Legal
Privacy Policy
How Visani America LLC collects, uses, discloses, and protects personal information across our operations, this website, and the platform.
Privacy Policy
Visani America LLC · Effective June 2026 · Version 1.0
This Privacy Policy is the company-wide privacy notice of Visani America LLC (‘Visani America’, ‘we’, ‘us’, ‘our’). It explains how we collect, use, disclose, and protect personal information across all of our operations including our corporate and business activities, our website (pilot2scale.ai), our sales and marketing communications, our personnel and contractor relationships, and our role in connection with the pilot2scale.ai platform (the ‘Platform’).
This is our single, company-level Privacy Policy. It is not limited to website visitors. It applies to: (1) prospective and current business contacts and customers; (2) website visitors; (3) job applicants, contractors, and personnel; and (4) in our specific capacity as a data Processor the personal data our Platform customers submit to the platform on behalf of their own board members and personnel, as further explained in Section.
1. Who We Are and Scope of This Policy
Visani America LLC operates the Platform, an enterprise AI governance and decision intelligence platform for enterprise AI governance and decision intelligence.
1.1 Who This Policy Applies To
Audience
What This Policy Covers For You
Website visitors and prospective customers
Information collected when you browse visaniamerica.com, request a demo, or contact us
Current and former personnel, contractors, and job applicants
Information collected in the course of recruitment, engagement, and the working relationship see Section 7
Platform customer organisations (Controllers) and their authorised users
Our role and obligations as data Processor when your organisation submits personal data to the Platform see Section 6
Vendors, sub-processors, and business partners
Information exchanged in the course of due diligence and ongoing service delivery
1.2 Our Two Distinct Roles
Visani America acts in TWO different capacities depending on the data in question. (A) As a business, for our own corporate, website, sales, and HR data, we are the data Controller we decide why and how that data is processed. (B) For data that our Platform customers submit to the platform about their own board members, executives, and personnel, we act as data Processor the customer is the Controller and directs how that data is used.
2. Information We Collect; Corporate and Website (Visani America as Controller)
2.1 Information You Provide to Us
Category
Examples
Purpose
Contact information
Name, business email, phone number, job title, company name
Responding to enquiries; scheduling demos; managing the business relationship
Company information
Company size, industry, AI governance use case
Qualifying prospective customers; tailoring engagement
Communications
Content of messages via contact forms, email, scheduling tools, support channels
Responding to enquiries; maintaining a record of business communications
Billing and account information
Billing contact name, email, payment method (tokenised via processor see Section 8)
Subscription management and invoicing
2.2 Information Collected Automatically
Category
Examples
Purpose
Device and usage data
IP address, browser type, device type, pages visited, time on page, referring URL
Website analytics; security monitoring; improving site content
Cookies and similar technologies
Session cookies, analytics cookies (see Section 5)
Site functionality; understanding aggregate visitor behaviour
Platform usage metadata
Login times, session activity, feature usage patterns (for Platform customer administrators, aggregated and de-identified where used for product improvement)
Service operation, security monitoring, and product improvement
2.3 Information We Do Not Collect
We do not knowingly collect special category data (e.g. health, biometric, racial/ethnic origin, religious belief, sexual orientation) through our website or sales process.
We do not knowingly collect personal information from individuals under the age of 18. Visani America and the Platform are B2B enterprise operations not directed at minors.
We do not process payment card data directly transactions are handled via a PCI-DSS compliant third-party payment processor (Section 8).
3. How We Use Corporate and Website Information
To respond to enquiries, schedule demonstrations, and manage the prospective and current customer relationship
To operate, secure, and improve our website and the Platform
To send relevant communications about the Platform, including product updates you may opt out of marketing communications at any time
To manage billing, invoicing, and the contractual relationship with customers
To detect, investigate, and prevent fraudulent, unauthorised, or illegal activity
To comply with applicable legal, tax, and regulatory obligations
We do not sell your personal information.
4. Legal Basis and Your Privacy Rights
Visani America currently operates primarily within the United States. We design our data handling consistent with applicable US state privacy laws (such as the California Consumer Privacy Act / California Privacy Rights Act and comparable state laws), and to GDPR-aligned principles in preparation for future international expansion.
4.1 Your Rights
Right
Description
Right to know / access
Request confirmation of what personal information we hold about you and how it is used
Right to delete
Request deletion of your personal information, subject to legal retention obligations
Right to correct
Request correction of inaccurate personal information
Right to opt out of marketing
Opt out of marketing communications at any time via the unsubscribe link or by contacting us directly
Right to data portability
Request a copy of your personal information in a structured, commonly used format, where applicable
Right to non-discrimination
We will not discriminate against you for exercising any privacy right
To exercise any of these rights, contact privacy@visaniamerica.com. We will respond within the timeframe required by applicable law. If you are an individual whose data was submitted to the Platform by your employer or organisation, see Section 6 your request may need to be directed to that organisation as the data Controller.
5. Cookies & Tracking Technologies
Cookie Type
Purpose
Can Be Disabled?
Strictly necessary
Core site functionality (e.g. session management, security, authentication on the Platform)
No required for the site/platform to function
Analytics
Understanding aggregate visitor behaviour to improve website and product content
Yes via cookie preference settings or browser controls
Marketing / advertising
Currently not used on our website. If introduced in future, this policy will be updated and consent obtained where required.
N/A at this time
You can control cookies through your browser settings. Disabling non-essential cookies will not affect your ability to browse the website, but may affect certain functionality.
