Privacy notice

Information on the processing of personal data under Articles 13 and 14 of Regulation (EU) 2016/679

Last updated: 5 November 2026

This notice explains how BIT Automation srl processes the personal data of visitors to agvsimulationstudio.com and of users of the AGV Simulation Studio application (the “Service”), in accordance with Regulation (EU) 2016/679 (“GDPR”) and the Italian Privacy Code (Legislative Decree 196/2003). Information on what is stored in your browser is in the cookie policy, which forms part of this notice.

1. Data controller

The data controller is BIT Automation srl, VAT number IT03806430363 (the “Controller”). For any matter concerning your personal data, including the exercise of the rights described in section 10, write to info@agvsimulationstudio.com.

2. Data we process

Visiting the site and the guide

To show you the pages, the hosting provider's systems process the technical data your browser sends with every request, such as IP address, date and time, requested page and browser type. The public pages contain no profiling tools or third-party content, and their only form is the demo request described below; statistics tools load only with your consent.

Statistics, with your consent

If you accept statistics cookies, Google Analytics collects on the public pages and in the guide the pages viewed, times and interactions, the referring page, device and browser type and approximate location, linked to the random identifiers in the _ga cookies. We use this data in aggregate form only. The app is never measured.

Account

Authorized administrators can view account email addresses, registration dates and access status in the app to approve or block access. They can also view each account's total server storage usage and quota percentage, without accessing file names or contents through this panel. We keep the identifiers of administrators allowed to perform these actions in the server configuration.

We also process access approval status, stored in Supabase administrative metadata. When approval is enabled, new accounts must be admitted by the administrator before using the studio; accounts created before the activation date retain access. This status is kept for the lifetime of the account. To close an account that is still awaiting approval, write to the Controller using the contact above.

To create and use an account we process your email address, username, password and a unique identifier assigned at registration, together with the dates of creation and last sign-in. Supabase stores the password only in non-reversible encrypted form (hash); when you sign in with your username, our server forwards it to Supabase for verification without storing it.

Sign-in with Google or Microsoft

If you choose to sign in with a Google or Microsoft account, we receive from that provider your email address, the identifier of your account with the provider and, if the provider shares them, your name and profile picture. We do not receive your password or any other data from your account.

Projects and results

We store the content you save in the Service: .sim projects with layouts, scenarios and CAD floor plans, any backup copies retained from earlier versions of the Service, and archived runs with their results. Importing a DWG uploads the original drawing to our server for analysis; the browser receives the processed drawing data. ASCII DXF drawings are read in the browser, regardless of the DWG reading method. The prepared background is uploaded when you save the project. Uploaded originals and intermediate results are kept temporarily, accessible only to the account that uploaded them. The confirmed background is included in the project. No drawing is sent to external conversion services. This is normally technical data, and it contains personal data only if you put it there (section 9).

Optional AI assistant

You can choose Sol or Luna in the panel: we store the selected model with conversation messages. Usage counters distinguish provider-confirmed tokens (input, output and their cached and reasoning subtotals), budget reserved for calls without confirmed usage, and previous totals that cannot be separated. These counters do not represent a monetary balance.

If your account is enabled and you send an AI request, our server processes your message, confirmed element references, recent conversation and the necessary technical fields from the open project, including unsaved changes. It sends this context to OpenAI to generate questions or proposed edits. CAD backgrounds, credentials and legacy actions are excluded. Text and element names can contain personal data if you enter it yourself. This processing provides the feature you request (Article 6(1)(b) GDPR); using AI is optional and the editor remains available without it. Administrators manage a separate AI access flag in Supabase.

Messages, references, proposals and their status are stored separately from .sim files in your account's encrypted server storage and count towards its quota. A browser draft stores an association identifier with the existing local draft. The first save associates history with the project; Save as does not transfer original history. You can delete conversations in the assistant; deleting a saved project or the account removes associated AI data. Usage counters prevent abuse, survive conversation deletion and keep the current recorded UTC day's request/token totals until the next day's activity replaces them or the account is deleted. Interrupted requests are not restarted automatically.

Optional traffic optimization

The experimental traffic optimizer runs trials in your browser. It keeps a verified recovery checkpoint in IndexedDB, separate for each account and project, containing the retained verified configuration and a compact report of the trials. The checkpoint remains until you apply or discard it; it does not recover an unfinished candidate or automatically restart optimization or AI calls. Accepted traffic geometry, transit points and compact provenance become project data. When you keep an improvement, the initial and best kept results are saved in your run archive; intermediate attempts are not added to that archive.

If you choose AI-assisted optimization and your account is enabled, the server sends OpenAI the relevant project geometry and link conditions, fleet dimensions, motion and scanner settings, structured incident history, vehicle poses and physical bodies, and compact local trial outcomes. The agent uses these data to inspect problems, propose permitted zone and transit-point changes, request trials in your browser and choose the next action. It can also receive up to two bounded diagnostic images generated from the recorded simulation evidence, showing vehicle bodies, scanners and routes. These are diagnostic drawings, not screenshots of your desktop.

This context may include unsaved project changes. Element names, CAD backgrounds, interface controls, credentials and legacy actions are excluded from both the projected data and diagnostic images. Local mode does not send this context to an AI provider. AI-assisted optimization shares the assistant's available models and usage counters; Full access controls acceptance of verified proposals and does not grant additional account permissions. A new tranche of paid calls requires an explicit action after its limit or a pause; recovery does not restart calls automatically. The optional AI processing described above applies to these requests as well.

For these optimization requests we keep technical records in your encrypted AI storage: request, project and session identifiers, an input fingerprint, status, structured model responses, usage and any error. To continue the agent's work, the server also keeps a bounded chain containing the selected technical context as text, structured local tool results and native model output, including encrypted reasoning-continuation items. Continuation must match the same account, project, session and initial inputs and refer to a request the server recognises. These records are not displayed as assistant conversations. Pixels from earlier diagnostic images are not retained in this chain, only their metadata; each step receives newly generated images when needed. An explicitly started new tranche uses a compact account of the current results rather than automatically carrying over the previous reasoning chain. The records share the existing account storage quota and remain until deletion of the associated saved project, if any, or the account.

Security data

To protect username sign-in against repeated attempts, the server keeps in memory the IP address the attempts come from for at most 15 minutes, and passes the IP address the request comes from to Supabase, so Supabase also limits attempts per user. The hosting and authentication providers also record technical request data, such as IP address and time, to keep their systems secure.

Communications

If you write to us, we process your email address, the information you choose to share and the content of your message.

Demo requests

If you request a demo with the form on the home page, we process your name, company and email address and, if you provide them, your role and message. Our server sends them at once in an email to info@agvsimulationstudio.com through Aruba SMTP, with your address as the reply address, and keeps no copy. To limit repeated and automated requests, it keeps in memory the IP address the form is sent from for at most one hour and your email address for at most 24 hours, and before sending your browser solves a short calculation issued by our server; no third-party anti-spam service is used.

3. Purposes and legal bases

We do not process your data for marketing, we do not sell it; we disclose it to the providers listed in section 5, and we do not use it for profiling or for decisions based solely on automated processing (Article 22 GDPR). We do not process special categories of data (Article 9 GDPR). Processing based on legitimate interest is limited to the data strictly necessary, and you can object to it as described in section 10.

4. Whether you must provide data

Browsing the public pages and the guide requires no data from you. An email address, username and password, or sign-in with Google or Microsoft, are necessary to create an account and use the Service: without them we cannot provide it. What you put in your projects is up to you. Consent to statistics cookies is optional: refusing it has no consequence on your use of the site.

When the email service is configured, we notify the administrator of new registrations and send users invitations and approval confirmations through Aruba SMTP, also used by Supabase for email confirmation and password recovery. We process the recipient email, invitation identifier, dates, sending and acceptance status, and identifiers of the administrators and accounts involved. A new account can be created only with the address of a valid invitation: at registration Supabase compares the email with the pending invitations and, without one, does not create the account. When you register with the code, our server receives your email, code, username and password, checks email and code and creates the account at Supabase already confirmed; the password goes to Supabase, which keeps only a hash of it, and our server does not store it. Invitations require the same address; the code is stored as a hash and temporarily in the encrypted queued message. To limit attempts, we keep a failure counter and any cooldown end time for each account and, before registration, for each email address; those per account are deleted when the account is closed, those per address after a day without attempts. If you ask to recover your password by username, the server finds your email in the username index and asks Supabase to send you the link. These emails concern service access and are not newsletters.

