Smart Donna AI Privacy Policy

Effective Date: 5th June 2024

Smart Donna AI ("Smart Donna", "we", "us", or "our"), a product owned by Smart Donna LLC, is dedicated to safeguarding the privacy and security of our users' personal data. This document details our policies regarding the collection, use, and sharing of personal data when you use our services.

For further inquiries or more information about our Privacy Policy, please contact us at contact@smartdonna.com.

What Personal Data Do We Collect?

• User Information: Name, email address, and password from account registration. Additional details from external authentication services (e.g., name, email, profile image URL) are also collected.
• Meeting Information: Details including date, time, attendees, and recordings (video, audio, transcripts) when meetings are scheduled through our platform.
• Communication Data: Messages and communications within the platform, including emails and chat messages.
• Usage Data: Information on how our services are utilized, such as feature usage, session lengths, and interaction frequencies.
• Device Information: Device type, operating system, browser details, locale, and language settings.

How Do We Collect Personal Data?

• Registration Forms: Data is collected via account setup and meeting scheduling forms.
• Cookies and Tracking Technologies: These are used to gather information about interactions with our platform.
• Integration with Third-Party Services: Data from services such as calendar or email providers is collected to enhance user experience.
• Direct Communications: Data from direct interactions with us, including emails and customer support communications.

How Do We Use Personal Data?

• Service Provision: To manage accounts, schedule meetings, and enable platform functionalities.
• Service Improvement: To enhance performance, fix bugs, and improve user interfaces.
• Marketing and Advertising: For promotional materials and customized user experiences.
• Legal Compliance: To fulfill legal requirements and respond to lawful requests.
• Customer Support: To resolve issues and respond to user inquiries.

Limited Use Disclosure

Google API Data Use Compliance

Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This policy is easily accessible to all users and governs how we handle data obtained through Google APIs.

Sharing Personal Data

Clear statement about data sharing: Smart Donna AI does share certain user data with third-party tools, including AI models, for specific purposes as outlined below. We are committed to protecting your privacy and only share data when necessary to provide and improve our services.

Identification of third-party tools: We interact with the following types of third-party tools:

• AI Models: We use advanced AI models to analyze meeting transcripts and provide intelligent insights.
• Analytics Services: We use analytics tools to understand user behavior and improve our platform.
• Cloud Storage Providers: We use secure cloud storage to store meeting recordings and transcripts.
• Email Service Providers: We use email services to send notifications and communications to users.

Purpose of sharing: We share data with these third-party tools for the following reasons:

• Improving App Functionality: AI models help us provide intelligent meeting summaries and action item extraction.
• Performance Analytics: Analytics services help us understand how users interact with our platform, allowing us to make improvements and fix issues.
• Secure Data Storage: Cloud storage providers ensure that your meeting data is safely stored and easily accessible.
• Communication: Email service providers help us send important notifications and updates about your account and meetings.

We do not sell your personal data to third parties. Any data sharing is done solely for the purpose of providing and improving our services.

Data Security and Storage

• Encryption and Access Controls: To protect data during transit and storage.
• Regular Security Audits: To identify and mitigate vulnerabilities.
• Data Location: Data is stored on secure servers provided by AWS and GCP in Mumbai, India.

Data Retention

• User Account Information: Retained as long as the account is active.
• Meeting Information: Retained for two years or as legally required.
• Usage and Communication Data: Retained based on service use and dispute resolution needs.

Your Rights

• Access, Rectification, Erasure: To manage, correct, or delete your personal data.
• Restrict Processing and Data Portability: To control how your data is used.

CCPA Privacy Rights

• Right to Know, Delete, Opt-Out: As specified under the CCPA, including non-discrimination for exercising these rights.

User Consent Requirements

• Data Sharing with Third Parties: We clearly describe how data is shared in our privacy policy and user interface.
• Explicit User Consent: We obtain explicit consent via clear mechanisms in our app for data sharing with third parties, including AI models.

Changes to This Policy

We reserve the right to modify this policy and will notify users of significant changes through our platform or via email.

Children's Information

We do not knowingly collect personal information from children under 13. Contact us if such information has been collected inadvertently.

Contact Us

For any questions or concerns, please reach out to us at contact@smartdonna.com.