6. The Platform Our Role as Data Processor
When your organisation (‘Customer’) deploys the Platform for board and AI-governance purposes, you (the Customer) are the data Controller for the personal data of your board members, executives, and personnel that is submitted to the Platform. Visani America acts as data Processor, processing that data strictly on your documented instructions under a Data Processing Agreement (DPA).
6.1 What This Means in Practice
Question
Answer
Who decides why board member data is collected on the Platform?
The Customer (Controller) typically for internal AI governance, investment decisioning, and board oversight purposes
Who do I contact if I am a board member and want to exercise a data right?
In the first instance, your own organisation (the Customer) Visani America assists the Customer with fulfilling such requests per the DPA
What data does the Platform process about board members?
Name, email, role/title, decisions and approval records, comments and rationale entered in the platform, and login/usage metadata. See the categories listed in our internal Data Protection Policy.
Does Visani America use this data for its own purposes (e.g. marketing, AI training)?
No. Data submitted to the Platform by Customers is used solely to provide the contracted service, per the DPA. It is not used to train AI models for other customers, and is not used for Visani America’s own marketing purposes.
Where is this data hosted?
On Hetzner Cloud infrastructure (Germany/Finland/United States, depending on the Customer’s selected deployment region) see Section 8
6.2 Sub-Processors Used to Operate the Platform
Sub-processor
Purpose
Location
Hetzner Online GmbH
Cloud infrastructure hosting (servers, object storage, network)
Germany (EU) / United States, depending on deployment region
AI model provider (per the Customer’s Master Subscription Agreement)
AI inference processing for readiness scoring and business case generation
United States (provider-dependent; governed by provider DPA terms, including a no-training-on-customer-data commitment)
Payment processor
Subscription billing
United States
Email / notification service provider
Transactional platform notifications
United States
A current, detailed sub-processor list is maintained in our internal Data Protection Policy and is available to Customers upon request, with advance notice provided before any new sub-processor is engaged, consistent with the terms of the applicable DPA.
6.3 Full Detail Available in Our Data Protection Policy
This Privacy Policy summarises our Processor role for general transparency. The complete operational detail including data retention schedules, security measures, breach notification procedures, and international transfer safeguards applicable to the Platform is set out in our internal Data Protection Policy, which is incorporated by reference into every Data Processing Agreement and is available to Customers and their data subjects upon written request to privacy@pilot2scale.ai.
7. Personnel, Contractors and Job Applicants
If you apply for a role with Visani America, or are engaged as an employee, founder, or contractor, we process personal information including your application materials, contact details, role information, and where applicable payroll and tax-related information, solely for recruitment, engagement, and the management of the working relationship. This information is retained only as long as necessary for these purposes and applicable legal retention requirements (e.g. tax recordkeeping), and is accessed only by personnel with a legitimate need (Founder and designated administrative function at MVP stage).
8. How We Share Information and International Transfers
8.1 Sharing
We do not sell personal information. We may share information with:
Recipient
Purpose
Safeguard
Service providers (hosting, analytics, email/CRM, payment processing)
Operating our website, business, and the Platform
Contractually bound to confidentiality and data protection obligations
Hetzner Online GmbH (infrastructure provider)
Website and platform hosting
Data processing agreement in place; data encrypted in transit and at rest
Legal and regulatory authorities
Where required to comply with a legal obligation, court order, or to protect our legal rights
Disclosed only to the extent legally required
Successor entity
In the event of a merger, acquisition, or sale of assets
Notice will be provided where required by applicable law
8.2 International Data Transfers
Our corporate, website, and prospective-customer data are currently hosted and processed primarily within the United States. Platform customer data may be hosted in the United States or the European Union (Germany/Finland), depending on the Customer’s selected deployment region. Where any service provider processes data outside its country of origin, we take steps designed to ensure that data receives an adequate level of protection consistent with applicable law, including the use of contractual safeguards (such as Standard Contractual Clauses) where appropriate, particularly as we prepare for future EU/UK market expansion.
9. Data Security
We implement technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encryption in transit (TLS 1.2/1.3) and at rest (AES-256), role-based access control, multi-factor authentication, network segmentation, an immutable audit trail for Platform decision records, and regular security testing including penetration testing. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
If you believe you have identified a security vulnerability affecting our website or the Platform, please report it responsibly to security@pilot2scale.ai rather than disclosing it publicly.
10. Data Retention
Data Type
Retention Period
Contact form submissions / sales enquiries
Up to 3 years from last contact, or until you request deletion
Marketing communication preferences
Until you opt out, plus a reasonable period to process the opt-out
Website analytics data
Up to 26 months, consistent with standard analytics tool retention defaults
Personnel / job applicant records
Duration of engagement plus applicable statutory retention period; unsuccessful applications retained up to 12 months
Platform customer data (as Processor)
Per the Customer’s Data Processing Agreement; full schedule in our internal Data Protection Policy (e.g. Decision Log records retained 7 years for fiduciary/evidentiary purposes)
11. Children’s Privacy
Visani America and the Platform are intended for business audiences and are not directed at children. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have inadvertently collected such information, we will take steps to delete it.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our service offerings, or applicable law. Material changes will be reflected by an updated ‘Effective Date’ at the top of this document, and where required by law, we will provide additional notice or seek consent. For Platform Customers, material changes affecting our Processor obligations will also be communicated per the notice provisions in the applicable Data Processing Agreement.
13. Contact Us
Entity
Visani America LLC
Website
Pilot2scale.ai
Privacy enquiries / data subject rights requests
Security disclosure
General contact
Questions about this policy? Write to hello@pilot2scale.ai.