Privacy & cookies
How information is handled, with clear boundaries between this website and client delivery.
Last updated:
Who we are
Kove (Kove AI) is a Dutch general partnership (VOF) based in Amsterdam, Netherlands. Registered with the Dutch Chamber of Commerce under KVK number 42166193. Contact: hello@kove-ai.com.
Scope and responsibility
This notice describes personal data handled for website visits, enquiries, business contacts and Kove’s own administration. Kove acts as controller for those purposes. If we handle personal data on a client’s instructions during an engagement, the client’s notice and a separate data-processing agreement govern that work.
What we use and why
| Data | Purpose | Legal basis |
|---|---|---|
| Name, work email, company, role and enquiry content | Respond to questions, scope services and maintain a business conversation | Steps towards a contract where you are the prospective contracting party; otherwise legitimate interests in responding to business contacts |
| Business contact details, correspondence, proposals and project administration | Agree and deliver services and manage the relationship | Contract where applicable; legitimate interests in administering business relationships |
| Invoice and payment records | Billing, accounting and legal record-keeping | Contract and legal obligations |
| Technical request information, such as IP address, browser information and security logs | Deliver and protect the hosted website | Legitimate interests in secure, reliable operation; hosting services may also process data under their own notices |
You choose what to include in an enquiry. Please do not send payroll records, identity documents or confidential client datasets in an initial email. Without sufficient contact information, we may be unable to respond.
This website and embedded content
The site has an enquiry-draft form that prepares an email locally in your browser. Kove receives it only if you send it using your email service. The form does not save its contents to Kove’s website. There is no added advertising pixel or standalone analytics script. Newsletter signup is provided through Kit, as described below. Loading the Kit form requires a separate optional-service choice; loading it does not subscribe you. Contact links open your email application. Fonts and images are served with the site.
Instagram and the talent registration form are external links. The site offers embedded YouTube players using youtube-nocookie.com. Players are blocked until you allow YouTube. Thumbnails are served through Kove’s website so your browser does not contact YouTube to display the preview. Once allowed, the player connects to Google and may use cookies or similar storage. YouTube receives connection information and its privacy and cookie policies apply. Direct YouTube links are also available. The website is hosted through ChatGPT Sites, whose access and hosting infrastructure may use its own authentication or security storage.
Cookies and similar storage
Kove stores your optional-service choices and the time of your choice in local storage on this browser for up to six months. This preference record is used only to remember and honour your choices. YouTube and the Kit signup form are blocked by default until you allow the relevant service. Embedded services and the hosting platform may use their own storage and receive technical information. This includes the YouTube players and the Kit newsletter form. The use of youtube-nocookie.com does not mean that no personal data is processed. You can reject optional services and continue browsing. Use Privacy choices in the footer to change or withdraw consent; withdrawing reloads the page with the selected services blocked. It does not erase information already received by a provider or unsubscribe you from email. Direct provider links open the provider’s own website. Browser settings can restrict cookies and third-party requests, although this may affect embedded features.
Graduate recruitment and talent enquiries
If you register interest through our linked Google Form, Kove receives the information you submit: your name, email, professional status, AI familiarity, availability, profile or portfolio link, and relevant experience. We use this to assess potential freelance assignments and contact you about fit. Google provides the form service; its own privacy information also applies when you visit it.
We rely on our legitimate interest in assessing potential freelance collaborators and responding to their enquiries. This interest must be balanced against the rights and reasonable expectations of the people concerned. You may object or ask to be removed by emailing hello@kove-ai.com. Registering does not guarantee an engagement. Any later contractual processing will be addressed at that stage.
Newsletter subscriptions
When you subscribe, we use your email address and any optional details you provide to send Kove’s newsletter, including practical AI content, industry updates and information about our services. Kit provides the signup form and email delivery service. It may also process subscription records, technical information and email engagement information according to the enabled settings.
Our basis for sending the newsletter is your consent when you sign up. You can withdraw it at any time using the unsubscribe link in an email or by contacting hello@kove-ai.com. Withdrawal does not affect processing that was lawful before it. Signing up is optional and is not required to enquire about our services.
We use your subscription details while you remain subscribed. After you unsubscribe, a limited suppression record may be retained to honour your choice, and evidence of consent may be retained where needed to demonstrate compliance or resolve a dispute. Kit may process information outside the EEA; see International processing below. For Kit’s own processing, see Kit’s privacy notice.
Service providers and access
Our operating tools include Google Workspace for email and documents, Notion for business administration, and Revolut Business for banking and invoicing. Website hosting is provided through ChatGPT Sites. Relevant information may be available to the founders and service providers where necessary for those purposes. Providers may act as processors or independent controllers depending on the service. We may also disclose records when legally required or necessary to establish, exercise or defend legal claims.
AI and confidential client information
We work with confidential client datasets in client-controlled systems. Kove does not host or retain these datasets in its own storage. If confidential client data is inadvertently received or copied into Kove-controlled storage, our policy requires immediate deletion on receipt or discovery. Please do not send confidential datasets to our general email, document storage or project-management tools. We do not reuse client datasets for other customers or to train models.
The client retains its source data, accounts, licences and systems and controls access, backups and recovery. Deleting a Kove-held copy does not delete the original in the client’s system or erase provider logs or backups governed by the client’s provider arrangements. We agree authorised access and any required data-processing agreement before work starts, including where we only access data within the client’s systems.
Client data remains the client’s; third-party licences remain subject to the client’s contracts with those providers. Before processing live client data, the engagement must specify approved tools, access, processing location, retention and security arrangements. Kove’s delivery policy is to keep live client data in the EU. This is a delivery requirement to verify for each selected service and configuration, not a statement that all website or business-administration data stays in the EU. We do not promise zero retention without confirmed provider terms and configuration.
International processing
Some service providers may process business-contact or website information outside the EEA. Where Kove is responsible for such a transfer, an applicable lawful transfer mechanism and any necessary additional safeguards must be verified. You can ask us about the arrangements relevant to your information.
How long information is kept
Retention depends on the purpose and the applicable legal requirements. Enquiry information is retained while the enquiry and any relevant follow-up remain active. Contract and project records are retained for delivery, administration and the applicable period for establishing or defending legal claims. Accounting records are retained for the legally required period. Talent enquiries are assessed against active or reasonably anticipated opportunities; you may ask to leave the talent pool at any time. Information no longer needed for these purposes is to be deleted or anonymised, subject to legal obligations and legal holds. These retention criteria concern necessary business and administrative records, not confidential client datasets. Any inadvertently received copy of a confidential client dataset is subject to the immediate-deletion rule above. If preservation of particular information is required by law, we restrict access and use to that obligation and delete it when that requirement ends. Contact us for the retention criteria applicable to your information.
Your rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability, and object to processing based on legitimate interests. If processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing. Email hello@kove-ai.com. We may need proportionate information to verify your identity. We aim to respond within the applicable GDPR timeframe, normally one month, and explain any permitted extension.
You may complain to the Dutch Autoriteit Persoonsgegevens or another competent supervisory authority.
Automated decisions and changes
Kove does not use this website to make solely automated decisions about people that produce legal or similarly significant effects. Any engagement involving such processing needs separate assessment and disclosures. Changes to this notice will be dated on this page.