This Privacy Notice explains how Protex AI Limited and its affiliates (“Protex AI”) collect, use, and protect your personal data (sometimes referred to as personal information) when you:

• Visit our website at www.protex.ai (the “Website”); or
• Use the Protex AI products and services, including our cloud-based platform for workplace safety and operational insights, the Protex Intelligence suite, and the Protex Pocket mobile application (the “Products and Services”).

This Privacy Notice focuses on how Protex AI handles your personal data when acting as a Data Controller. We explain what this means below. We have also included a Glossary of Terms at the end of this Notice, to help you understand some of the terminology we use. 

Products and Services

When you use the Protex AI Products and Services, your employer or the organization you represent (our “Client”) has entered into a contractual agreement with Protex AI, under which Protex AI provides its Products and Services. When Protex AI is providing Products and Services on behalf of our Client, we act as a Data Processor and process your data under their instructions. 

This means your employer decides what data is collected and why, and Protex AI helps them do it according to their instructions. Your employer controls this data, not Protex AI, and you should refer to their privacy policies for details.

However, for certain data related to your individual user account in connection with the Products and Services, Protex AI acts as a Data Controller and we do control such data. 

Website

When we collect personal information about you through your use of or visit to our Website, we act as a Data Controller.

1. What Personal Data Do We Collect (as a Data Controller)?

We categorize the personal data we collect based on how it is used across our Website and Products and Services. The categories below are intended to help you understand what data we collect, why, and how it relates to your interactions with Protex AI.

We collect several categories of personal information from and about users of our Website and of our Products and Services, including:

• Account Data;
• Usage Data; 
• Technical Data;
• Social Media & Digital Content Data;
• Cookies and Similar Technologies Data; 
• Mobile App Data;
• AI Model Training Data; and
• Other Information.

Some of this personal information is collected through voluntary submissions of information, some of it is collected or received in the course of us providing Website content, and some through our Products and Services. By way of non-limiting examples, we typically collect this personal information when you:

• Interact with our Website (e.g., request a demo, download content);
• Use our Products and Services (e.g., create an account, submit a support request);
• Use the Protex Pocket mobile application (e.g., submit a safety observation, record a voice note);
• Engage with our Client Success, Technical Support or Commercial teams;
• Participate in webinars, events, or training; and/or
• Apply for a role at Protex AI.

Examples of the types of personal information we collect are below:

Account Data | This is the information needed to administer your access to, and use of, our Products and Services.

We need to collect certain information about you to provide our Products and Services, and respond to inquiries. You may also be required to provide certain information when you create an account to access or to use our Products and Services. This information may include your name, business email address, phone number, and authentication information (e.g., hashed passwords or single sign-on identifiers). Account data may also include records and copies of any correspondence with you, details of your participation in webinar and training courses, and chat features, and details of any transactions you carry out through our Products and Services, such as logging a support ticket.

Usage Data |  This is information about how you interact with our Products and Services and/or our Website, and it helps us understand usage patterns so we can improve functionality, performance, and user experience.

We automatically collect data about your interactions with our Website and Products and Services. This includes details such as the features you access, the actions you take, the pages you view, how long you engage with specific features or content, and your journey to and from our Website. We may also collect information about your device and connection, such as your browser type, operating system, IP address, and the date and time of your visit.

We use technologies such as PostHog (for our Products and Services) and Microsoft Clarity (for our Website) to better understand user behavior and improve the user experience. These tools may collect pseudonymized information about your device (e.g., screen size, device type, browser and OS details, IP address, language, and location) and interactions (e.g., mouse movements, clicks, scrolling, time on page). Sensitive content is automatically masked before being sent to these platforms. PostHog and Microsoft Clarity are contractually bound to protect your information and do not sell data collected on our behalf. For more details, please see their respective privacy policies (linked above).

This data supports enhancing the performance and usability of our Products and Services and/or our Website, developing and prioritizing new features for our Products and Services, delivering a more personalized user experience, and ensuring technical stability and security.

Some of this information may be collected using cookies or similar technologies. 

Technical Data |  This is information we automatically collect to maintain the security, integrity, and availability of our Products and Services and/or our Website. It helps us monitor system performance, detect and resolve technical issues, and protect against misuse or unauthorized access.

