Legal
Privacy policy. What we collect and why.
AI Willo connects companies with AI experts. To do that, we handle some personal data. This page explains what we collect, why, who sees it, and how to reach us.
Who we are
This policy covers AI Willo (www.aiwillo.com).
We are the “data controller”. That means we decide how your personal data is used, and we are responsible for it.
For any privacy question or request, email hello@aiwillo.com.
The short version
- We collect what you give us to run the matching service.
- We also collect public profile data about experts we may invite.
- A person reviews every brief before any expert sees it.
- We don’t sell personal data.
- We don’t use analytics, advertising or tracking cookies.
- You can ask us to see, correct or delete your data at any time.
If you send us a brief
You describe your problem in the chat on our homepage. When you finish, we save:
- your company name and email address;
- your answers: the problem, where it happens, what a good result looks like, the help you need, and your timing.
While you chat, each answer is sent to OpenAI so the assistant can pick the next question. We save the finished brief, not each chat turn.
We then email you a link to confirm the brief. Later emails tell you about progress, your shortlist and the introduction. They include a private link to a page that shows where your brief stands.
Voice input
If you use the microphone, your browser records your answer and sends the audio to our server. The server passes it to OpenAI, which turns it into text. We don’t store the recording. Only the text is used, as if you had typed it.
If you join as an expert
The form on our experts page asks for your name, email and what you build. You can also add your title, LinkedIn link, website, location, timezone, languages, availability, hourly rate, booking link and a short profile.
We review each signup by hand before you join the network. When a brief fits what you do, we email it to you.
When a company looks at its shortlist, it sees your title, location, profile summary, skills, languages, timezone, availability and hourly rate. It does not see your name or contact details.
If the company picks you, we introduce you both by email. That email shares your name, email address and booking link with the company.
If we found you on a public profile
You may be reading this because we contacted you, or found you, without you signing up first. This section is for you.
What we collect
To find experts for client briefs, we search public professional profiles on LinkedIn and Skool. A data provider, Apify, runs these searches for us. From each result we keep:
- your name;
- your headline or short bio;
- the link to your public profile;
- the skills listed on your profile;
- sometimes, a business email address found through an email-lookup step;
- which search found you, which brief it was for, and our own notes, including a fit score.
Why, and on what legal basis
We use this data to find people who fit a specific client brief, and to invite them to join AI Willo.
Our legal basis is legitimate interest (GDPR Article 6(1)(f)). Our interest is connecting professionals with work that matches the skills they publicly offer. We only use data you published in a professional context.
How it’s used
An AI model scores how well you fit a brief. It sees only your headline and skills, not your name or email.
A person then reviews the results. Nobody is invited without that human check.
If we invite you, the email comes from a separate domain, not from aiwillo.com. It may be sent through Smartlead, an email-sending service.
How long we keep it
If we don’t invite you within 12 months of finding you, we delete your record. If we invite you and you don’t join within 12 months, we delete it too. If you join, the expert section above applies.
How to object
Email hello@aiwillo.com and ask us to remove you. We will delete your record.
We then add your email address or profile link to a do-not-contact list, so future searches don’t add you again. That list holds only what we need to recognise you.
If you just visit the site
We don’t use analytics or advertising tools.
To block abuse, our server briefly counts requests from each IP address. These counts live in the server’s memory. They are never saved to our database.
Our hosting provider, Vercel, may log technical data such as your IP address, browser type and the page you asked for. This keeps the service running and secure.
Some pages load files from other services. When they do, your browser sends your IP address to them:
- Google Fonts (fonts.googleapis.com) for our typefaces, on every page;
- jsDelivr (cdn.jsdelivr.net) for the world map on the homepage and experts page;
- randomuser.me for small sample portrait images on the homepage.
Why we use your data
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Running a brief you sent: saving it, reviewing it, contacting experts, sending your shortlist, and introducing you | Steps you asked for, and our service to you — 6(1)(b) |
| Reviewing expert signups and sending experts briefs that fit | Our service to you — 6(1)(b) |
| Service emails: confirmations, updates, one reminder, introductions | Our service to you — 6(1)(b) |
| Finding and inviting experts from public profiles | Legitimate interest — 6(1)(f) |
| Protecting the site from abuse | Legitimate interest — 6(1)(f) |
| Loading fonts and page files from other services | Legitimate interest — 6(1)(f) |
| Keeping records the law requires, such as accounting if fees start | Legal obligation — 6(1)(c) |
How we use AI
AI tools help us ask follow-up questions in the chat, turn voice into text, summarise and check briefs, plan expert searches, and score how well people fit.
