datixxia Pilot Privacy Notice

Version 1.1 | 21 October 2026

1. Who is responsible?

DataTixx SAS, 20 Passage de la Luciline, CS 40641, 76007 Rouen, France, is the controller for pilot invitations, account administration, service security and the other purposes described below. Privacy requests: Malcolm Duff, at the address above or by email to malcolm.duff@datatixx.com. DataTixx has not appointed a data protection officer.

2. Information and sources

We process your name, professional email, organisation, role and access permissions; invitation records and any evidence of acceptance you provide; service communications; and your telephone number if you choose to give it; your password, stored only in hashed form, and the secret that links your authenticator app for two-factor authentication; your interface and answer-language preferences; a record of significant account and administrative actions (for example role changes, invitation reissues and changes to your organisation's details); technical sign-in and application logs kept for security and diagnostics; a usage record for each question you ask in Chat (date, organisation, amount of text processed and its cost, without the question itself); the content of your Chat conversations, described below; and any feedback you submit through the feedback form, together with your name, email, organisation, country and the page it was sent from. Required registration fields are identified in the form. Without the information needed to authenticate and authorise access, we cannot provide an account. Optional feedback is not required.

Information may come directly from you, your organisation’s administrator, a professional contact who nominated you, or publicly available professional directories and organisation websites used for pilot invitations. We can explain the specific source of your invitation information on request.

If you use chat or contact support, the information you submit is processed to respond. Your questions and Chat's answers are stored in a dedicated database, linked to your user account, so that a conversation can continue; the stored record also includes intermediate data Chat used to prepare its answers, such as extracts of query results. Chat shows you your current conversation; earlier conversations remain stored but are not shown. Chat does not accept attachments. There is no screen through which administrators of your organisation, other users or other organisations can read your conversations. Access to production data is restricted to authorised technical personnel and service providers for platform operation, maintenance, security and support, subject to appropriate access controls and logging. AI processing by Microsoft is described in section 4. Emails you send to support are kept in the support mailbox. Please observe the pilot input restrictions in the Terms of Use.

Procurement records may separately contain information identifying individuals, such as sole traders or professional contacts. datixxia compiles contract and award notices published by public buyers, obtained from the European Union's Tenders Electronic Daily (TED) and from Tenderwell. These records can identify individuals: the name of a supplier who is a sole trader, with the postcode and region of its address, and names that may appear in the title of a notice. These are shown in the reports and can be used by Chat. The notices as received also contain contact details published by the buyers and suppliers (names of contact persons, professional email addresses, telephone and fax numbers, postal addresses). datixxia keeps them with the source records but does not show them to users or use them in the reports or in Chat. The purpose is the analysis of public procurement for the platform's users. This processing relies on DataTixx’s legitimate interests in making published procurement information usable for professional economic analysis, subject to necessity, proportionality and the rights of the individuals concerned. If information about you appears in these records, you may contact Malcolm Duff at malcolm.duff@datatixx.com to request the specific source and exercise the rights described in section 7. The retention criteria for personal data in source records are set out in section 5.

3. Purposes and legal bases

• Professional pilot invitations and organisational relationships: Legitimate interests in running a relevant professional pilot, subject to necessity, balancing and the right to object.
• Account access, pilot delivery and requested Chat conversations: Contract where the individual is a party and processing is necessary; otherwise legitimate interests in providing the service to the organisation and its authorised users, subject to balancing.
• Security, fraud prevention and necessary technical diagnostics: Legitimate interests in protecting the service and its users, with proportionate collection and retention.
• Support, requested service communications and voluntary feedback: Contract where necessary to fulfil a contract with the individual; otherwise legitimate interests in responding to users, administering the relationship and evaluating voluntary feedback.
• Analysis of published procurement records containing personal data: Legitimate interests in professional procurement and economic analysis, subject to necessity, balancing, data minimisation and the rights of the people concerned.
• Compliance with applicable legal duties: Legal obligation, where a specific duty applies.
• Optional marketing or tracking where consent is required: Separate consent, withdrawable at any time without affecting access to the rest of the pilot. Refusing report analytics cookies prevents the embedded reports from loading.

Chat content is processed to provide your requested conversations, operate and secure the service, and respond to support requests. Any additional use of identifiable chat content for product development or model training would require a prior assessment, appropriate information and a lawful basis. Acceptance of the Terms does not authorise such reuse.

