Privacy Policy
Last updated: December 5, 2025
1. Introduction
This Privacy Policy explains how we collect, use, store, and protect your personal data when you use Varshava AI. We are committed to protecting your privacy and handling your data in accordance with applicable data protection laws.
We process personal data in accordance with the Federal Act on Data Protection (FADP) of Switzerland and the General Data Protection Regulation (GDPR) where applicable to users in the European Economic Area.
By registering in Varshava AI, you acknowledge that you have read and understood this Privacy Policy.
2. Data Controller
The data controller responsible for your personal data is:
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at the email address above.
3. Definitions
Varshava AI – the online software service available via web browser and mobile devices
Personal Data – any information that identifies or can be used to identify an individual
Data Subject – a natural person whose personal data is being processed (you)
Processing – any operation performed on personal data, such as collection, storage, use, or deletion
Consent – a clear and voluntary agreement to allow personal data to be processed
4. Personal Data We Collect
We collect the following categories of personal data:
Account Information:
Name and email address (required for registration)
Password (stored securely using encryption)
User-Generated Content:
Goals, tasks, and progress data you create
Messages and conversations with the AI coach
Personal context information you choose to share
Summaries and notes
Technical Data:
IP address and approximate location
Browser type and version
Device type and operating system
Date and time of access
Usage Data (with your consent):
Features used and actions performed
Session duration and page views
5. Legal Basis for Processing
We process your personal data based on the following legal grounds:
Contract Performance: Processing necessary to provide the services you registered for (account data, user content, AI processing)
Consent: Processing based on your explicit consent, such as analytics cookies and marketing communications (you can withdraw consent at any time)
Legitimate Interest: Processing necessary for our legitimate interests, such as improving Varshava AI, preventing fraud, and ensuring security
Legal Obligation: Processing required to comply with legal requirements
6. How We Use Your Data
We use your personal data for the following purposes:
To create and manage your account
To provide the AI coaching features and generate personalized responses
To store and display your goals, tasks, and progress
To send you important notifications (account security, service updates)
To process payments if you subscribe to a paid plan
To improve Varshava AI based on usage patterns (with your consent)
To respond to your support requests
7. AI Data Processing
Varshava AI uses artificial intelligence to provide personalized coaching. When you interact with the AI coach, your messages and relevant context are processed by OpenAI's language models.
What data is sent to OpenAI:
Your chat messages and conversation history
Goals and tasks relevant to the conversation
Personal context you have provided (if applicable)
OpenAI processes this data to generate responses. According to OpenAI's data usage policy, data sent through the API is not used to train their models. For more information, please review OpenAI's Privacy Policy.
8. Third-Party Services
We use the following third-party services to operate Varshava AI:
OpenAI
Purpose: AI-powered coaching and text generation. Data shared: Chat messages and user context. Privacy Policy
Google Analytics (with your consent)
Purpose: Understanding how users interact with Varshava AI. Data shared: Usage data, device information. Privacy Policy
Stripe
Purpose: Processing subscription payments. Data shared: Payment information (we do not store your card details). Privacy Policy
9. International Data Transfers
Your personal data may be transferred to and processed in countries outside of your country of residence, including the United States (where OpenAI and other service providers are located).
When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or reliance on the service provider's compliance with applicable data protection frameworks.
10. Data Retention
We retain your personal data for as long as necessary to provide our services:
Account data: Retained while your account is active and deleted upon account deletion
User content (goals, tasks, chats): Retained while your account is active and deleted upon account deletion
Technical logs: Retained for up to 90 days for security and debugging purposes
Analytics data: Retained according to Google Analytics retention settings (up to 14 months)
After account deletion, we may retain anonymized or aggregated data that cannot be used to identify you.
11. Data Security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:
Encryption of data in transit (HTTPS/TLS)
Secure password hashing
Regular security updates and monitoring
Access controls and authentication
While we take reasonable precautions, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.
12. Your Rights
Under applicable data protection laws, you have the following rights:
Right to access: Request a copy of your personal data
Right to rectification: Request correction of inaccurate data
Right to erasure: Request deletion of your personal data
Right to restrict processing: Request limitation of how we use your data
Right to data portability: Request your data in a machine-readable format
Right to object: Object to processing based on legitimate interests
Right to withdraw consent: Withdraw consent at any time (this does not affect the lawfulness of processing before withdrawal)
13. How to Exercise Your Rights
You can exercise many of your rights directly within Varshava AI:
Update your data: Profile → Account → Contact Information
Delete your account: Profile → Account → Data Management → Delete Account
Manage consents: Profile → Account → Data Management → Consents
Delete chat history: Profile → Account → Data Management → Delete Chat History
For other requests, please contact us at info@varshava.ai. We will respond to your request within 30 days.
14. Cookies
We use cookies and similar technologies to operate Varshava AI. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.
15. Supervisory Authority
If you believe that our processing of your personal data violates applicable data protection laws, you have the right to lodge a complaint with a supervisory authority.
For users in Switzerland, the relevant authority is:
Federal Data Protection and Information Commissioner (FDPIC)
Website: edoeb.admin.ch
For users in the European Union, you may contact the supervisory authority in your country of residence.
16. Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page and notify you via email or in-app notification.
We encourage you to review this Privacy Policy periodically. Your continued use of Varshava AI after changes constitutes acceptance of the updated policy.