Privacy Policy
This Privacy Policy explains how personal data is processed in connection with DatumOS: the datumos.ai website, the DatumOS service used by organisations, and the DatumOS app for iPhone and Apple Watch (the "App"). DatumOS is provided by Ringier Axel Springer Polska sp. z o.o. It complements the Privacy Policy of the Ringier Axel Springer Polska Group, which describes the group's processing in general; where this document is more specific to DatumOS, it applies.
1. Who is responsible
Ringier Axel Springer Polska sp. z o.o., ul. Domaniewska 49, 02-672 Warszawa, Poland, KRS 0000420780 ("RASP", "we") is the controller of the personal data described in sections 3 and 4.
For data processed inside an organisation's DatumOS instance, including everything you see and send in the App (section 5), your organisation is the controller and RASP processes the data on its behalf as a processor, under the Data Processing Agreement. Requests about that data are best addressed to your organisation; we pass on to it any request we receive.
Data protection officer of the Ringier Axel Springer Polska Group: [email protected], or by post to the address above, marked "Data Protection Officer". Questions about DatumOS: [email protected].
2. Summary
- We process only what is needed to run the website, answer you, and provide DatumOS to your organisation.
- The App does not track you, contains no advertising or analytics SDK and shows no ads.
- Content you work with in the App goes only between your device and your organisation's DatumOS instance; push notifications carry an opaque reference, not your content.
- We do not sell personal data and do not use customer data to train AI models.
3. The datumos.ai website
Delivery and security. When you visit the site, the networks that deliver it (Cloudflare and the Ring Accelerator content delivery network operated by RASP) process technical data of your request: IP address, browser and device type, the address requested, the referring page and the time. We use it to deliver the site, keep it secure and prevent abuse, on the basis of our legitimate interest (Art. 6(1)(f) GDPR), and keep it only as long as these purposes require.
4. Enquiries, customers and contracts
When you write to us (for example to [email protected] or [email protected]), we process your name, e-mail address, organisation and the content of your message to reply and to prepare an offer, on the basis of our legitimate interest (Art. 6(1)(f) GDPR) or steps prior to a contract (Art. 6(1)(b)). For customers we process the contact and billing details of the people who sign, administer and pay for the service, to perform the contract (Art. 6(1)(b)) and to meet accounting and tax obligations (Art. 6(1)(c)). Card payments are handled by Stripe Payments Europe, Ltd.; we do not store full card numbers.
We keep enquiries for as long as needed to handle them and to establish or defend possible claims; contract data for the term of the contract and then for the periods required by law (accounting records: 5 years from the end of the year in which the tax obligation arose).
5. The DatumOS service and the App
DatumOS runs as a dedicated instance for each organisation, hosted on Amazon Web Services in the European Union by default. People sign in with their organisation's identity provider (for example Microsoft Entra ID). Inside the instance we process, on the organisation's behalf, account data (name, e-mail address, user identifier, role), the cases, sessions, messages, decisions, comments and attachments people create, and the data the AI agents read from systems the organisation connects. AI models from Anthropic and OpenAI process the content of agent runs through their business APIs, under terms that do not allow them to use it to train their models. The full list of sub-processors is in Annex 2 of the Data Processing Agreement.
5.1 What the App processes
The App is a client for your organisation's DatumOS instance. When you sign in with your organisation's account, the App receives your e-mail address and a user identifier from the instance. It then shows and sends the content you work with there: messages to agents, decisions, comments, cases and briefs, and photos or files you choose to attach. If you allow notifications, the App registers an installation identifier of your device with your organisation's instance so that it can notify you. Your content goes only between your device and your organisation's instance. All of this is used only to provide the App's functions.
The App does not collect your location, contacts, health or financial data, browsing or search history, purchases, advertising data, or usage analytics. It does not use data to track you across apps or websites owned by other companies.
5.2 Notifications
To deliver notifications and Live Activities, the App registers with the DatumOS push relay operated by RASP: the installation identifier, a public key of your device, Apple push tokens (for notifications and Live Activities), the App's identifier, version and environment, and the address of your organisation's instance. The relay passes notifications to the Apple Push Notification service. A notification carries an opaque reference, not your content; the App fetches the content from your organisation's instance. Signing out of an organisation removes its registration from the relay; signing out of every organisation removes the device. Live Activity tokens expire after 24 hours, when Apple reports them invalid, or when the registration is removed.
5.3 On your device
Your sign-in is kept in the iOS Keychain. Content is held in memory and is not stored on the device, with these exceptions:
- Attachment previews. When you open an attachment's preview or "Open as file", a protected temporary copy is written for the system viewer and removed when you close it (any copy left behind, for example after a crash, is removed the next time the App starts).
- Apple Watch. The Apple Watch keeps the number of items waiting for you and the soonest deadline for its complication, removed when you sign out.
- Pinned conversations and pages. The conversations, pages and dashboards you pin to the bottom of the screen are kept in the iOS Keychain on this device as identifiers only — never their titles or what they say — so they come back when you open the app again. Signing out removes them.
- Lock Screen. A conversation you started or pinned shows its title and how it stands (working, waiting for you, finished) as a Live Activity on the Lock Screen and in the Dynamic Island, until it ends or you unpin it. Signing out removes it. Live Activities can be turned off in Settings › Datum.
- App switcher. iOS keeps a picture of the last screen for the app switcher, protected by your device passcode.
5.4 Demo mode and crash reports
"Explore a demo" runs offline on sample data; nothing you do there leaves your device. The App has no crash-reporting SDK; crash reports reach us only if you allow Apple to share them with app developers, under Apple's own privacy terms.
5.5 Retention and deleting your account
Data in an instance is kept according to your organisation's settings and contract, and is deleted with the instance no later than 30 days after the contract ends (the export window in the Terms of Service). Accounts are created and removed by your organisation's administrators in its identity provider and in DatumOS; to have your account and its data deleted, ask your organisation's DatumOS administrator, or write to [email protected] and we will pass the request on and carry it out on your organisation's instructions. Signing out of the App removes your sign-in, the data held on the device and your device registration as described above; deleting the App removes everything it stored on the device.
6. Recipients and transfers
We share personal data only with providers that help us deliver DatumOS and the website, under contracts that bind them to protect it: Amazon Web Services (hosting), Cloudflare (website delivery), Microsoft (Teams messaging, where your organisation connects it), Anthropic and OpenAI (AI models), Apple (push notifications), Stripe (card payments) and Google (website analytics, only with your consent). Some of them may process data outside the European Economic Area, in particular in the United States; such transfers rely on the EU-US Data Privacy Framework or on the European Commission's standard contractual clauses. We disclose data to authorities only where the law requires it.
7. Your rights
You have the right to access your personal data, to have it rectified or erased, to restrict its processing, to data portability, and to object to processing based on our legitimate interest. Where processing is based on consent, you may withdraw it at any time. To exercise these rights, write to [email protected] or to the data protection officer at [email protected]. For data in an organisation's instance, we forward your request to that organisation as controller. You also have the right to lodge a complaint with the supervisory authority, in Poland the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, ul. Stawki 2, 00-193 Warszawa).
Providing personal data is voluntary, but without an account provided by your organisation you cannot use the service or the App beyond the demo, and without contact details we cannot answer you.
8. Children
DatumOS and the App are intended for professional use within organisations and are not directed at children. We do not knowingly collect personal data of children under 16.
9. Changes
We update this Privacy Policy when our processing changes and publish the new version here with a new effective date. Material changes affecting customers are also announced to their administrators.