4. Recipients, AI providers and transfers

Access is limited to authorised personnel and providers who need it for the stated purposes. Our providers are: Microsoft (Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland), as processor, for hosting the application, its databases, encryption keys and technical monitoring in the Azure France Central region, AI processing through Azure AI Foundry, the interactive reports embedded in the platform, and service emails sent from support@datatixx.com through Microsoft 365; authorised information-technology service providers engaged by DataTixx for software development, platform operation, maintenance, security and technical support, which may process personal data on its behalf, subject to appropriate contractual and security safeguards; and the content-delivery services that serve fonts and scripts to the web pages (Google Fonts, jsDelivr and the jQuery CDN), which receive your browser's IP address when a page loads. No payment provider processes your data during the pilot.

Chat uses OpenAI models (currently GPT-6 Luna, with GPT-5.6 Luna as an automatic fallback) provided by Microsoft through Azure AI Foundry, deployed as Data Zone Standard (EU): your questions, your name (so that Chat can address you), the earlier messages of the conversation and the data needed to answer them, including supplier names from the procurement records, are processed by Microsoft within the European Union data zone, which can include Azure regions in EU countries other than France. Requests are sent with storage of responses disabled, so Microsoft does not keep them for later retrieval. Microsoft does not use these prompts or responses to train its own or OpenAI's models. Under Microsoft's standard abuse monitoring, prompts and responses may be retained by Microsoft for up to 30 days to detect misuse, and reviewed by authorised Microsoft personnel if its systems flag potential misuse; DataTixx has not been granted Microsoft's modified abuse monitoring, which would remove this retention. OpenAI is not a provider of this service: a direct OpenAI integration is being prepared but is not active, and this notice will be updated before it is used. During the pilot, names and other personal data included in the material needed to answer a question may reach the AI service in identifiable form. Please observe the pilot input restrictions in the Terms of Use.

Organisation administrators can access the list of their organisation's users (name, email, role and status) and can invite users and change their roles. They cannot see your Chat conversations or your individual usage; members see only the share of their organisation's monthly AI allowance that has been used. DataTixx platform administrators can see users and organisations, per-member Chat usage for the current and previous month (name, number of questions and cost), and feedback. No other organisation, including Intelligence Partners and Country Representatives, receives your personal data; Country Representatives receive only anonymised summaries of feedback about their area.

The application, its databases and AI processing are located in the European Union (Azure France Central and the Azure EU data zone). Microsoft may access data from outside the EEA in limited cases for support and security, under its Microsoft Products and Services Data Protection Addendum, including the EU Standard Contractual Clauses, and its EU Data Boundary commitments. The external font and script services listed above may process IP addresses outside the EEA. Authorised service providers may access production systems remotely, subject to applicable data-protection and international-transfer requirements. DataTixx permits transfers or remote access outside the EEA only where covered by an applicable European Commission adequacy decision or appropriate safeguards, such as the EU Standard Contractual Clauses, together with any necessary supplementary measures. You may request details of the relevant countries, recipients and safeguards, and a copy of the applicable safeguards, from malcolm.duff@datatixx.com. Copies may be redacted to protect confidential information while preserving meaningful information about the safeguards.

5. Retention

• Unaccepted invitations: Invitation links expire after 7 days. An invitation never accepted is scheduled for deletion 30 days after its link expires and is deleted in the next monthly deletion run.
• Active and closed pilot accounts: Kept during participation; deletion can be requested. If an organisation does not continue after the pilot, or an account is closed, deletion is scheduled 90 days after the pilot ends or the closure, and carried out in the next monthly deletion run.
• Prompts, responses and Chat history: datixxia: retained for 30 days after the last message, including stored query-result extracts. Deletion is carried out manually pending automated cleanup; this may extend retention by up to 3 days. You may request earlier deletion from your sign-in address at support@datatixx.com. Requests are handled in accordance with section 7. Microsoft abuse monitoring: up to 30 days.
• Chat usage records: Date, amount processed and cost, without question text: 13 months for allowance and billing administration.
• Authentication, security and technical logs: Azure Monitor logs: 30 days. Database-access audit: 90 days. Application logs: 90 days. Account and administrative-action records: 12 months, with monthly deletion runs. Incident-related records may be retained until the incident is resolved.
• Support and feedback: Feedback: 12 months after submission. Support emails: 12 months after resolution, under the mailbox retention policy.
• Terms and acceptance evidence and legal claims: Evidence of the terms made available and any acceptance, where collected: account lifetime and 5 years after closure, with restricted access. Records necessary for a legal claim may be preserved for the applicable claim period.
• Personal data in source procurement records: Only for as long as necessary to maintain and verify the historical procurement analysis, subject to source rights and individual rights. Necessity is reviewed at the end of the pilot and at least annually thereafter. Personal data no longer necessary, including unused contact details, are deleted or irreversibly anonymised.
• Backups: Database backups cover the previous 7 days and then expire. After restoration, intervening deletions are reapplied before the service reopens.

