chooses the language version:

  1. If your browser sends a language setting, the server uses it. If Polish comes before English in that setting, you see the Polish version. Otherwise you see the English version.
  2. If your browser sends no language setting, the server uses the country of your IP address. For an address in Poland you see the Polish version, for any other address the English version.

To find the country, the server looks up your IP address in a copy of the “IP to Country Lite” database by DB-IP, which is stored on our own server. No data is sent to DB-IP. All other pages are always shown in the language of their address.

  • Purpose: to show you the website in your language.
  • Legal basis: our legitimate interest in showing the website in a language that you understand (Article 6(1)(f) GDPR).
  • Retention: none. The server uses your IP address and the country only while it answers your request, and does not save them.

The link “IP geolocation by DB-IP” in the footer of every page is required by the licence of the database. It is an ordinary link: no data goes to DB-IP unless you click it.

Cookies and other companies’ services

The website does not use cookies and does not store any information on your device. It loads nothing from other companies’ servers: all fonts, images and scripts come from our own servers, under our own domain. We do not use advertising, social media plugins or content embedded from other websites.

Some pages link to other websites, for example DB-IP or the websites of our customers. When you follow such a link, the privacy policy of that website applies.

When you write to us

The e-mail address office@e-brain.ai and the “Book a Discovery Call” buttons open your own e-mail program with a new message to us. The website does not send or receive your message: it reaches us by e-mail, like any other e-mail.

We process the data that you send us: usually your name, your e-mail address and the content of your message, and anything else that you include, for example the name of your company, your phone number or attachments.

  • Purpose: to reply to you and, if you want, to discuss and prepare a project with you.
  • Legal basis: steps that you ask us to take before we enter into a contract (Article 6(1)(b) GDPR). When you write on behalf of a company, our legitimate interest in replying to and staying in contact with our customers and business partners (Article 6(1)(f) GDPR).
  • Retention: until the matter is closed, that is, when we have answered you, or when our talks or our contract have ended. After that, we keep the e-mails for up to 3 years, in case we need them to establish or defend legal claims (our legitimate interest, Article 6(1)(f) GDPR).

When you send us your CV

The “Send us your CV” button on the Careers page opens your e-mail program with a new message to office@e-brain.ai. We process the data in your application: usually your name, your contact details, your education, work experience and skills, and anything else that you include in your CV or message.

  • Purpose: to assess your application and to contact you about it.
  • Legal basis:
    • steps that you ask us to take before we enter into a contract with you (Article 6(1)(b) GDPR);
    • for an employment contract, the data that Polish employment law allows an employer to ask for (Article 22¹ of the Labour Code and Article 6(1)(c) GDPR);
    • your consent, for any other data that you send us and for keeping your CV for future recruitment (Article 6(1)(a) GDPR).
  • Retention: until the end of the recruitment for which you applied. If we have no open role when you write to us, until we have assessed your application and replied to you. If you agree that we may consider you for future roles, we keep your CV for 12 months, or until you withdraw your consent.

If you want us to consider you for future roles, please say so in your e-mail. You can withdraw your consent at any time by writing to office@e-brain.ai. The withdrawal does not affect the processing before it.

Please send us only the data that we need to assess your application. Do not include sensitive data, for example information about your health, religion or political opinions.

Who receives your data

We use these service providers, which process personal data on our behalf:

  • UpCloud (Finland) runs the servers of our website in its data centre in Helsinki, Finland. This includes the server logs.
  • Microsoft (Microsoft Ireland Operations Limited, Ireland) runs our e-mail service, Microsoft 365, so it processes the e-mails and CVs that you send us.

We may also have to give data to public authorities when the law requires it.

Transfers outside the European Economic Area

Our website runs on servers in the EU (Finland). Microsoft stores our e-mails in the EU, currently in its data centre in Poland.

Microsoft may process a limited amount of data outside the European Economic Area, including in the United States, for example for technical support, for security and to run its service. For these transfers, Microsoft uses the standard contractual clauses of the European Commission (Article 46 GDPR). Microsoft is also certified under the EU-US Data Privacy Framework (Article 45 GDPR).

Your rights

Under the GDPR you have the right to:

  • access your data and receive a copy of it (Article 15),
  • have incorrect data corrected (Article 16),
  • have your data deleted (Article 17),
  • restrict the processing of your data (Article 18),
  • receive the data that you gave us in a common electronic format, when we process it on the basis of your consent or of a contract (Article 20),
  • object to processing that is based on our legitimate interest (Article 21),
  • withdraw your consent at any time, when we process your data on the basis of your consent. The withdrawal does not affect the processing before it.

Some of these rights have conditions and exceptions in the GDPR. To use your rights, write to office@e-brain.ai or send a letter to the address above.

The server logs contain neither your name nor your IP address, so we usually cannot find the data about one particular visitor in them (Article 11 GDPR).

You also have the right to lodge a complaint with a data protection authority. In Poland, this is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warszawa, uodo.gov.pl. You can also complain to the authority in the EU country where you live or work.

Do you have to give us your data?

No. To visit the website, your browser sends only the technical data described above. Writing to us and sending a CV are voluntary. Without your e-mail address we cannot reply to you, and without your CV we cannot assess your application.

Automated decisions

We do not make decisions about you that are based only on automated processing, including profiling (Article 22 GDPR). We do not use AI tools to read your e-mails or to assess CVs: people at e-brain.ai read them.

Changes to this notice

We update this notice when the website or the way we process data changes. The date of the last update is at the top of this page.