Privacy notice

Effective 16 October 2026. This notice covers the public website and individually enabled pilot features. Availability and permissions are shown within the signed-in service; concept illustrations do not establish operating collaboration, directory or professional-review services.

Who is responsible

Doris Buchert and Ralf Born, Preyerstrasse 20, 41239 Mönchengladbach, Germany. Contact info@aequorfidelis.com or +49 2166 457000. See our legal notice.

Website visits and enquiries

Technical request data, such as IP address, URL, request time and browser information, supports website delivery, fault diagnosis and security. Contact enquiries contain the information you send. Please begin with a non-confidential outline.

Accounts and cases

Approved accounts process identity and contact details, verification and session records, access grants and account administration. Module use additionally processes the case information, files, conversations and outputs you submit or generate. Do not provide irrelevant personal information or material you are not entitled to share.

Purposes and legal bases

Processing necessary to respond to a requested engagement or deliver an agreed service relies on Article 6(1)(b) GDPR where applicable. Reliable delivery, security and prevention of unauthorised use rely on legitimate interests under Article 6(1)(f). Optional publication or communications that rely on consent require a separate choice. Participation does not grant general permission to publish case information or a public profile.

Hosting, email and monitoring

The current pilot uses Vercel hosting, Supabase PostgreSQL in Frankfurt, private Cloudflare R2 storage with EU jurisdiction, Resend account emails and delivery records, and an EU Sentry project for fault monitoring. Account emails may contain your name, email address, authentication links and delivery metadata. Account-communication processing also includes name and email contact records at Resend; this is not consent to broadcast marketing.

Private operational Human Oversight

Where enabled, this optional channel shares your account display name and the correspondence you submit with the specifically named platform coordinator. It records messages, recipient identity, disclosure terms, acknowledgements and access-control metadata to provide operational assistance and an accountable conversation history. It does not give that coordinator room membership or source-document access, appoint a professional, or authorise AI processing or shared learning from the correspondence. Messages use server-side encryption, not end-to-end encryption.

Access ends at the displayed 30-day deadline or earlier withdrawal. Withdrawal ends platform access for both participants and erases the live wrapped conversation key; a maintenance worker also erases expired live keys. It cannot retract what a recipient already read or retained elsewhere. Audit metadata, ciphertext, historical backups and provider records are subject to their separate necessary retention and statutory rights described below. Independent withdrawal remains available after module access ends.

Optional Resend notices require your notification preference. They contain your delivery address and a generic inbox link, without case text, participant names, documents or a sign-in token. An email already in flight may arrive after opt-out or withdrawal. Sharing authorisation and notification settings do not waive your data-protection rights.

Where the appointment-aware disclosure has been accepted, the same two people may propose and explicitly confirm a private appointment after coordinator acceptance. Local time, timezone, duration, channel and responses remain within the encrypted conversation. A personal calendar download contains a generic title, UTC times and the ordinary inbox address, without participant emails, case content or a video link. Importing it can place that copy with your chosen calendar provider. It is a snapshot, not a synced invitation: cancellation, withdrawal and expiry cannot update or retract it. No external availability is reserved and no meeting is created automatically.

External video links

A coordinator may share a host-created Google Meet link within an accepted conversation. Opening it takes you to Google's service under the applicable account, host settings and Google privacy notice. AequorFidelis does not embed video media, verify Google's admission settings, start recording or transcription, or invalidate an external meeting link when platform access ends. Agree suitable confidentiality and host controls before using an external meeting for sensitive information.

AI processing

A requested AI preparation or practice session sends necessary case or conversation content to the configured OpenAI or Anthropic API service. Document embeddings use OpenAI when that upload feature is used. Reading the public site does not require AI case processing. Fictional public profile and workspace examples do not establish real contacts or appointments.

International processing

Some providers and support or processing infrastructure are outside the EEA. EU hosting locations do not guarantee that all processing remains in the EU. Before submitting information with specific location or confidentiality requirements, contact us to clarify the applicable provider, transfer arrangements and contractual safeguards for the intended engagement.

Access and reuse

Module access requires an active individual grant. Cases are scoped to authorised users; defined operators administer the service and can review cases under their operating role. We do not promise that administrators can never access submitted material. Never include passwords or API credentials in a case. Private case material is not automatically published or added to a shared cross-client intelligence database. Future reuse or learning needs its own lawful purpose, permission and controls.

Cookies and analytics

Authentication uses necessary session and security storage. The current optional analytics setting is “none”; behavioural marketing analytics is not enabled. Technical hosting logs and fault monitoring are separate. Google sign-in is disabled in this pilot. Future optional tracking requires its own disclosure and choice.

Retention and deletion

Account and case records remain for the approved service relationship and are reviewed when access ends or deletion is requested. Grant expiry does not automatically delete a case. Technical, delivery and audit records are retained according to security investigation, delivery troubleshooting, accountability and applicable legal requirements; they are reviewed when no longer necessary for those purposes. Backups and provider systems can retain copies for their applicable retention periods; legal duties or the establishment, exercise or defence of claims can require longer retention. Ask for the applicable arrangements before supplying a case with mandatory erasure deadlines.

Your rights

Your private learning controls provide access to recorded private-request identifiers and cancellation using a current account session, including after module access ends. Recording a request does not grant permission for shared learning.

Subject to the GDPR’s conditions, you may request access, correction, deletion, restriction or portability, object to processing based on legitimate interests and withdraw consent for consent-based processing. Contact info@aequorfidelis.com. You may complain to a supervisory authority, including the State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia at https://www.ldi.nrw.de/.

Human decisions

AI outputs support preparation. The current service does not make a binding legal, lending, insurance or employment decision for a participant. Future arbitration and professional-review services require separate human authority and engagement.

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