Ajax Privacy Policy

1. About us

We are AJAX SYSTEMS CH, registration number: HE 389004, and we act as the controller of your personal data. You can contact us at privacy@ajax.systems.

2. What personal data we process

Within the scope of our internal security systems, we may process the following categories of personal data:

• technical information about your Ajax Hub (such as model and serial number, network settings, including IP address, event log, current and previous device configuration, and location);
• data about the environment recorded by Ajax devices, including temperature, noise levels, and motion data;
• images, audio, and video recordings captured by Ajax devices.

In connection with your use of our Products or Services, we may process the following data:

• information about you (including your first name, last name, phone number, email address, and photo);
• contact details from your device that you may provide when inviting other users to the Product (e.g., the email address or phone number of the person you are inviting);
• unique identifiers such as your username and password;
• unique identifiers of users you have connected to the Product, such as their username, role in the Product, and email address;
• information about your mobile device, including its type, operating system, and interface language;
• your location data — if the Geofence feature is enabled in the app — to send reminders to arm or disarm the system;
• the content of SMS messages with access codes sent to users on the Android platform during registration or account changes;
• information about your use of our Products and Services (including app requests sent to our server);
• in connection with Ajax Response, we may transfer and process the information relating to the relevant incident between Ajax PRO Desktop and Ajax Response solely to the extent necessary for the relevant rapid response unit of the PRO user (in these cases, the Service Provider) to take action, including receiving and handling the incident, planning a route using third-party navigation tools, and reporting the status of the response to the incident.

When you contact our customer support team, we may process audio recordings of calls with our customer support team.

When you visit our website, we may process the following:

• information you provide when filling out forms on the website, which may include your personal and contact details;
• your IP address — to determine your location (country).

During personalized communication with employees and candidates for vacant positions, as well as during interviews and meetings, we may process additional personal data that you share during communication and/or in the documents you provide (resume/CV, cover letter, etc.), including, but not limited to, the following:

• personal information (first name, last name, phone number, email address, photo);
• unique identifiers (e.g., username, login);
• previous work experience;
• education and training information;
• certificates, diplomas, and references;
• hobbies, interests, and other personal preferences.

During business cooperation, we may process personal data and other information obtained through support email requests, business cards, apps, messengers, etc.

The personal data subject to processing may include the categories listed above, as well as information about partners and/or their representatives, such as:

• name;
• position;
• contact phone numbers;
• email addresses.

In addition to the above processing methods, Ajax uses artificial intelligence (hereinafter also referred to as “AI”) technologies to improve the efficiency of internal operations and processes, as well as to simplify communication.

Data processed by artificial intelligence may, in some cases, include personal data that identifies an individual, to the extent that such data: a) are publicly available; b) have been voluntarily provided by you.

In particular, this may include:

• personal information (last name, first name, patronymic);
• contact details (phone numbers, email addresses);
• information obtained from business cards, requests, etc.

Such data may be processed by our AI tools and data processors to assist in handling your requests. In most cases, this means AI helps prepare a draft response or determines the relevant category of your inquiry.In limited cases AI may generate a response to you directly, and you may always choose to contact an Ajax employee instead. AI-assisted processing does not result in any decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you. For the specified processing, we engage service providers who ensure an appropriate level of personal data protection. At the same time, we emphasize that data processing by Ajax is limited and carried out solely for the purpose of improving the efficiency of internal operations and for related purposes.

3. Why we need your data

• All data we receive through our internal security systems or when you use our Products or Services is processed solely to provide an appropriate level of security. This means we process such data to fulfill the terms of the contract you have entered into with us. We do not collect any information that is not necessary to deliver these services.
• Additionally, the data collected may be used for analytical purposes and to improve the user experience based on our legitimate interest. This data is processed exclusively by Ajax and is not transferred to third parties for processing.
• If you agree to subscribe to our email newsletter, we will send you relevant information about our company and new products. By consenting to receive the newsletter, you also agree to the use of your data for personalization purposes, so we can tailor the content to be as relevant and engaging as possible for you.
• If you encounter any difficulties or technical issues with your device, you may send us a problem report that includes your app log file. We will process this data to resolve the issue and improve the quality of our Products and Services. This processing is based on our legitimate interest in enhancing the competitiveness of our solutions in the market.
• We also process contact details from your device — with your consent — solely to send invitations to individuals you add to the Product (e.g., their email addresses or phone numbers).
• In addition, we may process your personal data to ensure effective and efficient communication. This includes cases where you contact us regarding cooperation or with an inquiry about our devices, or apply for a position at our company.

Below are some examples of how we use your data:

• to maintain your account and back up your data;
• to record information (log files) in an event log and troubleshoot device malfunctions;
• to send you notifications in Ajax apps (you can always adjust your notification preferences in the mobile app settings);
• to send you marketing messages that you have subscribed to receive;
• to respond to your requests and provide customer support;
• to process your inquiries and establish communication with you for business or personalized purposes.

Your data may also be used in connection with Ajax Response, which is intended for use by rapid response units of PRO users (in these cases, Service Providers that are monitoring companies) to handle incidents.