This may include data such as IP addresses, access logs, device and browser metadata, login timestamps, error or crash reports, and diagnostic event data generated during system use.

This data is primarily used for ensuring secure and reliable operation of our infrastructure, identifying and resolving technical faults, preventing fraudulent or unauthorized activity, and supporting incident analysis and recovery efforts.

We use Sentry, a third-party error tracking and monitoring service, to help us identify and resolve technical issues in our Products and Services, including the Protex Pocket mobile application. Sentry may collect crash reports, error logs, device information, IP addresses, user identifiers (such as user ID and email), and session replay recordings (which capture a video-like reproduction of app interactions at a limited sampling rate). Sensitive content is masked prior to transmission. Sentry is contractually bound to process this data only on our instructions.

This data is primarily collected and used for operational monitoring and security.

Social Media & Digital Content Data |  This is information we may collect or receive data from social media platforms and third-party websites about how users engage with our content. 

This includes aggregated metrics such as click-through rates, likes, shares, comments, demographic insights (e.g., age range, gender, region), and general sentiment about posts mentioning or linking to Protex AI.

This data is typically provided by platforms such as LinkedIn or obtained through embedded content or social media plugins on our Website. We use this information to understand audience engagement, evaluate campaign effectiveness, and tailor our content strategy.

Where this data is collected via third-party tools or platforms, it is subject to the privacy settings and terms of those platforms. We encourage you to review the privacy notices and settings of websites you visit.

Cookies and Similar Technologies Data |  This is information collected through technologies such as cookies, web beacons, pixels, and local storage, which help us operate, secure, and personalize our Products and Services and/or our Website.

We use cookies and similar technologies (such as web beacons, pixels, and local storage) to collect and store information when you access our Products and Services and/or our Website. These technologies help us remember your preferences, analyze how our Products and Services are used, improve functionality, and enhance your user experience.

Cookies may also support personalization, authentication, load balancing, and security, and may be used to deliver relevant content or communications based on your interactions with us, including via our Website or our Products and Services.

Some of these technologies are essential to the operation of our Website and our Products and Services, while others are used only with your consent, where required by law.

Mobile App Data |  This is information collected through your use of the Protex Pocket mobile application, which is a companion application to the Protex AI platform.

When you use Protex Pocket, we may collect the following categories of data in addition to the Account Data and Usage Data described above:

• Precise location data. When you submit a safety observation through the app, Protex Pocket requests foreground location permission and captures GPS coordinates (latitude, longitude, and altitude), horizontal and vertical accuracy metrics, and compass heading via the device magnetometer. Location is captured only at the point of observation submission and is not tracked continuously or in the background. Location data is transmitted to the Protex AI platform as part of the observation and is not retained locally on the device after submission.
• Voice notes and audio recordings. The app allows you to record and upload voice notes in connection with safety observations. Audio files are uploaded to and stored on the Protex AI platform. The mobile app does not perform transcription; if transcription is applied, it is handled by the Protex AI platform or associated services.
• Photos and videos. The app allows you to capture and upload photos and videos in connection with safety observations. Files are uploaded to regional cloud storage. Uploaded files may carry metadata including timestamp, user identifier, site identifier, and GPS coordinates where location permission has been granted. Device EXIF data embedded by the device camera may also be present in image files.
• QR code scans. The app uses the device camera to scan QR codes for the purpose of linking observations to physical locations or assets. QR scan data is transmitted to the platform as part of the observation and is not retained separately on the device.
• User-generated content. This includes comments, notes, tags, and severity ratings entered by users as part of safety observations and investigations.
• Device preferences and settings. The app stores certain preferences locally on your device, including language selection, theme preference, and text size settings. These persist across sessions and are removed when the app is uninstalled.
• Push notification tokens. The app uses Firebase Cloud Messaging (FCM), a service provided by Google, to deliver push notifications to your device. An FCM device token (a unique device identifier generated by Firebase) and notification delivery metadata are transmitted to Google's infrastructure for this purpose. Google is certified under the EU-US Data Privacy Framework. The FCM token is stored by the Protex AI platform and is removed when your account is deactivated.

All media files (photos, videos, voice notes) are uploaded to regional cloud storage corresponding to your deployment region (EU: Ireland; US: Ohio/Oregon; Canada: Central Canada; APAC: Singapore) and are not retained locally on the device after upload.

