The binding text. Questions: legal@xentavi.com.
STAiMP is a brand of Xentavi sp. z o.o. This policy covers the STAiMP website, accounts, subscriptions, support and analysis of enabled content types. Consumer accounts may be offered in supported plans and territories.
1. Who we are
The data controller for this website and related services is:
Xentavi Spółka z ograniczoną odpowiedzialnością
ul. Domaniewska 47/406, 02-672 Warszawa, Poland
KRS 0001258350 · NIP 5214175567 · REGON 545420830 · share capital PLN 5,000
legal@xentavi.com · xentavi.com
We are controller for accounts, billing, support, service security, website operation and legal obligations. When a customer instructs analysis of personal data in submitted or connected content, we act as its processor or sub-processor under the Terms' Data Processing Annex.
2. Scope and non-EU customers
Account holders must be at least 18 or the age of legal majority where they live. STAiMP is not directed to children.
Customers outside the EEA may use STAiMP where supported. If a non-EEA customer offers goods or services to people in the EU, monitors their behaviour in the EU, or otherwise falls within GDPR Article 3, it remains responsible for its controller or processor duties, notices, lawful basis and any required EU representative. Xentavi does not become that customer's EU representative merely by providing STAiMP.
Do not submit unnecessary personal data. Avoid identifying filenames, titles, prompts or URLs where not needed and do not submit credentials, identity documents, payment-card data, special-category or criminal-offence data, intimate material or children's data without a separately agreed arrangement.
3. What data we collect and why
We collect only what we need to operate and improve the Service.
| Data | Why | Legal basis | Kept for |
|---|---|---|---|
| Account & administration Name, work email, organization, country, authentication data, role and settings; Terms version, acceptance time, account and organization; sign-up, email confirmation and first-scan dates | Create, secure and administer accounts/workspaces; service notices; evidence agreement and choices | Contract; legitimate interests in administration, security and accountability | Account life plus up to 30 days after closure; Terms acceptance evidence: contract term plus 3 years |
| Billing & transactions Plan, billing/tax data, invoice, transaction and payment status | Checkout, subscriptions, accounting, tax, fraud prevention and reconciliation | Contract; legal obligation; legitimate interests in administration and fraud prevention | Statutory period, ordinarily 5 years under Polish law from the relevant year-end trigger |
| Submitted content & findings Text, documents, images, audio, video, webpages/URLs, prompts, transcripts, captions, provenance and device/location/author metadata, and disclosed derivatives | Perform requested analysis, including extraction or segmentation where enabled and disclosed | Customer's documented instructions; customer determines lawful basis | Transient source content (images and videos): deleted after analysis, excluded from logs/backups; frames extracted from a video are never stored; active analysis receipt: 30 days |
| Service operation & security IP, device/browser data, access/security/error events and usage counts; support messages and complaint details | Deliver and protect service, authenticate, diagnose, prevent abuse, administer quotas; respond to support | Legitimate interests in secure/reliable delivery; legal obligation where applicable | Access and ordinary security logs: 90 days; support record: 24 months after ticket closure |
| Site statistics Page path, day and the referring website's domain for each page view. No cookie or other storage on your device is used, and no IP address, device identifier or account is kept with the count | Measure which pages are used and where visits come from, including visits that decline cookies | Legitimate interests in understanding and improving the Service | Daily counts per page and per referring domain identify no one and are kept without a time limit; the working copy in our backend is deleted after 35 days |
| Sign-up source The page you first opened, the referring website's domain and any utm_source, utm_medium and utm_campaign tags in that link. They are held only in the open browser tab and sent when you create an account | Learn which channels bring customers | Legitimate interests in measuring our marketing | With the account: account life plus up to 30 days after closure |
| Choices & marketing Cookie/local-storage choices; optional marketing data, if enabled | Necessary settings and consent choices; requested or permitted marketing | Legitimate interests for strictly necessary technology; consent for optional technology/marketing where required | Until objection/withdrawal or 24 months after last meaningful interaction; consent evidence up to 5 years |
4. Content, findings and AI
Xentavi handles image and video uploads transiently in working memory and does not retain the raw content after processing. For a video (MP4, MOV or WebM, up to 50 MB and 20 seconds), we extract three still frames per second in memory and check each one like an image; the frames are discarded with the video, and the sound track is not analysed. While its frames are extracted, a video is held in a RAM-backed temporary file, never on disk. Transient content is excluded from routine application logs, temporary storage and backups, including errors and retries. Text, document, audio, URL and future workflows remain disabled until their processing and retention details are disclosed before use.
We keep a limited analysis receipt for 30 days: source name or identifier, content type, score or classification, triggered rule/finding, date/time and account/workspace association. For a video it also holds the duration, frame counts and the time positions and scores of up to five frames, not the frames. It is not a source-content archive or full report. Active receipts are automatically deleted after 30 days and excluded from routine backups.
