Privacy policy

AAES stands for Autonomous Agentic Enterprise Systems. It builds AAES Infer, AAES Operate and AAES Govern. Infer is for model access with jurisdiction controls and central company billing; public access is not open. Operate and Govern support self-hosted and AAES-hosted deployments for enterprise AI agents: AAES Operate runs and coordinates agents, and AAES Govern checks permission before agents use registered tools routed through it, and checks the model calls routed through it for spend, approvals and records.

The aaes.ai website and its correspondence are operated by Alexander Schell, pending incorporation of AAES LTD. in Hong Kong. AAES LTD. is a proposed company name; its incorporation is pending. The contact for this policy is hello@aaes.ai; no postal address is published.

The operator is responsible for the personal data described in this policy and acts as its controller where applicable data protection law uses that term.

This controller statement covers the website and business-correspondence processing described here; where AAES processes personal data on a client's behalf as part of support (section 4), the role depends on the activity and the applicable agreement, and AAES may act as processor for that activity.

You can contact us at hello@aaes.ai.

This website does not load Google Analytics or send analytics measurement requests. Serving pages still involves processing connection information, including an IP address, through hosting infrastructure.

Render hosts the static website and delivers it through a global content delivery network. The contact-form API is configured in Render’s Singapore region. A regional API location does not mean all website delivery or provider processing takes place in Singapore.

When you submit the contact form, we receive the information you send, such as your name, work email address, company, topic, product interest (if you select one), and message contents. We store the inquiry and contact details in HubSpot CRM when that integration is configured. A predefined referral code in the page link may also be included in your inquiry. Only allowed codes are copied.

The CRM integration does not load HubSpot tracking scripts or forward your connection IP address or browser cookies. Please do not include credentials, sensitive personal information, or client product data in an inquiry.

On the contact form, the connection IP address is also processed to rate-limit submissions. If you email us directly, we receive whatever you include in that message.

When you book a demo, Cal.com records the booking: your name, email address, the time you choose and any answers you give on the booking form. Cal.com creates the Zoom meeting link and adds the meeting to our calendar, which PrivateEmail hosts. Cal.com's HubSpot integration records the meeting in HubSpot CRM and creates a contact for you if one does not exist.

The demo takes place on Zoom. Zoom's AI meeting summary may be used during the call. We say so before starting it, and we stop it if you object. Material captured before it is stopped can remain in that summary. Automatic recording is off; we do not record a call without telling you first.

After the call, we may add a short note with the discussion summary and proposed next steps to your HubSpot contact. If that note is based on Zoom's AI summary, we review it first and label it as AI-assisted. No transcript or recording is copied into HubSpot.

We use the contact form and email correspondence to respond to demo requests, evaluation questions, Infer requirements, design partner inquiries, and related questions, including privacy requests. We use the product interest you select (AAES Infer, AAES Operate, AAES Govern, or not sure) to route your inquiry and prepare the conversation. We may follow up where it is relevant to that conversation.

We do not sell personal data. We do not share it with advertising networks or data brokers, and we do not use it for advertising profiles.

We use HubSpot CRM to record contact-form inquiries and manage relevant follow-up. Submitting an inquiry does not subscribe you to a marketing mailing list. When email delivery is configured, the form also sends an email copy through Resend to hello@aaes.ai.

With the CRM integration configured, the form confirms success only after HubSpot accepts the inquiry; the optional email copy can fail without losing the CRM record.

If receipt is not confirmed, email hello@aaes.ai directly.

For website and correspondence handling, the recipients and service providers are Alexander Schell, as operator (pending incorporation of AAES LTD. in Hong Kong), Render (global static-site delivery and a contact-form API configured in Singapore), HubSpot (inquiry records and CRM, with Canada selected for primary data hosting), PrivateEmail, a Namecheap product (mailbox hosting for hello@aaes.ai; mailbox contents are stored under Namecheap's privacy policy), Cal.com (demo booking and scheduling), Zoom (demo video calls and, when used, Zoom's AI meeting summary), and, when the contact form is configured to send mail, Resend (email delivery).

A hosting-region selection does not mean every provider operation takes place in that country. This website handling is separate from client-operated AAES software. A current list of these providers, with roles, locations and transfer safeguards, is published on the subprocessors page.

AAES Operate and AAES Govern can be client-operated or hosted by AAES under an agreed client deployment. The self-hosted data flows below describe deployments operated by the client.

Self-hosted AAES Govern. Client data, agent identities, approvals, budgets and sealed action records live on the client's own infrastructure. Clients run their own deployment, so AAES does not receive its runtime traffic. We may receive client data through authorized support, described below. AAES-hosted deployments require processing terms that reflect their actual data handling.

