Smart Assistant Pro Privacy Policy

Effective Date: January 1st, 2025

At SmartAssistant.pro, we are committed to safeguarding your personal information and ensuring a safe online experience for you. This Privacy Policy explains how we collect, use, share, and protect your personal data when you visit our website, use our services, or otherwise interact with us. By using our website and services, you agree to the practices described in this Privacy Policy. If you do not agree with this policy, please refrain from using our services.

1. Information We Collect

We collect various types of information in connection with the services we provide, which may include: Personal Data: This includes, but is not limited to, your name, email address, phone number, business details, and payment information. We may collect personal data when you register for an account, fill out forms, or use our services. Non-Personal Data: This can include information such as browser type, device type, IP address, and browsing behavior on our website (e.g., cookies, analytics). AI Interaction Data: As part of our AI solutions, we may collect data regarding your interactions with our AI-powered tools, chatbots, and other services to improve functionality and performance.

2. How We Collect Information

We collect information in the following ways: Directly from You: When you fill out forms, interact with our services, or communicate with us. Automatically: Through the use of cookies and other tracking technologies as you navigate our website or use our services.

3. Why We Collect Information

We collect and use your personal data for the following purposes: To Provide Services: To deliver AI solutions, provide customer support, and improve the functionality of our AI-powered services. To Communicate with You: To send service-related communications, promotional offers (if you opt-in), and updates about your account or services. For Legal Compliance: To comply with applicable legal obligations and respond to lawful requests by public authorities.

4. No Sale of Information

We will never sell your personal information. We only share your data with third parties in the following situations: Required by Law: We may share your data if required by law or a legal obligation, such as compliance with a subpoena, legal process, or regulatory requests. Service Providers: We share information with trusted third-party vendors who assist us in providing services, such as chatbot providers, data storage, and cloud-based services. These providers are required to protect your data in accordance with applicable laws.

5. Data Processing Agreement (DPA)

If your organization is using our AI services for business purposes, we may require a Data Processing Agreement (DPA) in accordance with GDPR and other applicable data protection laws. The DPA will outline the terms and conditions under which we process personal data on behalf of our clients.

6. Special Categories of Data

We do not intentionally process special categories of personal data (e.g., health data). If, in the course of using our services, you provide us with any such sensitive information, you consent to our processing of that data solely for the purposes of providing our services.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill our services or as required by law. After this period, we will securely delete or anonymize your personal information.

8. Security of Your Information

We implement commercially reasonable security measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include encryption, firewalls, and secure storage protocols. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

9. Your Data Protection Rights

We believe all users should have control over their personal data. Depending on the laws in your country, you may have certain rights regarding your personal data. These rights may include: Access: You can ask for a copy of the personal data we have about you. Correction: You can ask us to correct any personal data that is wrong or incomplete. Deletion: You can request that we delete your personal data, unless we are required to keep it for legal reasons. Restriction of Processing: You can ask us to stop using your personal data in certain ways, such as when you believe the data is inaccurate or the processing is unlawful. Portability: You can ask for a copy of your personal data in a format that can be easily transferred to another service. Opt-Out: You can choose not to receive marketing communications from us by clicking the "unsubscribe" link in those messages, otherwise indicating 'Opt-Out', or by contacting us directly. Please note that some of these rights are required by law in certain countries, while others may be specific to your location. In our commitment to data integrity, we afford these rights to all our users, regardless of where they are located. If you'd like to exercise any of these rights, please contact us using the details in the "Contact Us" section below.

10. International Transfers

As SmartAssistant.pro operates globally, your personal data may be transferred and processed in countries outside of your own, including countries that may not have data protection laws equivalent to those in your jurisdiction. We will take all necessary steps to ensure that your personal data is processed securely and in compliance with applicable laws.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and to analyze usage patterns. You can control cookie settings through your browser settings or by using opt-out tools provided by us. However, blocking cookies may affect certain features of our services and website.