5. Recipients

Data is processed by the Controller's authorised and instructed staff (Article 29 GDPR and Article 2-quaterdecies of the Italian Privacy Code) and by the following providers, acting as processors under Article 28 GDPR:

• Render Services, Inc.: application hosting and encrypted storage of projects and runs on servers in Frankfurt (Germany);
• Supabase, Inc.: registration, authentication and account management;
• OpenAI: API processing of messages and technical project context when you use the optional AI assistant or AI-assisted traffic optimization;
• Aruba: sending registration notifications, invitations, approval confirmations, demo requests, email verification and password recovery messages;
• Google Ireland Limited: statistics with Google Analytics, only with your consent;
• the provider of the info@agvsimulationstudio.com mailbox.

Google and Microsoft, if you choose to sign in with their accounts, process data as independent controllers under their own privacy notices. Data may also be disclosed to authorities and other parties where required by law. Data is not published or sold. The current list of processors is available on request.

6. Transfers outside the EEA

Projects and runs are stored in the European Union. Render, Supabase and Google LLC, the parent company of Google Ireland Limited, are based in the United States, as is the Microsoft group: some data, such as account data, may therefore be processed or accessed outside the European Economic Area, for example for technical support or security. In such cases the transfer relies on an adequacy decision of the European Commission, such as the EU-U.S. Data Privacy Framework for certified providers (Article 45 GDPR), or on the standard contractual clauses adopted by the Commission (Article 46 GDPR). You can ask the Controller for information on the safeguards in place.

7. Retention

AI conversations on our server remain until you delete them or the associated saved project/account. OpenAI requests use store: false to disable stored Responses application state. This does not by itself provide Zero Data Retention. Under the provider's default policy, abuse-monitoring logs may include prompts and responses and are retained for up to 30 days, with exceptions for legal requirements or protection from harm. API data is not used to train models by default. Provider processing may take place outside the EEA; an EU-only processing arrangement is not asserted by this feature. See OpenAI's data controls; the transfer safeguards described in section 6 apply.

Automatic backups of the hosting provider's systems are overwritten according to their rotation cycle.

8. Security

The Controller applies technical and organisational measures appropriate to the risk (Article 32 GDPR), including:

• encrypted HTTPS connections;
• AES-256-GCM encryption of projects, backup copies, runs and the username index stored on the server;
• separate storage for each user, accessible only after identity verification with Supabase;
• hosting provider disks encrypted at rest;
• limits on sign-in attempts.

Encryption is not end-to-end: the server decrypts projects to return them to the authorised user. Recovery copies and traffic-optimization checkpoints kept in your browser and the .sim files you export are not encrypted by the application: keep them safe.

9. Third-party data in projects

The Service is designed for technical plant data. If you put personal data of third parties in your projects, such as names or references in a floor plan, you, or the organisation you work for, determine the purposes and means of that processing: you need an appropriate legal basis and should keep such data to what is strictly necessary. For this data the Controller acts on your behalf solely to provide the Service. Organisations that need a data processing agreement under Article 28 GDPR can request one at info@agvsimulationstudio.com.

10. Your rights

Within the limits and under the conditions set by the GDPR you have the right to:

• access your data and obtain a copy (Article 15);
• have it rectified (Article 16);
• have it erased, including closure of your account (Article 17);
• obtain restriction of processing (Article 18);
• receive the data you provided in a structured, commonly used and machine-readable format and transmit it to another controller (Article 20): projects can always be exported as .sim files and results as CSV, JSON and PDF;
• object at any time, on grounds relating to your particular situation, to processing based on legitimate interest (Article 21);
• withdraw your consent to statistics cookies at any time from “Cookie settings” at the bottom of the pages, without affecting the lawfulness of earlier processing (Article 7(3)).

You can delete your account directly from Project → Manage storage. This removes server data and the Supabase user; the draft and pending runs are removed from the current browser. Copies in other browsers or provider snapshots follow the applicable technical retention. For other requests, write to info@agvsimulationstudio.com, preferably from the address linked to your account. Requests are free of charge; we reply without undue delay and at the latest within one month, extendable by two months for complex requests (Article 12 GDPR). We may ask for information to verify your identity.

If you believe the processing infringes the GDPR, you can lodge a complaint with the Italian Garante per la protezione dei dati personali or with the supervisory authority of the Member State where you live or work, or seek a judicial remedy (Articles 77 and 79 GDPR).

11. Minors

The Service is intended for professional use and is not directed at persons under 18. We do not knowingly collect data from minors: if you believe a minor has given us data, write to us and we will delete it.

12. Changes

We may update this notice to reflect changes to the Service or the law. The version in force is always published on this page with the date of the last update; we will also point out substantial changes in the Service. If the Italian and English versions differ, the Italian version prevails.