Privacy Policy

Last updated: 26 October 2026

Your privacy matters to us. This policy explains what personal data we process when you use the inovamind.pt website, including the virtual assistant, for what purposes, for how long, and what your rights are, under the General Data Protection Regulation (GDPR).

1. Data controller

XMIND3D – Engineering & Metrology, Unipessoal Lda, trading as INOVAMIND, VAT no. 516759256.
Parque Empresarial da Baía do Tejo, Rua 2, Edifício n.º 23, 2830-302 Barreiro, Portugal.
Contact: info@inovamind.pt

2. Data we collect

  • Contact forms and quote requests: name, email, telephone, company and the content of the message.
  • Virtual assistant (Cora): the text messages you write. If you ask to be contacted, also your name, email and, if you wish, telephone and company. The assistant does not accept files.
  • Technical security data: the IP address, used in pseudonymised and temporary form to limit abuse of the assistant.
  • Browsing data: collected through cookies and similar technologies, only with your consent where it is required.
  • Cookie-free visit counting: the page visited and the site you came from (referrer), stored only as aggregated totals on our own server, without IP address or identifiers of your device.

We ask that you do not share sensitive data (for example health data, identification documents, bank details or passwords) in the forms or in the assistant.

3. Purposes and legal bases

  • Replying to contact and quote requests — pre-contractual steps at your request and legitimate interest.
  • Answering your questions through the virtual assistant — consent, given before starting the conversation.
  • Forwarding your request to our team from the assistant — express consent, given in the conversation itself.
  • Scheduling meetings — pre-contractual steps at your request.
  • Website security and abuse prevention — legitimate interest.
  • Provision of services and invoicing — performance of a contract and compliance with legal obligations.
  • Usage statistics (Google Analytics and Jetpack Stats) and marketing (Meta Pixel) — consent given in the cookie banner. These services are only activated if you accept.
  • Aggregated visit counting (Koko Analytics), without cookies and without identifying visitors, so that we know which pages are most useful — legitimate interest.

4. Virtual assistant with artificial intelligence

The website assistant (Cora) uses an artificial intelligence system that runs on INOVAMIND’s own equipment. Messages are not sent to external artificial intelligence providers.

  • INOVAMIND does not store the conversations. The conversation stays only in your browser, during the session, and is deleted when you close the tab.
  • The assistant works by text only: it does not accept files or use voice.
  • Your data is only sent to our team, by email, if you expressly ask for this in the conversation.
  • Responses are generated automatically and are for information only. They may contain inaccuracies and do not constitute a commercial proposal, quote or technical commitment. No automated decisions with legal effects are taken about you.
  • You can use the contact form, telephone or email instead of the assistant.

5. Newsletter and commercial communications

We send information by email about our services, products and news. We use Brevo to send the messages.

  • Who receives it: (a) those who subscribe to the newsletter on the website, based on their consent; (b) professional contacts at companies we have already been in touch with, or whose professional contact we collected from public sources (for example, the company’s website), based on our legitimate interest in promoting our services to companies.
  • Data processed: email address, name and company (when we have them) and interaction with the messages (whether you opened them and whether you clicked the links).
  • Source of the data: the data subject (subscription or previous contact) or public sources.
  • Unsubscribe: every message has an “Unsubscribe” link, with immediate effect. You can also object or request erasure at info@inovamind.pt.
  • Retention: until you unsubscribe or object. We review the list periodically and remove contacts that are no longer of interest.

6. Recipients

We do not sell your personal data. It may be processed by providers who support us, only to the extent necessary and, where applicable, with your consent:

  • Website hosting and email delivery;
  • Google — statistics (Google Analytics), meeting scheduling (Google Calendar) and maps;
  • Automattic (WordPress.com / Jetpack) — website statistics (Jetpack Stats), only if you accept statistics in the banner;
  • Meta — advertising (Meta Pixel) and WhatsApp, when you choose to contact us that way.
  • Brevo (France, EU): sending the newsletter and open and click statistics.

We may also disclose data where required by law.

7. International transfers

Some of these providers may process data outside the European Economic Area, notably in the United States. In such cases, transfers are based on the safeguards provided for in the GDPR, such as European Commission adequacy decisions (including the EU-US Data Privacy Framework, where applicable) or standard contractual clauses approved by the European Commission.

8. Retention

  • Contact requests and assistant referrals: for as long as needed to reply and, if there is a commercial relationship, for the duration of that relationship.
  • Invoicing data: for the period required by law (tax and accounting obligations).
  • Assistant technical security data: up to 1 hour.
  • Jetpack statistics: records with the IP address are kept by Automattic for 28 days. Cookie-free visit counting: aggregated totals only, no personal data.
  • Assistant conversations: not stored by INOVAMIND.

9. Your rights

You may request access, rectification, erasure, restriction of processing and portability of your data, object to processing and withdraw consent at any time, without affecting the lawfulness of the processing carried out before. To do so, contact us at info@inovamind.pt.

You also have the right to lodge a complaint with the Comissão Nacional de Proteção de Dados (CNPD) — www.cnpd.pt.

10. Cookies

We use cookies necessary for the website to work and, with your consent, statistics and marketing cookies. The virtual assistant does not use cookies; it stores the conversation only in the browser’s session storage. You can see the details in our Cookie Policy (EU) and change your preferences at any time.

11. Security

We adopt appropriate technical and organisational measures to protect your data against loss, unauthorised access, disclosure, alteration or use, including encrypted communications and usage limits on the assistant.

12. Minors

The website and the assistant are intended for companies and adults. We do not knowingly collect data from children under 16.

13. Links to other websites

Our website may contain links to external sites that we do not operate (for example social networks, WhatsApp or Google Maps). We have no control over the content and practices of those sites and cannot accept responsibility for their privacy policies.

14. Changes to this policy

We may update this policy. The version in force is always available on this page, with the date of the last update.