Agents created in AAES Operate send configured instructions, conversation messages, tool definitions and tool results to the model endpoint the client selects, or, in AAES Operate + Govern, to AAES Govern's model gateway, which forwards them to that endpoint without storing prompts or completions. If an operator turns on Cursor, GitHub Copilot or Meta's Muse agent in standalone Operate, those agents send task content to their own vendor (for GitHub Copilot, GitHub) under that vendor's terms. That material, and the provider's responses, may contain personal or confidential data. Instructions and run transcripts are stored in the client deployment on database and data volumes that Operate requires to be encrypted, separately from sealed governance evidence. A client using an external model provider must assess that provider's processing, retention, location and applicable transfer arrangements; choosing client-operated software does not keep a model request inside the client's infrastructure.

AAES Operate removes run transcripts older than a retention period the client sets in days. It keeps a run's transcript while the run is still active, while a pending approval is tied to it, and while its cost is not yet reconciled. If Operate cannot read the workspace's cost accounting before it starts, it removes no transcripts in that pass; if a read fails part-way through, the pass stops and keeps the transcripts of every run it has not reached. In AAES Operate + Govern, it also waits for Govern to confirm the run's calls are settled, and keeps the transcript whenever either check is uncertain. Each retention pass covers every run older than the retention period, oldest first, in bounded batches. A pass that reaches its time limit records itself as partial, and the next pass continues. Run records and other operational data stay until the client deletes them.

Governance evidence and the selected model provider's records have separate retention arrangements.

AAES Operate. AAES Operate stores agent configuration, tasks, and run history in the client's deployment. It sends instructions, task context, and tool results to the model providers and agent runtimes the client configures. That material, and the responses, may contain personal or confidential data. A client using an external model provider or agent runtime must assess its processing, retention, location and applicable transfer arrangements. AAES Operate does not produce AAES Govern's sealed records.

In a self-hosted deployment, the client operates AAES Operate and its storage, and sets retention for the data held there. The outbound connections AAES Operate makes, including any made by its open-source components, are listed in the evaluation package; verify them before production use.

Optional support may involve client-authorized transfers of logs, screenshots, attachments, or other diagnostic information to AAES. Before receiving that information, we agree its permitted contents, purpose, access, recipients, security arrangements, and retention or deletion with you. Remove credentials and unnecessary personal data before sending anything. Where AAES processes personal data on a client's behalf as part of support, applicable processing terms are required for that support activity; this is separate from the processing arrangements for an AAES-hosted deployment.

AAES supplies a reference deployment configuration for self-hosted Operate and can also host it for clients. AAES Govern deployment options are a single VM using Docker Compose, Kubernetes using Helm or Terraform, and environments that are air-gapped or on-premises.

The client determines how personal data is used, including access and retention. In a self-hosted deployment, the client also operates the infrastructure. If your information is held in a client's AAES deployment, direct requests about that information to that client.

Infer supplies model access as a separate service. Public access is not open. An inquiry about Infer is handled as website correspondence under this policy. The client-operated runtime statements in section 4 do not describe Infer.

Before an Infer offer accepts customer data or payment, its agreement and privacy notice must identify the contracting party, the parties' data-protection roles, the inference and hosting providers, their authorized subprocessors and the applicable processing and transfer terms. This page does not establish that those arrangements have been accepted.

The offer must distinguish prompt and output processing from company accounts, administrator identities, project identifiers, usage and billing records, security logs, backups and support access. It must state each category's purpose, processing locations, recipients, retention or deletion period and rights contact. A selected inference jurisdiction does not establish that account administration, payment processing or support takes place there.

The current gateway processes prompt and output content to answer a request and does not retain those bodies for replay. It records request identifiers, usage counters and financial settlement metadata. The strict offer profile requires providers to retain no prompt/output content and prohibits training and secondary reuse. Provider terms, routing controls and the actual deployment must be verified before activation; these implementation requirements do not prove a supplier's practices.

The prepaid implementation uses Stripe Checkout. Payment details are entered on Stripe's checkout page; AAES records payment references, amounts and status for company funding and reconciliation. Stripe's processing, including its own retention and international transfers, is described in its privacy policy. The exact payment arrangement must be disclosed before funding is enabled. No prompt or output content belongs in payment metadata.

Any support access to Infer data needs an agreed purpose, authorized recipients and retention terms. Do not send sensitive prompts, outputs, credentials or payment details in a website inquiry. See the Infer provider requirements and Infer security scope.

Where the GDPR or UK GDPR applies, we rely on legitimate interests to respond to business inquiries and maintain relevant correspondence. Those interests are understanding your request and communicating with you, while respecting your privacy rights.

Hosting providers process connection information to deliver the website and protect its operation. The contact-form endpoint also processes the connection IP address for submission rate limiting, as described in sections 2 and 6.

Where you ask us to take steps toward a contract with you, processing may instead be necessary for those steps. We may also process information where necessary to comply with a legal obligation, including applicable data protection requirements.

Depending on your location and the applicable law, including the GDPR, UK GDPR, and similar laws, you may have the following rights:

Access

Ask whether we hold personal data about you and request a copy.