A person makes the decisions. We don’t make decisions about you based only on automated processing.
Who sees your data
- Experts. When we approve a brief, we send it to a few experts who might fit. They see your company name, the brief and your timing. They don’t see your email address until you pick one of them.
- Companies. A company sees expert profiles without names or contact details. It gets the name, email and booking link only of the expert it picks.
- The introduction. One email goes to the company, the expert and us. It contains both email addresses and the brief.
- Service providers. They handle data for us, under our instructions. See the table below.
- Authorities. Only if the law requires it.
We don’t sell personal data, and we don’t share it for advertising.
Service providers
| Provider | What it does for us | Data it handles |
|---|---|---|
| Supabase | Database | Briefs, expert profiles, sourced profiles, match records |
| Vercel | Hosts the website and runs our server code | Everything sent through the site, plus technical logs |
| Resend | Sends our service emails from send.aiwillo.com | Email addresses and email content |
| Google Workspace | Our own mailbox, hello@aiwillo.com | Emails you send us |
| OpenAI | Chat questions, voice-to-text, and other AI help | Chat answers, voice recordings, brief text, prospect headlines and skills |
| Anthropic | AI help, when we have it switched on | Brief text, prospect headlines and skills |
| Apify | Searches public LinkedIn and Skool profiles | Search terms, and the public profile data it returns |
| Smartlead (may be used) | Sends invitations to sourced experts from a separate domain | Name, email, company, profile link, invitation text |
| Telegram (if set up) | Internal alerts to our founder | For example, a new expert’s name and email |
| Google Fonts, jsDelivr, randomuser.me | Fonts, map files and sample images on our pages | Your IP address and browser details |
Data outside the EEA
Some of these providers are based in, or process data in, countries outside the European Economic Area, such as the United States.
When data leaves the EEA, the transfer relies on an EU adequacy decision (for example, the EU–US Data Privacy Framework, where the provider is certified) or on the European Commission’s Standard Contractual Clauses in the provider’s data terms.
You can ask us for more detail about any transfer.
How long we keep data
| Data | How long |
|---|---|
| A brief never confirmed by email | Deleted after 90 days |
| Briefs, shortlists and introductions | 24 months after the last activity, then deleted or anonymised |
| Expert profiles in the network | While you are in the network. Deleted within 30 days of your request |
| Expert signups we don’t approve | 24 months, then deleted |
| Profiles found through public searches | 12 months if not invited, or 12 months after an invitation with no signup |
| Do-not-contact list | As long as needed to respect your objection |
| Voice recordings | Not stored by us |
| Abuse-prevention counts | In memory only. Cleared automatically, usually within an hour |
| Accounting records, if fees start | As long as accounting law requires |
Our providers may keep their own logs for a limited time under their own terms.
Cookies
Our site sets no cookies. It stores nothing in your browser’s storage. We use no tracking, analytics or advertising cookies.
The outside services listed above receive your IP address when your browser loads their files.
Your rights
Under the GDPR you can ask us to:
- see the personal data we hold about you (access);
- correct data that is wrong (rectification);
- delete your data (erasure);
- limit how we use it (restriction);
- stop using it where we rely on legitimate interest, including for invitations (objection);
- give you a copy in a common format, or send it to someone else (portability);
- withdraw consent at any time, where we rely on it.
Email hello@aiwillo.com. We reply within one month. We may ask you to confirm who you are first.
You can also complain to the data protection authority where you live or work.
Keeping data safe
Only AI Willo staff with a secret key can open our admin pages.
Links in our emails contain long random codes. Anyone who has a link can open that page, so please don’t forward them.
The status page for your brief shows progress only. It never shows expert names, emails or profiles.
Changes to this policy
We may update this policy when our service changes. The date at the top shows the latest version. If a change matters to you, we will tell you by email or on this site before it applies.
Contact
Email: hello@aiwillo.com
See also our Terms of use.