Privacy Policy
Last updated: June 2026
This Privacy Policy explains how Post AI Systems collects and uses personal data when you visit this website, contact us, use our funding-fit tools, or work with us.
Post AI Systems provides EU proposal design, funding-fit assessment, consortium positioning, proposal architecture and AI-enabled workflow support for organisations working in areas such as civil security, resilience, AI, cybersecurity, dual-use innovation, strategic technologies and public-sector innovation.
We do not ask you to submit classified, export-controlled or highly sensitive technical information through this website or through our online navigator.
1. Who is responsible for your data?
The controller responsible for your personal data is:
Post AI Systems
Joe Mac
Berlin, Germany
Email: contact@postaisystems.com
Website: www.postaisystems.com
For any privacy-related question or request, contact:
2. What personal data do we collect?
We may collect the following data when you use this website, contact us, or submit a funding-fit enquiry:
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your name;
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work email address;
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organisation name;
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website;
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country or location;
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professional role;
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organisation type and size;
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technology or capability area;
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programme interest;
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readiness level or TRL;
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consortium status;
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support needs;
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optional notes you choose to provide;
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communication history with us;
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technical website data such as IP address, browser, device type and pages visited.
If you become a client, we may also process project-related information, contracts, invoices, proposal materials, meeting notes and delivery records.
Please do not submit classified, export-controlled, restricted, confidential third-party or highly sensitive technical information through general website forms or the funding navigator.
3. Why do we use your data?
We use your personal data to:
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operate and secure the website;
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respond to your enquiries;
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generate an indicative funding-fit result;
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store and review your funding-fit enquiry;
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contact you with a relevant follow-up;
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assess whether your organisation may fit relevant EU funding pathways;
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prepare or deliver services you request;
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manage client relationships;
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issue contracts and invoices;
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comply with legal, accounting and tax obligations;
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improve our website, tools and services.
The Civil Security & Dual-Use Funding Navigator provides only an indicative orientation. It does not guarantee funding, make formal eligibility decisions, or replace human review.
4. Legal bases for processing
We process personal data under the following legal bases:
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Consent — when you submit information and agree that we may store it and contact you about your enquiry.
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Pre-contractual or contractual necessity — when we respond to service enquiries, prepare offers, or deliver services.
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Legal obligation — when we must keep accounting, tax, invoice or business records.
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Legitimate interest — when we operate the website, manage business contacts, follow up on relevant professional enquiries, protect our systems, improve services, or keep reasonable business records.
You may withdraw consent or object to certain processing by contacting contact@postaisystems.com.
5. Funding navigator and enquiry forms
When you use the Civil Security & Dual-Use Funding Navigator or another enquiry form, we may collect your contact details and answers.
We use this information to:
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generate an indicative funding-fit result;
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understand your organisation’s possible funding pathway;
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store your enquiry;
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identify relevant opportunity corridors or programme families;
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contact you with a relevant follow-up.
Submitted answers may be stored in a Google Sheet controlled by Post AI Systems through Google Apps Script or related Google Workspace tools.
6. AI-supported workflows
Post AI Systems may use AI-supported tools to help with drafting, summarising, structuring information, checking consistency, organising proposal logic and improving workflows.
AI tools are used as support tools. They do not make binding decisions, submit proposals, approve eligibility or replace human judgement.
We do not intentionally submit classified, export-controlled or highly sensitive technical information into general AI tools. If a client project requires stricter handling, this should be agreed separately before sensitive information is shared.
7. Cookies and website data
This website may use cookies or similar technologies.
Some cookies may be necessary for the website to function. Others may support analytics, security, performance or user experience.
You can control cookies through your browser settings. If a cookie banner or cookie settings tool is available, you can use it to manage your preferences.
8. Service providers and recipients
We may use service providers to operate the website, manage enquiries, communicate with you and deliver services.
These may include:
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Wix, for website hosting and website tools;
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Google Workspace, Google Sheets and Google Apps Script, for email, documents, storage and enquiry handling;
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email, calendar and meeting tools;
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analytics, security or productivity tools;
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professional advisers, such as accountants or legal advisers, where necessary.
We do not sell your personal data.
We only share personal data where necessary for the purposes described in this policy, where you have authorised it, or where we are legally required to do so.
9. International transfers
Some service providers may process data outside the European Economic Area.
Where this happens, we rely on appropriate safeguards where required, such as adequacy decisions, standard contractual clauses or data-processing agreements.
10. How long do we keep your data?
We keep personal data only for as long as needed for the purposes described in this policy or as required by law.
As a general guide:
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website technical data is kept only as long as needed for security, analytics or troubleshooting;
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funding-fit enquiries are kept for follow-up and business-development purposes, unless deletion is requested earlier;
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client and project records are kept for the duration of the relationship and for legal, accounting or contractual retention periods;
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invoice and tax records are kept as required by applicable law.
You may request deletion of your data at any time. Some data may need to be kept where we have a legal obligation or legitimate reason to retain it.
11. Data security
We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access or disclosure.
These measures may include access controls, professional cloud tools, limited access to enquiry records, data minimisation and confidentiality practices.
No online system is completely secure. Please do not submit classified, export-controlled or highly sensitive information through this website or online forms.
12. Your rights
Under the GDPR, you may have the right to:
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access your personal data;
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correct inaccurate data;
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request deletion;
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restrict processing;
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object to processing;
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request data portability;
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withdraw consent where processing is based on consent;
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lodge a complaint with a data protection supervisory authority.
To exercise your rights, contact:
We may need to verify your identity before responding.
13. Supervisory authority
You have the right to lodge a complaint with a data protection supervisory authority.
For Berlin, the relevant authority is:
Berliner Beauftragte für Datenschutz und Informationsfreiheit
Website: www.datenschutz-berlin.de
Email: mailbox@datenschutz-berlin.de
You may also contact another competent supervisory authority where applicable.
14. Business follow-up
If you contact us, use the navigator, submit an enquiry or meet us through a professional context, we may follow up with you about the topic of your enquiry or related Post AI Systems services.
We do not use navigator submissions for unrelated mass marketing unless you separately agree to receive such communication.
You can object to further follow-up at any time by emailing:
15. Children
This website and our services are intended for professional and organisational users. They are not directed at children.
16. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will be published on this page with an updated date.
17. Contact
For privacy questions or requests, contact:
Post AI Systems
Email: contact@postaisystems.com
Website: www.postaisystems.com