AI Model Training Data |  This is information derived from Client Data that may be used, with appropriate safeguards, to train, fine-tune, and improve the AI models that power our Products and Services.

We may use data to train, fine-tune, improve, and validate the performance of the AI models that power our Products and Services, including models used in Protex Intelligence and other features of our Products and Services. Where such data includes or originates from Client Data (e.g., event video clips, event metadata, or system-generated insights), we only use it for training purposes where:

• It has been de-identified or anonymized in accordance with our contractual obligations owed to the applicable Client and applicable data protection laws; or
  
  
• We have received specific, written instructions or authorizations from our Clients, in accordance with our contractual obligations owed to the applicable Client. 

Any training conducted on Client Data is subject to strict access controls, technical safeguards, and ongoing fairness and bias testing to ensure the integrity, privacy, and responsible use of our AI systems. 

Other Information |  This is personal data we may collect in specific contexts outside of regular use of our Products and Services or Website, such as in relation to recruitment or legal compliance. 

We may collect and maintain certain types of personal information about you to process job candidate applications, as required for employment with us, or in accordance with applicable law. Recruitment data may include your resume, contact details, background check information, and, where voluntarily provided, data related to equal opportunity monitoring (e.g., ethnicity or gender identity), in accordance with applicable laws. This processing, including the collection and use of this data, is governed by, and described in, our Candidate Privacy Notice. 

Our Products and Services and our Website are not intended for individuals under the age of 18, and we do not knowingly collect their personal data. The Products and Services are accessed through employer-managed accounts and Protex AI does not have an independent mechanism to verify the age of end users. If we become aware that such data has been collected, we will take steps to delete it.

2. How Do We Use Your Personal Data (as a Data Controller)

We use your personal data for different purposes depending on whether you are interacting with our Website or using our Products and Services. In most cases, this processing is necessary to perform a contract with your employer or organization (our Client), is based on our legitimate interests, or is required by law. Where required, we will seek your consent before processing.

When You Use the Website

We may collect and use personal data when you interact with our Website. This includes:

• To respond to demo requests, partnership inquiries, or sales contact forms | We process your contact information and any details you provide to respond to your request. This is based on our legitimate interest in responding to commercial inquiries.
• To provide downloadable resources or gated content | When you request access to whitepapers, case studies, or similar materials, we use your data to fulfil the request. This is based on our legitimate interest in supporting business development.
• To send newsletters, updates, and marketing communications | Where you have opted in (or where permitted under applicable law), we use your contact information to send communications about our services, content, or events. This processing is based on your consent or our legitimate interests in B2B outreach.
• To monitor and improve our Website | We use cookies and analytics tools to understand how visitors use our Website and to improve performance and content. This may include device data, browser type, and usage patterns. This is based on your consent (where required) or our legitimate interests in maintaining and optimizing our web infrastructure.
• To personalize your experience | We may use cookies to remember your preferences or tailor Website content. This is done with your consent, where required.
• To detect misuse and ensure website security | We process technical information such as IP addresses and access logs to protect against malicious activity. This is based on our legitimate interest in maintaining a secure online environment.
• To process job applications or hiring inquiries | If you apply for a role through our Website, we process the information you submit to evaluate your candidacy. This is based on our legitimate interests in recruitment and our legal obligations as an employer. More information can be found in our Candidate Privacy Notice.
• To comply with legal obligations | We may process data where required by applicable laws, such as responding to regulatory requests or enforcing our rights.

When You Use Products and Services

When you use Protex AI’s Products and Services, we may process personal data in the following ways, acting as a Data Controller for certain data (such as individual user accounts or support interactions):

• ‍To create and manage your user account | We use your account details (such as name and email) to register your access and enable login. This is necessary to perform our contract with your organization.‍
• To provide access to and maintain the Products and Services | We process technical and usage data to ensure the service operates as intended. This includes uptime monitoring, device connections, and performance diagnostics. This processing is necessary to perform the contract and maintain product quality.‍
• To respond to support tickets or platform queries | If you submit a support request, we use your contact details and interaction history to resolve the issue. This is based on our legitimate interests in customer support.‍
• To send operational updates, product announcements, or feature changes | We may communicate with you about changes to the Products and Services. This is based on our legitimate interest in service communication and transparency.‍
• To analyze product usage and improve performance | We use de-identified usage data and analytics to understand how our Products and Services are used and to inform product development. This is based on our legitimate interests in improving our offering.‍
• To monitor and record support interactions for quality assurance and training | We may record calls or messages with your support team. This is based on our legitimate interest in improving service quality.‍
• To manage billing, invoicing, and financial administration | Where applicable, we may process billing contact details and usage data to issue invoices and manage payments. This processing is necessary to perform a contract and comply with financial regulations.‍
• To ensure security and prevent misuse | We may use technical and access data to detect fraud, prevent unauthorized access, and maintain system integrity. This is based on our legitimate interests in protecting our Products and Services.‍
• To train and improve our AI models | We may use de-identified Client Data or data provided under written instruction to train and validate our AI models. This is done under our legitimate interests or under contract, in line with our obligations as a Data Processor or Data Controller, as applicable.‍
• To comply with legal obligations | We may process relevant personal data to meet our legal or regulatory duties, or to respond to lawful requests.

3. How We Process Client Data (as a Data Processor)

Protex AI acts as a Data Processor for most personal data that is Client Data processed by our Products and Services. When we refer to “Client Data” we mean data collected by or on behalf of your employer or affiliated organization that has purchased the Products and Services (our Client), such as video clips, event data, and AI-generated outputs. The Client is the Data Controller for any personal data contained within this data.

For all Client Data, Protex AI's processing activities are governed by our contractual arrangements with our Client. Your employer or the organization you are affiliated with is responsible for determining the lawful basis for processing this data and for providing you with information about their data processing practices. 

Examples of how Client Data is processed through or by our Products and Services include:

• The Protex AI Platform, such as video clips and imagery, event data, and analytics generated through modules like our rule builder. Not all of this data will be personal data, and there may be no personal data at all. 
• Protex Intelligence, a distinct AI insights layer that leverages Client Data to offer predictive analytics, contextual insights, and rule recommendations across modules. Not all of this data will be personal data, and there may be no personal data at all.
• Protex Pocket, the companion mobile application through which users submit safety observations, voice notes, photos, videos, and related content on behalf of their employer. Data submitted through Protex Pocket forms part of the Client Data processed by the Protex AI platform and is subject to the same Data Processor relationship described above.

4. How Protex AI Utilizes Artificial Intelligence

The Protex AI Products and Services leverage Artificial Intelligence (AI) and Large Language Models (LLMs) to deliver workplace safety and operational insights. It is inherently powered by AI.

Description of AI Used  

• Protex AI Platform | Computer vision allows computers to interpret and analyze visual data from images and videos. This field of AI uses machine learning, deep learning, and pattern recognition to identify objects, detect patterns, and extract meaningful insights. The Protex AI Core Platform leverages computer vision to train Client-side cameras to detect physical objects in the environment. From there, Clients can build rules using the rule builder module to tell its cameras to detect defined events and surface such triggered events, such as “forklift has come within X meters/feet of a worker”.
• Protex Intelligence | Protex Intelligence functions as an intelligence layer to the Protex AI Platform, featuring a chat interface and surfacing smarter suggestions and predictive insights across modules. Outputs from Protex Intelligence are generated using machine learning models, including large language models (LLMs), which may produce responses that are probabilistic in nature. Users should verify any recommendations or outputs before acting on them.

Data Used by AI

Protex AI processes Client Data to provide its Products and Services. Protex AI does not use your individual user account information or communications with us (as a Data Controller) to train its core AI models. The AI models are primarily trained on aggregated and de-identified Client Data or other non-personal, synthetic data relevant to industrial safety and workplace operations.

Generated Output

Any content generated by the Core Protex AI Platform or Protex Intelligence using Client Data is owned and controlled by your employer or the organization you represent.

Transparency

Where applicable, AI-generated insights include a brief explanation of how the suggestion or prediction was derived, supporting transparency and human review.

No Automated Decision-Making with Legal Effects

Protex AI's AI capabilities are designed to provide insights and support for human decision-making, not to make fully automated decisions that produce legal effects concerning you or similarly significantly affect you. Any recommendations or predictions provided by the Products and Services, including Protex Intelligence, require human review and action by you and/or your employer.

