1. Introduction

Prismos prioritizes privacy protection and handles personal data confidentially per applicable regulations, particularly the GDPR. This statement explains data collection, processing purposes, retention periods, your rights, and contact information. It applies to the website www.prismos.ai, the Prismos platform, associated services, and all communications with the company.

2. General Information

2.1 Who is the Controller?

PRISMOS, a private limited company registered at Bekaflaan 54, 3200 Aarschot, Belgium (Enterprise number 1013.252.201), acts as the data controller. However, regarding employee data from Prismos' clients accessing the platform and data from client-provided documents, the client serves as controller and Prismos acts as processor. For such processing, refer to your client's privacy statement.

2.2 How do we receive your personal data?

Personal data identifies natural persons directly or indirectly. Prismos collects data when you contact them, use services, apply for jobs, or through publicly available sources including:

• Audiovisual media and public records
• Political party and advocacy organization websites
• Public databases like the Crossroads Bank for Enterprises

2.3 Do we share your personal data outside the European Union?

In principle, we use your personal data only for providing the services you request. Personal data transfers outside the EEA require appropriate safeguards, including standard contractual clauses or the EU-U.S. Data Privacy Framework. Data encryption precedes third-country transfers.

2.4 What rights do you have as a data subject?

You possess these rights:

• Right to access your personal data
• Right to correct incomplete or inaccurate data
• Right to erasure of personal data
• Right to restrict processing without deletion
• Right to object to processing based on legitimate interests
• Right to withdraw consent when applicable
• Right to object to direct marketing
• Right to data portability when processing relies on consent or agreement

If you wish to exercise any of the rights listed above, please contact us by e-mail or post using the details below.

When requesting rights exercises, Prismos verifies your identity. Requests are typically free unless manifestly unfounded or excessive. Responses occur within one month; complex requests may extend to three months.

2.5 Want to exercise your rights, have questions or a complaint?

Contact Prismos regarding rights, questions, or complaints:

• Email: privacy@prismos.ai
• Mail: Prismos BV, FAO: data protection manager, Bekaflaan 54, 3200 Aarschot, Belgium

File complaints with the Belgian Data Protection Authority:

• Website: gegevensbeschermingsautoriteit.be
• Email: contact@apd-gba.be
• Phone: +32 2 247 48 00
• Mail: Data Protection Authority, Drukpersstraat 35, 1000 Brussels

3. Specific processing activities that may apply to you

3.1 You are a Prismos client using the Prismos Platform or services

Prismos collects and processes:

• Contact information (name, profession, company, phone, email, address)
• Correspondence and communications
• Billing and administrative data
• Electronic identification data (IP address, device information, connection times)

Processing purposes include:

• Providing service information
• Granting platform access and rendering services
• Handling complaints and feedback
• Processing payments
• Maintaining client relationships

Legal grounds include contract performance and Prismos' legitimate interests in better serving clients.

Data retention extends three months after agreement termination, unless legally required otherwise. Personal data disclosure occurs to subcontractors (processors) under written instructions and processing agreements, or to judicial/administrative authorities when legally required.

3.2 You are a public figure, expert or representative sharing information and/or participating in public political debates, discussions or policymaking

Prismos processes:

• Contact information (publicly available name, profession, political affiliation, phone, email)
• Professional public communications (parliamentary statements, speeches, debates, proposals)
• Photos and audiovisual media from public appearances

Processing purposes involve:

• Providing clients with accurate summaries of regulatory debates and AI-driven insights tailored to specific industries
• Facilitating access to information about political and democratic processes
• Fostering transparency and enabling strategic intelligence extraction

Legal grounds rely on Prismos' legitimate interests in promoting transparency, supporting client regulatory compliance, and enhancing democratic awareness.

Data retention continues only as long as necessary. Disclosure occurs to subcontractors (processors) or judicial/administrative authorities when legally required.

3.3 You are a supplier or subcontractor of Prismos

Prismos processes:

• Contact information (name, title, function, phone, email, office address)
• Correspondence and communications
• Delivery and engagement information, including payment details

Processing purpose involves purchasing goods or services.

Legal grounds rely on contract performance or pre-contractual measures.

Data retention extends one year after service completion, unless legally required otherwise. Disclosure occurs to subcontractors (processors).

3.4 You are a visitor to Prismos' Website or a subscriber to our newsletter

Prismos processes:

• Contact information (name, email, company name, role, address)
• Correspondence and communications
• Electronic identification data (IP address, connection times, device information, pages visited, downloads)

Processing purposes include:

• Answering questions and scheduling meetings
• Direct marketing about products and services
• Placing and reading cookies

Legal grounds include pre-contractual measures, user consent for direct marketing and non-essential cookies, and Prismos' legitimate interests regarding strictly necessary cookies.

Retention periods:

• Up to one year after last contact as a prospect
• Until consent withdrawal for direct marketing
• Variable periods depending on cookie type

Disclosure occurs to subcontractors (processors) or third parties listed in the Cookie Policy.

3.5 You are a (potential) job applicant of Prismos

Prismos processes:

• Contact information (name, function, phone, address, email, social media accounts)
• Correspondence and communications
• Recruitment-related information (gender, date of birth, photograph, application form, CV, interview notes)

Processing purposes include:

• Assessing applicant suitability and evaluating applications
• Informing applicants of job openings
• Providing Prismos activity and news updates

Legal grounds include pre-contractual measures and applicant consent.

Data deletion occurs within four weeks after application process completion, unless applicants consent to longer retention. Consenting applicants' data is retained one year, after which renewal consent is requested.

Disclosure occurs to subcontractors (processors).

3.6 You are a participant in one of our Prismos activities (webinars, workshops, networking events, events with panels on political and other topics, etc.)

Prismos processes:

• Contact information (name, company, function, address, phone, email, payment details for paid activities)
• Correspondence including webinar chat questions
• Event-related information (business cards, dietary restrictions, photos, videos)

Processing purposes include:

• Organizing activities
• Conducting surveys
• Direct marketing to invite participants
• Marketing by posting photos and videos on websites and social media

Legal grounds include contract performance, Prismos' legitimate interests in improving activity quality and better serving participants, and participant consent for photography/videography.

Data retention continues only as long as necessary. Disclosure occurs to subcontractors (processors).

4. Third-Party Service Providers

Prismos's software interacts with third-party service providers. A full list of providers is available upon request. Prismos uses YouTube's API services and embedded player, collecting no YouTube viewing data. Users agree to YouTube Terms of Service and acknowledge Google processes viewing data per Google's Privacy Policy.

5. Changes to this Privacy Statement

Prismos may update this statement periodically; regular consultation is encouraged to remain informed of changes.