Privacy Policy

1. Information We Collect

We collect information that you voluntarily provide when using our services:

• Account Information: When you register, we collect your username, email address, and password.
• Company Information: When you document processes, we collect information about your company, including company name, contact details, and business processes.
• Process Documentation: We collect the process descriptions, steps, roles, and other information you provide when documenting your business processes.
• Uploaded Documents: When you upload documents, we collect the files and associated metadata.
• Usage Data: We automatically collect information on how you interact with our service, including access times, pages viewed, and the features you use.

2. How We Use Your Information

We use your information for the following purposes:

• Provide Our Services: To operate and maintain the Process Documentation Tool and deliver the services you request.
• Process Analysis: To analyze your business processes and provide recommendations for improvements and potential automation opportunities.
• Communication: To respond to your inquiries, send you requested information, and provide customer support.
• Service Improvement: To improve our services, website functionality, and user experience.
• Security: To detect, prevent, and address technical issues and protect against fraudulent or unauthorized activity.

3. Artificial Intelligence and Data Processing

Our service uses artificial intelligence technology to analyze process documentation and generate recommendations:

• Process Analysis: We use OpenAI's technology to analyze your documented processes and identify inefficiencies, automation opportunities, and improvement recommendations.
• Data Submission to AI Services: When you submit process documentation for analysis, this information is securely transmitted to OpenAI's API service for processing.
• Responsible AI Use: We ensure that all AI processing adheres to ethical guidelines and maintains data privacy. We do not use your data to train AI models.
• AI Output Transparency: We clearly identify content that has been generated or augmented by AI, and we maintain human oversight of all AI-generated recommendations.

Our use of AI is governed by strict data processing agreements that ensure your information is protected in accordance with applicable privacy laws.

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data on the following legal grounds:

• Contract: Processing is necessary for the performance of our contract with you when you use our services.
• Legitimate Interests: Processing is necessary for our legitimate interests, such as improving our services and ensuring security, provided these interests are not overridden by your rights.
• Consent: Where required by law, we process your data based on your consent, which you can withdraw at any time.
• Legal Obligation: Processing may be necessary to comply with legal obligations to which we are subject.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. We will securely delete or anonymize your information when it is no longer needed for these purposes.

6. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: We may share your information with third-party service providers who help us operate our business and deliver services (e.g., cloud hosting, email services, and AI processing).
• Legal Requirements: We may disclose your information if required by law or in response to valid requests by public authorities.
• Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• With Your Consent: We may share your information with third parties when you have given us your consent to do so.

We do not sell your personal information to third parties.

7. Your Data Protection Rights (GDPR)

If you are located in the European Economic Area (EEA), you have the following rights under the GDPR:

• Access: You have the right to request copies of your personal data.
• Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Erasure: You have the right to request that we erase your personal data, under certain conditions.
• Restriction of Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Data Portability: You have the right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
• Objection: You have the right to object to our processing of your personal data, under certain conditions.

To exercise these rights, please contact us using the details provided in the "Contact Us" section below.

8. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have data protection laws that are different from the laws of your country.

When we transfer your information to countries outside the EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission, to protect your information in accordance with this Privacy Policy and applicable law.

9. Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data
• Regular security assessments
• Limited access to personal information
• Secure authentication mechanisms
• Regular monitoring for potential vulnerabilities

However, no method of transmission over the Internet or electronic storage is 100% secure, so we cannot guarantee absolute security.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our service and hold certain information. Cookies are files with a small amount of data that may include an anonymous unique identifier.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service.

11. Children's Privacy

Our service is not directed to individuals under the age of 16, and we do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us.

12. Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: