Privacy Policy for Health AI Register B.V.

Last Updated: April 8, 2026

1. Introduction

This Privacy and Cookie Policy explains how Health AI Register B.V. ("Health AI Register", "we", "us") handles personal data and uses cookies on our website www.healthairegister.com. This policy applies to all individuals interacting with us as website visitors, newsletter subscribers, customers, partners, or users of our platform.

We comply with the General Data Protection Regulation (GDPR), the Dutch GDPR Implementation Act (UAVG), the Dutch Telecommunications Act (Telecommunicatiewet), and the EU ePrivacy Directive.

2. Controller Information

Health AI Register B.V. Blauwkapelseweg 41 3731EB De Bilt The Netherlands
Chamber of Commerce Number: 91979188 Email: contact@healthairegister.com Phone: +31653454089
Data Protection Officer: contact@healthairegister.com

3. What Personal Data We Collect and Process

We process personal data for the following purposes:

3.1 Website Visitors (www.healthairegister.com)

We collect information about your visit to our website, such as:

• Traffic and location data (derived from your IP address)
• Interaction data (e.g., pages viewed, session duration)
• Behavior analytics via PostHog
• Embedded content usage (e.g., YouTube in privacy-enhanced mode)

These data help us provide and optimize our website, ensure security, analyze usage patterns, and improve your experience.

Legal basis:

• Legitimate interest (Art. 6(1)(f) GDPR)
• Consent for non-essential cookies and analytics (Art. 6(1)(a) GDPR)

For more details, see Section 4 on Cookies.

3.2 Other Business Relations

We collect and process personal data of suppliers, vendors, and platform partners (e.g., names, contact details, bank details) for:

• Contract and relationship management
• AI product information
• Administrative processing
• Compliance with legal obligations
• Providing or receiving services

Legal basis:

• Performance of contract (Art. 6(1)(b) GDPR)
• Legal obligations (Art. 6(1)(c) GDPR)
• Legitimate interest (Art. 6(1)(f) GDPR)

3.3 Chatbox and Product Information Requests

When you submit data via forms on our website (for example, to request help finding the right AI application or to request information about a specific AI product and/or AI platform), we collect and process the information you provide, such as your name, email address, institution, role, and any additional information you choose to include.

If you choose to contact an AI product and/or AI platform provider through our platform:

• We will share your submitted information with the specific AI platform company you selected so they can respond to your request
• The AI platform company may contact you directly using the information you provided

For this processing:

• Health AI Register B.V. and Romion Health B.V. act as joint controllers for the collection and forwarding of your request
• The AI product and/or AI platform company acts as an independent data controller for any further processing of your personal data after receipt

We are not responsible for how the AI platform company processes your personal data after it has been shared. We recommend that you review the privacy policy of the relevant company before submitting your request.

Romion Health B.V. may also contact you to follow up on your request or provide additional support.

You may exercise your rights under the GDPR by contacting either party:

• Health AI Register B.V. – contact@healthairegister.com
• Romion Health B.V. – info@romionhealth.com

Legal basis:

• Consent (Art. 6(1)(a) GDPR)
• Performance of contract (Art. 6(1)(b) GDPR)

3.4 Newsletter Subscription

When you sign up for our newsletter, we collect and process your name, company/institution name, role and email address to send you updates, news, and other relevant content regarding our platform and AI in healthcare.

• You may unsubscribe at any time by using the unsubscribe link provided in each email

Legal basis:

• Consent (Art. 6(1)(a) GDPR)

3.5 Login Portal

If you access a login-protected area of our platform, we process your login credentials and usage data to manage your account and ensure secure access.

• We process data such as username, email address, and activity within the portal
• This processing is necessary to grant access to restricted features of the platform

Legal basis:

• Performance of contract (Art. 6(1)(b) GDPR)
• Legitimate interest (Art. 6(1)(f) GDPR)

4. Cookie Use

4.1 What Are Cookies?

Cookies are small text files stored on your device to enhance website functionality, user experience, and performance monitoring. We may also use technologies like web beacons, pixels, and local storage.

We use the following types of cookies on our Site:

4.2 Essential Cookies (Always Active)

These cookies are strictly necessary for the Site to function properly and cannot be switched off in our systems. They are usually only set in response to actions you take that constitute a request for services, such as setting your privacy preferences, logging in, or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the Site may not work properly as a result.

4.3 Performance and Analytics Cookies (Require Consent)

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our Site. They help us know which pages are the most and least popular and see how visitors move around the Site

4.4 Third-Party Cookies (Require Consent)

Our Site includes embedded YouTube videos, which may place cookies on your device. These cookies are set by YouTube/Google when you interact with the embedded video content.

5. Our Use of PostHog

We use PostHog, an open-source product analytics platform, to collect information about how users interact with our Site. PostHog uses cookies to help us analyze user traffic and numbers on the website, including location data based on IP addresses.

PostHog acts as our data processor, and we have entered into a Data Processing Agreement with PostHog in accordance with Article 28 GDPR. The data collected by PostHog is stored on servers within the European Union.

6. Data Recipients & Security Measures

We share personal data with service providers such as:

• IT providers (hosting, analytics like PostHog)
• Payment processors (if applicable)
• AI Product and/or AI platform providers, where you have explicitly requested to be contacted through our platform
• Authorities if legally required

We ensure adequate safeguards through contracts (Data Processing Agreements) and implement technical and organizational measures (e.g., encryption, access controls, staff training).

7. International Data Transfers

For international transfers outside the EEA:

• We use Standard Contractual Clauses (SCCs), adequacy decisions, or other GDPR-compliant safeguards.
• You may request copies of these safeguards via contact@healthairegister.com.

8. Data Retention

Personal data is retained as follows:

• Website analytics data: 26 months
• Administrative records: per Dutch legal retention periods
• Contact requests and lead data: up to 24 months after submission, unless a longer retention period is required or justified
• If no legal period applies: up to 2 years after collection

9. Your Rights under the GDPR

You have the right to:

• Access, rectify, or delete your personal data
• Restrict processing or object to it
• Data portability
• Withdraw consent at any time
• File a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)

Requests can be submitted via: contact@healthairegister.com. We aim to respond within one month.

10. Children's Privacy

Our Site is not directed to children under the age of 16, and we do not knowingly collect personal information from individuals under 16. If we learn we have collected or received personal information from an individual under 16, we will delete that information. If you believe we might have any information from or about a child under 16, please contact us immediately.

11. Third-Party Content

We embed content from third parties (e.g., YouTube) which may set their own cookies and tracking mechanisms. We use YouTube's privacy-enhanced mode wherever possible.

12. Changes to This Privacy Policy

We may update this policy due to changes in legal requirements or our business operations. The latest version is always available on our website. Material changes will be clearly communicated.

13. Contact Information

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Health AI Register B.V.
Email: contact@healthairegister.com
Address: Blauwkapelseweg 41, 3731EB De Bilt, The Netherlands
Phone: 0653454089
Chamber of Commerce Number: 91979188

14. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the Netherlands, without regard to its conflict of law provisions. Any disputes relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of the Netherlands.