Images, and up to three still frames from each video, are sent over an encrypted connection to Sightengine, operated by Kozelo SAS in France; the video file and its sound track are not sent. Its default API may process in the EU (France, Ireland, Germany, Finland), Canada or the United States, with no region lock under Terms version 1.1. Sightengine deletes submissions by default after processing; we do not use its Feedback API or any storing feature. Our 30-day deletion promise covers STAiMP receipts only, not Sightengine-side processing under its own published terms. Under Terms version 1.1, OpenAI and any LLM or AI platform not identified in the current provider record are disabled for Customer Content.
We do not sell Customer Content, receipts or reports; use them for behavioral advertising; or authorize providers to train or fine-tune their general models on them. We do not use Sightengine's Feedback API for Customer Content.
5. Retention
Source content designated transient (images and videos, including frames extracted from videos): transient processing only. Active analysis receipt: 30 days. Account data: account life plus up to 30 days after closure. Access and security logs: 90 days. Support records: 24 months after ticket closure. Billing records: ordinarily 5 years under Polish law. Site statistics: daily counts without identifiers, kept without a time limit; backend working copy: 35 days. A valid erasure request may require earlier deletion.
6. Recipients
We disclose data only as necessary to authorized workspace users; Kozelo SAS/Sightengine; and contracted providers for enabled, disclosed features.
Stripe may act as processor or independent controller depending on activity; its notice is at https://stripe.com/privacy. A current provider record identifying entities, functions, countries and safeguards is supplied at or before activation and is available from legal@xentavi.com.
Cloudflare, Inc. (Turnstile) checks the sign-up, contact and newsletter forms for automated abuse. When one of these forms is shown, Cloudflare receives your IP address, browser and TLS characteristics and the page address. It acts as our processor for that check and, under its Turnstile Privacy Addendum (https://www.cloudflare.com/turnstile-privacy-policy/), as an independent controller when it uses these signals to improve its bot detection.
7. International transfers
Transfers outside the EEA or UK occur only where permitted, using an applicable mechanism (such as adequacy, Standard Contractual Clauses, or the UK Addendum/Agreement with a transfer-risk assessment and supplementary measures where required). For Sightengine at Terms version 1.1 that means default processing in the EU, Canada or the US with no region lock; the applicable safeguard is the one named in the provider record supplied before activation. Our deletion of STAiMP receipts does not automatically delete Sightengine-side processing, which follows its own published default-deletion terms. For Cloudflare Turnstile, the safeguard is the EU Standard Contractual Clauses in the Cloudflare Customer DPA.
Before activation, a non-EEA customer must identify its establishment and relevant access locations, state whether GDPR Article 3(2) applies, and describe intended EU-facing use. We may block affected processing until a valid transfer mechanism is in place.
8. Security
We use risk-appropriate controls including encrypted transmission; access-restricted storage for retained personal data; least privilege; tenant separation; minimized logging; tested deletion; vulnerability management; incident response and recovery. No service guarantees absolute security.
9. Cookies and similar technologies
STAiMP uses strictly necessary technologies for sign-in, security, fraud prevention, network management, checkout, load balancing and recording privacy choices. Except where applicable law provides a valid exemption, we do not store or access non-essential analytics, advertising or marketing technologies until you have given the required consent. Page view counting and the sign-up source use no cookies or other storage on your device.
Accepting the Terms or Privacy Policy does not constitute cookie consent. You can accept or reject optional categories and change or withdraw your choices at any time through Cookie Settings. Details: Cookie Policy.
You can withdraw consent at any time via or your browser settings.
10. Automated analysis
STAiMP analysis and fixed rules provide indicators and suggested actions — indicative, not legal advice. They do not decide a person's legal rights, employment, credit, eligibility or essential-service access. The Terms prohibit customers from relying on them as the sole basis for such decisions.
You may request human review of an automated restriction placed on your STAiMP account.
11. Rights and complaints
Under GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate data
- Erase your data, where applicable
- Restrict or object to processing
- Data portability
- Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal
To exercise any of these rights, contact us at legal@xentavi.com. We will respond within one month, extendable by a further two months for complex requests, as permitted under GDPR.
You may complain to Poland's UODO, another competent EEA authority, or the UK ICO where UK GDPR applies.
12. Children and updates
STAiMP is not directed to children, and account holders must be at least 18 or the age of legal majority where they live. Customers must not knowingly submit children's data without a suitable lawful basis and written arrangement where needed.
We may update this Policy for legal, technical or service changes. A new purpose requiring consent will not begin merely because a revised notice is published. Contact: legal@xentavi.com