At MILES AI, we respect your privacy and are committed to protecting your personal data. This privacy policy tells you about how we look after your personal data when you visit our website or otherwise work or communicate with us and it tells you about your privacy rights and how the law protects you.
1. Important information and who we are
1.1 Purpose of this privacy policy
This privacy policy aims to give you information on how Miles collects and processes your personal data through your use of our website, our Miles services or otherwise when you communicate or interact with us during business.
1.2 Controller
If you are a registered customer of Miles, we act as the ‘data controller’ of personal data about you and your use of Miles, but as the ‘data processor’ of personal data in the information you submit to Miles to use Miles’s product and services in the terms of the Data Processing Agreement to be signed between parties (like information about your calendar, emails, email accounts and so on). If we are the data processor of your personal data (i.e., not the data controller), please contact the controller party in the first instance to address your rights with respect to such data.
If you have any questions about this privacy policy, including any requests to exercise your legal rights referred to below, please contact us using the details set out below.
1.3 Contact details
We are: Barão & Barros Lda. If you need to get hold of us for any reason in connection with your personal data, please email us at geral@milesai.pt.
You have the right to make a complaint at any time to the Portuguese Data Protection Authority (“Comissão Nacional de Proteção de Dados”) for data protection issues (https://www.cnpd.pt/).
1.4 Changes to the privacy policy and your duty to inform us of changes
This version was last updated on 7th September 2025. If you use our website or the Miles services after any changes to this privacy policy have been posted, that means you agree to all of the changes. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2. The data we collect about you
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Contact Data includes name, role at business, email address, phone number.
Financial Data includes billing information, bank card details.
Correspondence Data includes email correspondence, notes of conversations where these express an opinion.
Usage Data includes information about how you use our website or services.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website or our services.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions: We collect most of your data through our Miles AI products and services on our website, by email, over the phone, in person at meetings or otherwise.
Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. For more information about the cookies we use, and how to disable them, please see our Cookie Policy.
Third parties or publicly available sources: We may receive Technical Data about you from analytics providers such as Google or Hubspot with servers based outside of Europe (as governed by our Cookie Policy).
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
In anticipation of or in accordance with the terms of use or service agreement that we have with you;
Where it is necessary for our legitimate interests (or those of a third party) in the operation of our business and we have made an objective assessment that your interests and fundamental rights do not override those interests (for example to manage our relationship with you, to improve the service that we offer or to answer an enquiry you make to us); or where we need to comply with a legal or regulatory obligation.
Please contact us if you need details about the specific legal ground we are relying on to process your personal data.
5. Data shared with third-party AI models
5.1 Data Shared with AI Models
To provide certain functionalities such as email categorization, draft generation, and audio transcription or analysis, Miles employs artificial intelligence (AI) and machine-learning models. These models may include third-party AI providers (for example, OpenAI or Google) that process limited portions of user data solely to deliver the requested output.
We require all AI service providers to use your information only for the purpose of providing the Miles service and never to train their own models. Data sent to these providers is processed transiently and deleted after the output is generated.
The following types of data may be processed through AI models:
· Email content and metadata, including subject lines, message body text, and sender/recipient information;
· Calendar data, including event titles, dates, and times (if integrated with the service).
This data is used exclusively to perform the requested operations within Miles and is not retained by the AI provider.
5.2 User Consent for Data Sharing with AI Models
Before any data is processed by AI models, we seek your explicit consent. You may withdraw this consent at any time within the application settings or by contacting us at geral@milesai.pt. If you do not grant consent, these AI-powered features will be disabled for your account.
5.3 Third Party Data Retention
Our AI providers operate under a Zero Data Retention Policy, meaning that customer data processed through API calls is not stored or reused after the response is delivered.
6. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, you can ask us to delete your data (see below for further information).
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
8. Your legal rights
You have the right in certain circumstances to:
Request access to your personal data (a "data subject access request").
Request correction of the personal data that we hold about you.
Request erasure of your personal data.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
Request restriction of processing of your personal data.
Request the transfer of your personal data to you or to a third party.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.