12. Third-Party Links

Our website may contain links to third-party websites that we do not operate. We are not responsible for the content, privacy practices, or the security of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Third-Party Large Language Model (LLM) and Service Provider Disclosure

As part of our commitment to delivering cutting-edge AI solutions, [Your Company Name] ("we," "us," or "our") integrates third-party Large Language Models (LLMs) and other service providers into our chatbot services. These third-party providers may process your data in accordance with their own privacy policies, terms of service, and data practices. This disclosure outlines the nature of these integrations, your rights and responsibilities, and our role in facilitating these services.

a) Third-Party LLM Integration: Our chatbot platform allows you to select and connect to various third-party LLM providers based on your specific needs and preferences. These LLMs are developed and maintained by independent entities, and their use is subject to the terms, conditions, and privacy policies of the respective providers. LLM Selection: You have the option to choose from a range of LLM providers available through our platform. Each provider may offer different capabilities, performance levels, and data-handling practices. Data Processing by LLMs: When you use an LLM through our services, the provider of that LLM may process your input data (e.g., chat queries, user interactions) to generate responses. This processing is governed by the LLM provider's privacy policy and terms of service. No Control Over Third-Party Practices: We do not control, and are not responsible for, the data practices, security measures, or privacy policies of third-party LLM providers. We encourage you to review the privacy policies and terms of service of any LLM provider you select before connecting to their services.

b) Other Third-Party Service Providers: In addition to LLMs, our chatbot services may rely on other third-party providers for essential functionalities, such as cloud hosting, data storage, analytics, and payment processing. These providers may also process your data in accordance with their own policies and practices. Dependence on Third-Party Services: Our ability to deliver our services depends on the performance and reliability of these third-party providers. While we carefully select our partners, we cannot guarantee their continued availability, security, or compliance with applicable laws. Third-Party Policies: Each third-party provider may have its own privacy policies, terms of service, and data handling practices. We are not responsible for the actions, omissions, or policies of these providers. We strongly recommend that you review the policies of any third-party providers involved in delivering our services.

c) Your Responsibilities: By using our chatbot services and selecting third-party LLMs or other service providers, you acknowledge and agree to the following: Review of Policies: It is your responsibility to review and understand the privacy policies, terms of service, and data practices of any third-party LLM or service provider you choose to connect to through our platform. Compliance with Laws: You are responsible for ensuring that your use of third-party LLMs and other services complies with all applicable laws, regulations, and industry standards, including but not limited to data protection laws (e.g., GDPR, CCPA). Data Ownership and Control: You retain ownership of your data, but you acknowledge that third-party providers may process your data in accordance with their policies. We are not liable for any misuse, loss, or unauthorized access to your data by third-party providers.

d) Our Role and Limitations: Facilitator, Not Provider: We act as a facilitator, enabling you to connect to third-party LLMs and other services through our platform. We do not own, operate, or control these third-party services. No Endorsement: The inclusion of third-party LLMs or service providers on our platform does not constitute an endorsement, warranty, or guarantee of their services, performance, or compliance with applicable laws. Limitation of Liability: To the fullest extent permitted by law, we disclaim all liability for any damages, losses, or claims arising from your use of third-party LLMs or other services, including but not limited to data breaches, service interruptions, or non-compliance with applicable laws.

e) Data Security and Privacy: While we take reasonable measures to ensure the security and privacy of your data within our systems, we cannot guarantee the security of data once it is transmitted to or processed by third-party LLMs or other service providers. You acknowledge that: Third-Party Risks: Data transmitted to third-party providers may be subject to risks, including unauthorized access, data breaches, or misuse. Your Consent: By using our services and connecting to third-party providers, you consent to the transfer and processing of your data by these providers in accordance with their policies.

f) Changes to Third-Party Providers: We reserve the right to add, remove, or replace third-party LLMs and service providers at any time without prior notice. If a provider you are using is removed or replaced, we will make reasonable efforts to notify you and provide alternative options where available.

g) Governing Law and Dispute Resolution: This disclosure and any disputes arising from your use of third-party LLMs or services shall be governed by the laws of Canada. Any disputes shall be resolved through binding arbitration or in the courts of Canada.

h) Data Breach Notification: In the event of a data breach that affects your personal data, we will notify you as soon as possible and in accordance with applicable laws. We will provide information on the nature of the breach, the data involved, and any remedial steps taken.

15. Children’s Privacy

Our services are not intended for people under the age of 18. We do not knowingly collect personal data from people under the age of 18. If we discover that someone under the age of 18 has provided us with personal data, we will take immediate steps to delete such information.

16. Sub Processors

We may engage Sub Processors to assist us in providing our services. These Sub Processors may have access to your personal data, but are required to abide by all applicable laws. Sub Processors include: Cloud storage providers, AI platform providers (LLM services), Analytics and marketing providers.

17. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page, and the "Last Updated" date will be revised accordingly. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data.