Correction

Ask us to correct information that is inaccurate or incomplete.

Deletion

Ask us to delete your personal data where the law provides that right.

Objection

Object to processing based on legitimate interests, including further follow up.

You may also have rights to restrict processing and to receive certain data in a portable format, where applicable. These rights are subject to the conditions and exceptions in the relevant law.

To exercise a right, email hello@aaes.ai and tell us what you would like us to do. We may ask for limited information to confirm your identity. We will respond within the period required by applicable law, generally within one month under the GDPR or UK GDPR, and explain any lawful extension.

You also have the right to complain to your local data protection authority. In the United Kingdom, this is the Information Commissioner's Office.

EU and UK representation. No Article 27 representative is currently published for AAES. Whether the GDPR or UK GDPR requires a representative for the actual processing described here needs a documented assessment; this policy does not assert that an exemption has been established. The operator is named in section 1. Any required representative details remain to be confirmed and published.

We keep correspondence only as long as needed for the conversation and legitimate follow up. When it is no longer needed, we delete it from the records we control, including HubSpot CRM records and the active mailbox, unless a legal obligation requires us to retain it. Residual copies in provider-held systems are subject to the applicable providers' retention and deletion practices; the schedules we could verify are described below, and we state none where the provider does not publish one.

Contact-form rate-limit data (the connection IP address and submission timestamps) is held in memory by the hosting function to enforce the submission limit (5 messages per 10 minutes per address) and is not persisted by that mechanism.

Provider retention is documented by the providers themselves where a schedule is published: Render does not publish a fixed retention schedule for service logs, so we state none.

Resend retains email content, metadata, delivery status and logs for 30 days on Free, Pro and Scale plans, persists backups for 7 days, and deletes remaining customer data within 90 days of account termination.

Mailbox contents at PrivateEmail are held until we delete them; we do not state a PrivateEmail retention period because Namecheap does not publish one for mailboxes.

Cal.com keeps booking records and Zoom keeps meeting records and any AI meeting summary under their own retention practices. We have not verified a published fixed period for either, so we state none. A canceled booking or a stopped summary does not by itself delete earlier copies.

You can ask us to delete your correspondence or stop following up by emailing hello@aaes.ai. These retention practices concern our correspondence, not records held in client-operated deployments.

Alexander Schell operates this website from Hong Kong, pending incorporation of AAES LTD.

Render delivers this static site through its global content delivery network (CDN); the contact-form API is configured in Singapore.

Render and Resend are US-based companies, and mailbox contents are held by Namecheap’s PrivateEmail, for which Namecheap publishes Phoenix, Arizona, US as the Private Email server location; the email portion of correspondence you send us is processed in the United States.

Render and Resend document their transfer safeguards: Render is certified under the EU-U.S. Data Privacy Framework (including the UK Extension and the Swiss-U.S. Data Privacy Framework (DPF)) and its Data Processing Addendum incorporates the EU Standard Contractual Clauses and the UK Addendum;

Resend is certified under the EU-U.S. Data Privacy Framework and UK Extension, and its pre-signed Data Processing Addendum (DPA) (in force for every Resend account) incorporates the EU Standard Contractual Clauses (Module Two, or Module Three where we act as a processor), the UK Addendum, and the Swiss modifications.

Resend's primary processing and storage is in the United States.

PrivateEmail mailbox contents are processed under Namecheap's Universal Terms of Service and Privacy Policy; we do not name a separate transfer mechanism for Namecheap because we have not verified one.

Cal.com, Inc. is a US-based company and states that it processes data in the United States. It is certified under the EU-U.S. Data Privacy Framework and UK Extension, and relies on the EU Standard Contractual Clauses, the UK Addendum and Swiss amendments where the framework does not apply; it states that the Swiss-U.S. Data Privacy Framework does not currently apply to it.

Zoom is a US-based company and states that personal data may be transferred to or stored in the United States. It is certified under the EU-U.S. Data Privacy Framework and uses the European Commission's Standard Contractual Clauses for transfers from the EEA, Switzerland and the UK.

A provider's certification does not by itself establish coverage for every transfer.

For ordinary correspondence, the arrangements are those described in this paragraph; for optional support material under section 4, the permitted contents, recipients and arrangements are agreed separately before anything is sent.

See Render's privacy policy, Render's data processing addendum, Resend's GDPR overview, Cal.com's privacy policy, Zoom's privacy statement, and Namecheap's privacy policy.

HubSpot CRM inquiry records use our selected Canada hosting region. HubSpot’s Data Processing Agreement describes its processing and applicable transfer safeguards; other operations and subprocessors may process data outside Canada. We keep inquiry records until they are no longer needed for the conversation and legitimate follow-up, subject to the deletion practices described above.

We may update this policy as our practices or legal obligations change. We will publish the revised policy on this page and update the “Last updated” date above. Where applicable law requires additional notice, we will provide it.

This policy describes our current practices. A planned service is not a service available today.