Information will be deleted or irreversibly anonymised when no longer needed, subject to justified legal preservation. A subsequent subscription does not justify retaining every pilot record indefinitely.

6. Security

We apply technical and organisational measures appropriate to the risks, including access to the production environment limited to named administrators through Microsoft Entra ID groups; two-factor authentication required for all Intelligence Partner and Country Representative users, and through Microsoft Entra ID for DataTixx administrators; temporary account lockout after repeated failed sign-ins; encrypted connections (HTTPS with HSTS, TLS 1.2 or higher) and encryption of stored data by the Azure platform; secrets and encryption keys held in Azure Key Vault; logging of database access and of significant account and administrative actions; and automated availability and health alerts. No online service offers absolute security. Report suspected account compromise or accidental submission of restricted material to support@datatixx.com. Where a personal-data breach occurs, we assess and fulfil applicable notification obligations.

7. Your rights

Subject to the applicable conditions, you may request access, correction, erasure, restriction and portability of your personal data. You may object to processing based on legitimate interests and, at any time, to processing for direct marketing. Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. You may also give instructions about your data after death where French law applies.

Contact Malcolm Duff, malcolm.duff@datatixx.com. We will normally respond within one month; a legally permitted extension may apply to complex or numerous requests, with an explanation within the first month. We may request proportionate information to verify identity where necessary.

You may lodge a complaint with the CNIL (www.cnil.fr) or another competent supervisory authority, including in the EU/EEA country of your habitual residence or workplace. You do not have to complain to us first.

datixxia does not make decisions about individuals based solely on automated processing that produce legal or similarly significant effects. Chat's analyses of procurement data are produced at your request, for your own review.

8. Cookies and changes

Strictly necessary cookies set by datixxia: .AspNetCore.Identity.Application (keeps you signed in; ends after 60 minutes without activity, and survives closing the browser only if you choose "Remember me"); Identity.TwoFactorRememberMe (only if you choose "Remember this machine" at two-factor sign-in; 14 days); .AspNetCore.Antiforgery (protects forms against forged requests; deleted when the browser closes); .AspNetCore.Culture (your language choice; 1 year); Identity.StatusMessage and Identity.StatusSeverity (show the result of an action; 5 seconds); and ARRAffinity and ARRAffinitySameSite (set by Microsoft Azure to keep your session on the same server; deleted when the browser closes).

datixxia also keeps in your browser’s storage the state of the navigation panel, your report display preferences (encrypted) and, until the browser tab closes, the identifier of your current Chat conversation.

Microsoft sets cookies inside the embedded interactive reports: ARRAffinitySameSite and WFESessionId (load balancing and report session; deleted when the browser closes), which are strictly necessary; and ai_user (1 year) and ai_session (30 minutes), which Microsoft uses to measure the use of its report service and which are not strictly necessary. While the reports are open, Microsoft’s report service also sends usage events to Microsoft.

The embedded reports load only after you agree to Microsoft’s analytics cookies. If you decline, the reports do not load and the rest of datixxia remains available. You may change or withdraw your choice using the reports’ consent controls. For assistance, contact support@datatixx.com. To remove cookies already stored in your browser, use your browser’s cookie controls.

Strictly necessary technologies supporting requested functionality may operate without consent where legally exempt. Optional technologies requiring consent remain disabled until you choose to enable them. Acceptance of the Terms is separate from consent to optional cookies.

We will publish updated privacy information when relevant processing changes and notify you where required. Changes do not retrospectively authorise incompatible processing.