Tergem AI Privacy Policy

    Last updated: 25 October 2026

    1. Who we are

    Tergem AI (Colteq BV) provides AI receptionists and AI Operating Systems (AIOS) to business clients. Privacy questions? Email info@tergem.ai.

    2. Two roles

    • Controller: for data of our website visitors, people who fill in our form, call our demo assistant or take the AI test, and contact persons at our clients.
    • Processor: when we run an AI receptionist or AIOS for a client, we process data of that client's callers and customers on the client's behalf. The client is then responsible, and our data processing agreement applies. If you called or messaged a business that uses our service, please contact that business; we will help them with your request.

    3. What data we process

    • Contact form: name, company, email address, phone number, interest, chosen package and your message.
    • Support form: name, company, email address, phone number, address, country and your message.
    • Web call with our AI receptionist (via /bel): your voice, the transcript, a summary and details you mention during the call (such as name, company, email, phone number and your question). We store your IP address only in hashed form to limit abuse and delete it after 24 hours.
    • AI-readiness test: your answers, score and the contact details you enter (via ScoreApp).
    • Clients: contact person details, billing and payment details, and correspondence with us.
    • Website use: technical data such as IP address, browser and pages visited, as far as needed for security and operation of the site.

    4. Purposes and legal bases

    • Responding to your request and scheduling a demo — legitimate interest and, once you become a client, performance of the contract.
    • Delivering, invoicing and supporting our services — performance of the contract and legal obligation (tax retention).
    • Improving and securing our services — legitimate interest.
    • Newsletter or commercial email — only with your consent, which you can withdraw at any time.

    5. AI and automated decisions

    Our AI assistants answer questions, schedule appointments and create summaries. They do not make decisions that have legal effects on you or similarly significantly affect you. A staff member can always review or take over the conversation. AI can make mistakes; please let us know if an answer is wrong.

    6. Who we share data with

    We only share data with parties that help us deliver the service, with whom we have data processing agreements:

    • Our voice AI provider — voice AI for phone calls
    • Our AI model provider — text processing by the language model
    • Our automation and hosting provider — forms, workflows and website hosting
    • Our database provider — data storage
    • Our calendar and email provider — calendar and email
    • Our test platform — the AI-readiness test
    • Our accounting software — invoicing
    • ElevenLabs (United States) — processing of voice and transcript for web calls with our AI receptionist on tergem.ai. We then store the transcript and your details in our own database.
    • Resend (United States) — contact and sales enquiries, including submitted contact details and message content, are emailed to sales@tergem.ai; support enquiries to support@tergem.ai. Contact details, summaries and discussed appointments from website calls with our AI receptionist are sent to sales@tergem.ai for follow-up. We do not email the full transcript. Email content and metadata are processed by Resend outside the EU.

    We never sell your data.

    7. Transfers outside the EU

    Some suppliers are based in or process data in the United States. In that case we only work with parties certified under the EU-US Data Privacy Framework or that have signed the European Commission's Standard Contractual Clauses. Where possible, we choose storage in the EU.

    8. Retention periods

    • Contact requests without follow-up: 2 years after the last contact.
    • Client data: for the duration of the agreement and 2 years thereafter.
    • Invoices and records: 7 years (legal retention obligation).
    • Data we process as a processor: according to the agreement with our client, by default 90 days for recordings and transcripts.

    9. Security

    We protect data with encrypted connections, access restrictions, strong passwords and two-factor authentication. Only staff who need it have access.

    10. Your rights

    You have the right to access, rectification, erasure, restriction, portability and objection, and you can withdraw consent. Send your request to info@tergem.ai; we respond within one month. If you are not satisfied, you can file a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

    11. Cookies

    We only use functional cookies and local storage needed for the site to work, such as your language choice. [Do you use analytics or marketing cookies? List them here and ask for consent via a cookie banner.]

    12. Changes

    We may update this policy. The date at the top shows when it was last changed.