Privacy Policy

In short

Smartoo helps teams build and run apps with AI. We collect the data we need to run the service, keep it secure, and improve the product. This page explains what we collect, why we share it with trusted providers, and how you can contact us about your data.

Who we are

Smartoo is operated by the company behind the Smartoo product (contact below). If you use Smartoo on behalf of a business, that business is usually the controller of workspace data; we process data as described here to provide the service.

What we collect

• Account — name, email, password (stored securely), profile details you add, and team membership.
• Content you add — text, files, knowledge items, app data, and similar material you or your team put in Smartoo.
• AI usage — prompts and context you send to AI features are processed to generate responses. Do not send secrets or data you are not allowed to share.
• Connections — when you connect third-party services (for example GitHub or email), we store tokens or credentials as needed to sync data you authorize, as described in-product.
• Technical data — IP address, device/browser type, logs, diagnostics, and security signals.
• Billing — payment-related information is handled by our payment provider; we do not store full card numbers on our servers.
• Analytics (optional) — if you accept non-essential cookies, we use analytics tools to understand usage. You can change this anytime in Team Settings → Privacy.

How we use data

We use data to:

• Provide, secure, and troubleshoot Smartoo
• Process AI requests and run workflows you configure
• Send service and transactional email (for example invitations and billing)
• Improve reliability and product experience, including optional analytics if you allow it
• Meet legal obligations and enforce our Terms

AI and large language models

When you use AI features, inputs and related context may be sent to model providers (for example Microsoft Azure OpenAI) to generate outputs. Providers handle data under their own terms and security practices. Do not submit personal data you do not have a right to share, or highly sensitive information, unless your organization has approved that use.

Cookies and analytics

Essential cookies keep you signed in and run the platform. If you click Accept on our cookie notice, we may load analytics tools (such as PostHog) to measure product usage, including session replay (recordings of how pages are used) to fix bugs and improve the product. We mask form inputs in recordings where the tool allows. If you choose Reject non-essential, we do not load those tools on that browser until you opt in.

Who we share with

We use service providers (“subprocessors”) to host Smartoo, send email, process payments, run AI, store files, and (if you allow) analytics. They may process data on our instructions.

The exact providers in use can change as we improve Smartoo. Ask us for the current list anytime at the email below.

International transfers

We may process and store data in Hong Kong, the United States, the European Union, or other regions where we or our providers operate. We use appropriate safeguards where required, such as standard contractual clauses offered by providers.

Retention

We keep data while your account is active and for a limited period afterward for backups, legal compliance, and dispute resolution. Some logs may be kept for security. Exact periods can depend on the type of data and your team’s settings.

Your choices and rights

Depending on where you live, you may have rights to:

• Access or export a copy of your personal data
• Correct inaccurate data
• Delete or restrict certain processing
• Object to processing or withdraw consent for optional analytics
• Lodge a complaint with a data protection authority

To make a request, email privacy@smartoo.io. We may need to verify your identity. We will respond within a reasonable time (typically within 30 days). Some requests may be limited if we must keep data for legal or security reasons.

Children

Smartoo is for adults. We do not knowingly collect personal data from anyone under 18.

Contact

Questions about this policy: privacy@smartoo.io

This policy is meant to be clear and practical. It is not personalized legal advice for your organization.