AI Risk and Fairness Disclosure

We evaluate and test our AI models to reduce bias and ensure they function as intended. These tools are designed to support, not replace, human judgment. See Our Commitment to Responsible AI for more information.

5. Marketing

If you are an existing Client, or user of Protex AI Products and Services, Protex AI will only contact you by electronic means with information about products and services similar to those that were the subject of a previous sale to you.

You can ask us to stop sending you marketing or direct sales messages at any time by following the opt-out links on any marketing message sent to you OR by contacting us via email at any time at privacy@protex.ai. 

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a Products and Services purchase.

We will not sell or rent your data to third parties or share your data with third parties for marketing purposes. We may use third party software to send you information for marketing purposes, but such third parties will not have access to or be able to read your personal information.

6. Data Sharing and Disclosure 

Protex AI will not sell your personal data. We may share your personal data (when acting as a Data Controller) in the following circumstances:

• With Your Employer / Our Client | We may share your Account Data and Usage Data with your employer or the organization you represent for account management, service provision, and to help them administer and monitor use of the Protex AI Products and Services.
• With Our Service Providers | We engage trusted third-party service providers to help us operate, support, and secure our Products and Services, such as cloud infrastructure providers, analytics tools, error tracking services, push notification providers, and customer support platforms. These providers are contractually bound to process your data only on our instructions, to protect it appropriately, and never to use it for their own purposes, including marketing. Current categories of service providers include cloud hosting and storage (AWS), authentication services (AWS Cognito), product analytics (PostHog), error monitoring and session replay (Sentry), and push notification delivery (Firebase Cloud Messaging / Google).
• With Business Intelligence and Marketing Automation Providers | Where you have consented to the relevant cookies, we may share technical information such as IP address and device information with business intelligence tools (including ZoomInfo) to identify organisations visiting our Website, and with marketing automation platforms (including HubSpot) to manage marketing interactions and support sales activity.
• With Advertising and Marketing Platforms | Where you have consented to marketing cookies, or where otherwise permitted under applicable law, we may share certain data with third-party advertising platforms (including Google Ads and LinkedIn) for the purpose of delivering targeted advertising, measuring campaign performance, and building audiences. 
• For Legal Reasons | We may disclose your personal data to comply with applicable laws or valid legal processes, such as court orders, subpoenas, or lawful requests from regulatory or government authorities. We will only disclose data where we believe we have a valid legal basis and will limit disclosures to the minimum necessary to comply with the request.
• In Connection with a Business Transfer | If Protex AI is involved in a merger, acquisition, reorganization, divestiture, or sale of all or part of its business, your personal data may be transferred as part of that transaction. In such cases, we will require the recipient to handle your data in a manner consistent with this Privacy Notice.

7. What Choices Do You Have About How We Use and Disclose Your Information?

We strive to provide you with choices about the information you provide to us, including the following:

• ‍Tracking Technologies and “Do Not Track” | You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse cookies some parts of our website may not be accessible or may not function properly. You can also manage your cookie preferences at any time by clicking the "Cookie Preferences" link in the footer of this page. Some mobile and web browsers transmit "do-not-track" signals. Because of differences in how web browsers incorporate and activate this feature, it is not always clear whether users intend for these signals to be transmitted, or whether they even are aware of them. We currently do not take action in response to these signals.‍
• Google Analytics | Protex AI works with Google Analytics to better understand our audience and users, to improve our marketing and lead generation campaigns, and to enhance our Products and Services. The information we receive back from Google Analytics does not identify specific Website visitors, but rather the trends related to how the Website is used. To opt out of being tracked by Google Analytics across all websites, you can visit http://tools.google.com/dlpage/gaoptout. ‍
• Advertising and Marketing Cookies | For opt-out options relating to advertising and marketing cookies, including LinkedIn and Google Ads, please refer to our Cookie Policy.
• Mobile App Permissions | When you use Protex Pocket, your device will prompt you to grant or deny permissions for location access, camera access, and microphone access. You can manage these permissions at any time through your device settings. Denying a permission will prevent the relevant feature from functioning (for example, denying location permission will prevent GPS coordinates from being attached to observations) but will not otherwise affect your access to the app.

