Privacy and AI statement
Below you’ll find how we handle personal data and the use of AI on this site.
1. Personal data
We process personal data via https://munityservices.eu and want to inform you clearly and transparently about this. This privacy statement answers the most important questions about data processing. The responsible party for this website is Munity Services.
What is personal data?
These are details that say something about you — your name, address, age. If data can be traced back to you, it’s considered personal data. This includes things like your email address or even your first name combined with your birthdate. Photos and videos also count as personal data.
Whose data do we process?
We process data from people who live or work in a neighbourhood or are part of a community that shares knowledge.
Why do we process your data?
We connect people — residents and organisations — so they can find each other easily, share knowledge and talents, and collaborate more. This strengthens community involvement and drives positive change.
What do we use your data for?
To post messages or be visible on our platform, we need your data. We use it to register you properly and show relevant info in your area. If you ask a question, we use your data to help you. We also send local news — you can unsubscribe anytime.
Do we process special categories of data?
No. We don’t process sensitive data such as health info, religion, race, or criminal history.
Do we share or sell your data?
No, never.
How do we handle your data?
Your data is stored carefully and only as long as needed. We protect your data with physical, electronic, and organisational safeguards — encryption, strict password policy, and activity logging. Our platform supplier, Munity Services, is a sub-processor and we have a processing agreement with them.
Who can access your data?
You can access and edit your data by logging in. Only authorised admins may view it to assist you with problems or questions.
Do you use data for other purposes?
No.
How long is data stored?
Some profile data is retained (in limited form) for statistical purposes, even after deletion.
What laws apply?
We follow all applicable privacy laws and regulations.
What data do we collect?
Data element Required or optional?
| Email (username) | Required |
| First name | Required |
| Last name | Required |
| Address | Required |
| Postal code | Required |
| Phone number | Optional |
| Social media links | Optional |
| Profile photo | Optional |
What about photos?
Photos where someone is recognisable are considered personal data. We rely on "legitimate interest" as a legal basis, balancing our need against the subject’s privacy. If this basis isn’t enough, we ask for permission.
How can I delete my data?
You have the right to be forgotten. Log in and delete your profile to remove all your data. If you manage a group, transfer it first.
What’s your responsibility?
If you post content, you’re responsible for it. Respect community standards. When publishing info, you confirm that:
It’s copyright-free and shareable.
It doesn’t break laws or decency standards.
You indemnify the site operator from claims due to your content.
You use accurate personal info and keep it up to date.
You don’t upload sensitive data unless password-protected.
You choose a secure password and change it if needed.
Any interaction or agreement with another user is your own responsibility.
You’re responsible for fulfilling agreements or services, including any insurance.
Do you share data with third parties?
No.
Questions or complaints?
Use the contact form on our website.
OPT-OUT and tracking
We send service emails (e.g. registration confirmations) — these are essential and can’t be unsubscribed from. For the weekly newsletter, you can opt out. Newsletters include tracking to help improve relevance.
Cookies
Cookies are small files stored on your device. We don’t use tracking cookies, only functional ones. These help:
Remember what you enter across pages
Pass info between steps (e.g. forms)
Save preferences like language and location
Enable website interactions
Do cookies process personal data?
No.
Do you use cookies for stats?
Yes, we use Google Analytics 4 to improve our site. We’ve signed a data processing agreement with Google. IP anonymisation is always on. No other Google services are used with these cookies.
Is data processed outside the EEA?
No, all personal data stays within the European Economic Area.
2. Use of AI on this site
We use AI to improve the user experience. AI allows machines to learn, make decisions, and solve problems. Depending on the modules activated, we use AI for:
Story assistant: Creates personalised stories based on user input.
Title suggestions: Proposes titles for posts, events, questions, and newsletters.
Keyword generation: Suggests tags for articles and organisation profiles.
Content feedback: Suggests grammar/style improvements or edits.
Search assistant: Helps users find relevant content via chat-style interactions.
Which laws apply to AI?
The 2024 EU AI Act regulates AI use in the EU based on risk:
Prohibited: AI that violates fundamental rights, e.g. social scoring
High-risk: AI in health, law enforcement — strict rules apply
Low-risk: Light regulation, but transparency is key
The law promotes safe, ethical, privacy-respecting AI.
How we comply with AI legislation
Transparency
We clearly inform users when AI is used, including in this policy.
No high-risk AI
We don’t use AI for facial recognition, social scoring, or other high-risk purposes. Our AI is low-risk and used for social interaction — a use encouraged by the EU AI Act.
Data protection
We follow GDPR (AVG) rules. Data is secure and only used with consent.
Agreement with AI provider
We have a Data Processing Addendum (DPA) with our AI provider. They:
Only process data on our instructions
Inform us of new subprocessors
Take strong security measures
Never sell or misuse data
Inform us immediately in case of a data breach
May only use anonymised data to improve services
Is user data used to train AI?
No. Our agreement forbids using user data for training models.
What should users be aware of?
Avoid sharing personal data, sensitive data, email addresses or phone numbers when using AI features.
Do you monitor AI use?
Yes. AI is integrated via a secure API, which lets us control, log, and monitor how AI is used and what info is sent.
How do you ensure ethical use of AI?
We:
Are transparent
Follow ethical AI guidelines
Use balanced datasets to reduce bias
Test and improve fairness
Gather and respond to user feedback
Comply with GDPR
Plan regular independent audits
Privacy & AI policy updates
This is version 4 of our privacy & AI policy. We may update it. Check this policy before using our platform to stay informed.