4. How long we store your personal data

We store personal data for the entire duration of our cooperation with the customer, except for certain types of information, including:

• list of events in Ajax mobile and desktop apps (for End Users and PRO users), incl. Ajax Response:

  • limited to 500 entries, stored for no more than 2 years;
  • limited to 4,000 entries for Ajax Superior MegaHub, stored for no more than 2 years;

• Company Account event log in the Ajax PRO Desktop app: stored for up to 3,5 years. Media files in the Company Account event log are stored for periods ranging from 7 days to 2 years, depending on the client's profile settings.

Some types of data — such as the name, position, and contact details of representatives specified in contracts — may be retained beyond the cooperation period. This is necessary to fulfill our legal obligations.

• We always delete personal data after a customer chooses to close their account and sends a request to privacy@ajax.systems. In such cases, we stop providing services to the customer and no longer need to store their data.
• Data may also remain in encrypted backup copies for up to twelve (12) months, used solely for disaster recovery, after which it is permanently deleted.
• If you wish to unsubscribe from our newsletters, you can do so at any time by clicking the Unsubscribe button at the bottom of any email you receive or by sending a request to  privacy@ajax.systems. You will then stop receiving further messages from us.
• Log files on our servers are stored for no longer than 7 days.

5. Whether your data is shared with third parties

We may transfer your personal data to third parties only when it is necessary to provide the services you use. This may include sharing data with our suppliers and Service Providers, who support the operation of our Products and Services — for example, through rapid response to incidents, data hosting, technical support, and/or troubleshooting.

We ensure that all such third parties apply a level of personal data protection equivalent to that maintained by Ajax.

We may also share your contact details (including phone number, nickname/alias, and email address) with physical security Service Providers if you request this by selecting a provider in the Ajax app. Please note that these providers are independent data controllers and bear full responsibility for the security of your personal information.

Where the Service Provider is part of an Organization in Ajax PRO Desktop, the Main Company of that Organization (the company that heads the Organization) also has access to the same data about your system in the same capacity. This results from your Service Provider's own organizational decisions, not from Ajax. You will be notified in the Ajax Security System app if this applies to you. For any questions, contact your Service Provider directly.

At your request — sent from an authorized email address or phone number — we may send an SMS with an authorization code to such a provider. This code is required to register or update your account. While we carefully select reputable partners featured in our apps, we recommend reviewing their privacy policies before requesting that your data be transferred to them.

6. How we protect your data

We take cybersecurity seriously and have implemented a range of organizational and technical measures to reduce risks. These include firewalls, data encryption, and permission-based access control.

Your information is protected with unique usernames and passwords. For particularly sensitive communication channels with our Products or Services, we use server authentication and secure connections.

When handling your requests and inquiries, we apply additional security measures to prevent unauthorized access to personal data. In particular, we use two-factor authentication to verify your identity before disclosing any information or taking action involving personal data.

At the same time, we recognize that your credentials or personal devices may be compromised. In such cases, please contact our support team immediately.

7. What rights you have regarding personal data

You have the following rights in relation to your personal data:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object;
• the right not to be subject to automated decision-making and profiling;
• the right to withdraw consent;
• the right to lodge a complaint with a supervisory authority in your country of residence or employment.

For more information about your rights and how to exercise them, you may also find helpful the guidance published by the UK Information Commissioner's Office as a general explanation of these rights.

8. Profiling and automated decision-making

If you have subscribed to our newsletter, we may use your data to personalize the content of the emails you receive.

In addition, we may use automated systems to help improve the quality of our technical, service, and other support. In particular, this includes:

• automatically sorting and processing requests received by the support service;
• conducting internal analytics;
• monitoring the quality of service provision, including using automated tools after a support request is resolved to analyze the written communication between the customer and our support team to detect signals of negative sentiment or dissatisfaction, based solely on the text of the communication and without biometric identification.

We do not engage in any profiling or automated decision-making that produces legal effects or similarly significant outcomes.

9. Cookies

When you visit our website, we store cookies on your device. This section explains why we do this.

We may also share your cookies and the information they contain with our trusted partners and providers to deliver relevant services. For example, this may occur when you visit the Ajax Partner Configurator page of a specific Partner you have selected or when you fill out a form to request a consultation with a Partner.

When providing services on the website, we may transfer your identifiers — including your IP address, device advertising identifier, and cookie identifiers — to our partners and providers.

Please note that we do not collect, use, or transfer such information without your consent.

If you wish to withdraw your consent or opt out of sharing your data and information with our partners and providers, you can submit a request via our Data Subject Request Form.

You can also prevent cookies from being stored on your device by blocking or deleting them in your browser. Instructions on how to do this are available at https://www.aboutcookies.org.

The Ajax website uses the following types of cookies:

• cookies to summarize your experience using our website;
• cookies to analyze your interaction with the website and assess its quality;
• advertising cookies that enable us to display personalized ads for our Products and Services on other websites. Some of these cookies may contain information about your interests, which are identified while you browse the website.

10. How Ajax complies with European and international data protection laws

Ajax complies with applicable European and international data protection legislation. To this end, the company has implemented a number of measures, mechanisms, and procedures. In particular, we follow the principles of data processing limitation (privacy by design and by default) and data minimization, and enforce strict access control over personal data. Ajax’s internal policies govern the collection, storage, processing, deletion, and other related activities.

When transferring personal data to third parties, Ajax takes a range of technical and organizational measures and uses Standard Contractual Clauses that meet the requirements of EU law.