8. How Do We Keep Your Personal Information Secure?

Protex AI takes the security of your personal data seriously. We implement and maintain appropriate administrative, physical, technical, and organizational measures to protect the personal data we collect against unauthorized or unlawful processing, accidental loss, destruction, or damage. These measures include safeguards such as encryption, access controls, internal security policies, and, where applicable, data anonymization.

It is your responsibility to protect the confidentiality of your passwords, account credentials, and any other access features associated with your access or use of the Website or our Products and Services, as well as to adhere to any applicable terms of use or other contract between us and you or, where applicable, the organization with which you are affiliated.

9. International Data Transfers 

Protex AI operates globally, which means your information may be stored and processed outside of the country or region where it was originally collected. In some of these countries, you may have fewer rights in respect of your information than you do in your country of residence. Regardless of where your information is processed, we apply the same protections described in this notice. Where applicable, we comply with certain legal frameworks relating to the transfer of data, such as standard contractual clauses or adequacy decisions. 

Specific to your personal data processed in connection with the Products and Services, international data transfers are governed by the MSA and DPA in place between Protex AI and your employer. Protex AI performs transfer impact assessments and monitors the circumstances surrounding such transfers to ensure that these maintain, in practice, a level of protection that is essentially equivalent to the one guaranteed by applicable data protection laws.

Where data is transferred to third-party service providers outside the EU/EEA, we ensure that appropriate safeguards are in place. Firebase Cloud Messaging (Google) operates primarily on US-based infrastructure; Google is certified under the EU-US Data Privacy Framework. Sentry processes error tracking and session replay data within the EU (Germany). AWS infrastructure is deployed regionally and, for EU deployments, data is stored in Ireland (eu-west-1).

Protex AI will only transfer personal information to a supplier where the supplier has provided assurances that they will provide at least the same level of privacy protection as is required by this Notice.

10. Retention of Collected Data

Protex AI retains your personal data (in its role as a Data Controller) only for as long as necessary to fulfil the purposes for which it was originally collected. This includes providing the Protex AI Products and Services to your employer or the organization you represent, complying with our legal obligations, resolving disputes, and enforcing our agreements.

The specific retention period may vary depending on the nature of the data and the context in which it is used. Where we are required to retain data for longer periods (for example, to comply with applicable laws, regulatory requirements, or enforceable agreements), we do so in accordance with those obligations.

For Client Data where Protex AI acts as a Data Processor, retention periods are determined by your employer or the relevant Client, in accordance with our contractual obligations. We process and retain such data only in accordance with our Client’s instructions.

11. Your Privacy Rights

Under applicable data protection laws, you may have certain rights regarding your personal data. These rights may vary depending on your jurisdiction and the legal basis on which we process your personal data.

Where Protex AI acts as a Data Controller for your individual account information, or the information collected via your use of the Website or Protex Pocket, you may have the rights listed below:

• Right to Access | Request a copy of the personal data we hold about you (e.g., your account or Website interaction data).
• Right to Rectification | Request correction of inaccurate or incomplete personal data.
• Right to Erasure ("Right to be Forgotten") | Request the deletion of your personal data in certain circumstances.
• Right to Restriction of Processing | Ask us to limit how we use your personal data.
• Right to Data Portability | Receive your personal data in a structured, commonly used, and machine-readable format.
• Right to Object | Object to the processing of your personal data where we rely on legitimate interests.
• Right to Withdraw Consent | Where we rely on your consent to process data, you may withdraw it at any time. This does not affect the lawfulness of any processing carried out before withdrawal.

To exercise these rights regarding the personal data for which Protex AI is the Data Controller, please contact us at privacy@protex.ai. We may need to verify your identity before processing your request.

These rights do not apply to personal data that has been fully anonymized or aggregated, and therefore no longer identifies an individual. In some cases, we may decline to act on a request if we believe doing so would violate applicable law or the rights of another individual.

As Protex AI primarily acts as a Data Processor in the provision of the Protex AI Products and Services (e.g., event data and system-generated insights), we process that data on behalf of your employer or organization. For requests relating to this data, please contact your employer directly. They are the Data Controller and responsible for managing such rights requests.

12. Contact Us | Questions, Comments, or Complaints

If you have any questions about this Notice or and our privacy practices, please reach out to us at privacy@protex.ai. Note that the connection you use to send an email to privacy@protex.ai may not be encrypted or secure unless you use a third-party email encryption service. Once the email is received and stored on our servers, it is then protected with encryption and security measures.

Alternatively, you can write to us at the following address: FAO Data Protection Officer, Protex AI Limited, 42 Westland Row, Dublin 2, D02 YR86, Ireland.

Any person with a disability that prevents or restricts them from accessing this Privacy Notice through the Website may request a copy of the Privacy Notice at that email or postal address.

If you have any concerns about how your personal data has been handled, please first contact us at privacy@protex.ai explaining your concerns. We will investigate these internally and report back to you.

If you are dissatisfied with our response regarding our processing, depending on your country of residence, you may also raise any questions or concerns you have regarding your personal information with your local data protection authority. Protex AI’s lead supervisory authority is the Irish Data Protection Commissioner.

13. Third-Party Links

Where we provide links to websites of other organizations or give you access to applications, software, or products provided by third parties, this notice does not cover how that third-party processes personal information. Those third-party sites and products may have different terms of use and privacy policies. We are not responsible for the privacy practices of any third-party sites and products. We are also not responsible for the terms of use you may be required to agree to in order to use third-party sites and products.

14. Updates to this Notice

We may update this Privacy Notice from time to time to reflect changes in our practices, technologies, or legal requirements. When we make changes, we will update the “Last Updated” date at the top of this page and post the revised version here.

For material changes to how we process your personal data, we will take reasonable steps to notify you in advance, which may include a notice on our Website or direct communication where we hold your contact details. All changes take effect immediately upon posting, unless otherwise specified. Your continued use of our Website or Products and Services after any changes are posted constitutes your acceptance of those changes.

We encourage you to review this notice periodically to stay informed about how we collect, use, and protect your personal data.

15. Glossary of Terms

AI/LLMs | Artificial Intelligence (AI) and Large Language Models (LLMs) are technologies used within the Protex AI Products and Services to analyze data, identify patterns, and generate insights that support workplace safety and operational decision-making. These technologies are designed to assist and augment human judgment and are not a replacement for human-decision making. 

Client | The company or organization that has entered into a Master Services Agreement or other written agreement with Protex AI to use its Products and Services.

Client Data | Data collected by or on behalf of a Client using the Protex AI Products and Services, such as video clips, event data, observations submitted through Protex Pocket, and AI-generated outputs. The Client is the Data Controller for this data.

Cookies and Similar Technologies | Technologies that store or access information on your device, used for remembering preferences, measuring performance, and enhancing functionality.

Data Controller | The party that determines the purpose and means of processing personal data. Protex AI acts as a Data Controller for user account data and Website visitor data.

Data Processor | A party that processes data on behalf of a Data Controller. Protex AI is a Data Processor when handling Client Data, such as video clips, event logs, or observations submitted through Protex Pocket.

De-identified | Data that has been processed to remove identifiable elements, such as facial features, reducing the risk of, or in some cases eliminating the risk of, identifying individuals.

Legal Basis | The lawful ground for processing personal data under applicable data protection laws (e.g., consent, contract performance, legal obligation, legitimate interests).

Personal Data | Any information that identifies or could be used to identify a living individual, such as name, email address, image, IP address, or precise GPS location coordinates.

Products and Services | The Protex AI cloud-based platform, services, edge devices, and associated modules, the Protex Intelligence suite, and the Protex Pocket mobile application, as further described in the “Product” section of the Website (www.protex.ai/product).

Protex AI | Refers to Protex AI Limited, with its registered address at Kilcaskin, Grange, Lisnagry, V94 P2W1, Limerick, Ireland, and its affiliate companies.

Protex Intelligence | An AI-powered enhancement layer across our Products and Services that offers contextual insights, predictive analytics, smart suggestions, and trend analysis. Outputs from Protex Intelligence are generated using machine learning models, including large language models (LLMs), which may produce responses that are probabilistic in nature. Users should verify any recommendations or outputs before acting on them.

Protex Pocket | The Protex AI companion mobile application, available on iOS and Android, which allows users to submit safety observations, voice notes, photos, and videos, and to access platform features from a mobile device.

Website | The public-facing website located at www.protex.ai.