SmiloAI Privacy Policy

At SmiloAI ("SmiloAI," "we," or "our"), we take the privacy of our users seriously. This policy explains what data we collect, why we collect it, and how we protect it when you use our AI-powered CRM, bulk email campaigns, business finder, product finder, call center automation, data analytics, workflow optimization, and API integration services. By using our services or visiting our website, you agree to the processing of your data as described in this policy.

Google API Disclosure

SmiloAI's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Access to Gmail integration, Google Analytics, and Google Ads data is used solely for service delivery purposes.

1. Types of Data We Collect

Account and Identity Information

Basic information collected to provide our services:

• Full name and email address
• Phone number and company information
• Account password (stored in encrypted form)
• Billing address and payment information
• Profile photo (optional)

Business and Product Finder Data

Information collected for our business finder and product finder modules:

• Target company search criteria and preferences
• Discovered business information (name, sector, contact details)
• Product research history and favorite products
• Product data collected from Alibaba and 1688 platforms
• China market analysis results and trend information
• Supplier reliability scores and reviews

Call Center and Communication Data

Information recorded for our AI call center service:

• Incoming and outgoing call records
• Audio files and automatic transcripts
• Call duration, date, and outcome information
• Customer satisfaction scores and AI evaluations
• Automated response system interaction data

Email Marketing Data

Information collected for bulk email campaigns:

• Email lists and segmentation information
• Open, click, and conversion rates
• Email preferences and subscription status
• A/B test results and personalization data
• Spam reports and rejection reasons

Data Analytics and Business Intelligence Data

Data processed for our smart analytics service:

• Business performance metrics and KPIs
• Sales trends and forecast model results
• Customer behavior analysis data
• Inventory levels and stock information
• Financial reporting and cost analyses

Automation and Workflow Data

Information recorded for workflow automation:

• Created scenarios and trigger conditions
• Automated process results and logs
• Scheduling and recurrence settings
• Multi-channel integration data
• API call logs and performance metrics

2. Automatically Collected Technical Information

The following technical data is automatically collected to improve service quality and ensure security:

• IP address, browser type and version
• Operating system and device information
• Cookies and similar tracking technologies
• Platform usage statistics and performance metrics
• Error reports and system logs
• API call logs and integration data

3. Purposes of Data Use

Service Delivery and Improvement

We use your data for the following purposes:

• Running and optimizing AI call center services
• CRM system data synchronization and reporting
• Personalizing and sending email campaigns
• Training and improving lead scoring algorithms
• Providing customer support services
• Monitoring and optimizing platform performance

Analytics and Reporting

For business intelligence and analytics services:

• Sales performance and conversion analysis
• Customer behavior analysis and segmentation
• Campaign effectiveness measurement
• AI model accuracy and performance metrics
• ROI calculations and business insights

Security and Compliance

For platform security:

• Fake account and fraud detection
• Prevention of security breaches
• Fulfilling legal obligations
• Audit and compliance reporting

4. AI and Machine Learning Data Usage

Model Training and Improvement

Your data may be used in the following ways to improve our AI services:

• Analysis of call center conversations (anonymized)
• Examination of email open and click patterns
• Modeling lead behaviors
• Calibration of prediction algorithms
• Training natural language processing models

Personalization and Recommendations

AI-powered personalization to provide you with better service:

• Content and campaign recommendations
• Determining optimal communication times
• Predicting customer preferences
• Automatic segmentation and targeting

5. Data Sharing and Third Parties

Service Providers

We may share your data with trusted third parties in the following cases:

• Cloud hosting and data storage providers
• Email delivery services
• Payment processing companies
• Analytics and performance monitoring tools
• Customer support platforms

Integrations

With your permission, for integration with other platforms:

• CRM systems (Salesforce, HubSpot, etc.)
• Email marketing tools
• Analytics platforms (Google Analytics, etc.)
• Social media platforms
• Business intelligence and reporting tools

Legal Obligations

Data sharing may be required in the following situations:

• Legal requests and court orders
• Public safety requirements
• Regulatory authorities
• Company merger or acquisition transactions

6. Cookies and Tracking Technologies

Cookie Types

We use the following types of cookies on our website:

• Essential Cookies: Required for platform functionality
• Analytics Cookies: Usage statistics and performance measurement
• Marketing Cookies: Targeted advertising and campaign tracking
• Functional Cookies: User preferences and personalization

Cookie Management

You can control your cookie preferences from your browser settings or our cookie management panel. Disabling certain cookies may affect platform functionality.

7. Data Security and Protection

Technical Security Measures

We implement the following measures to protect your data:

• End-to-end encryption (AES-256)
• SSL/TLS secure connections
• Multi-factor authentication (2FA)
• Regular security audits and penetration testing
• Firewall and DDoS protection
• Access log monitoring

Organizational Security

For human factor security:

• Employee security training
• Role-based access control
• Data processing procedures
• Confidentiality agreements
• Regular security awareness training

8. Data Retention and Deletion

Retention Periods

Retention periods for different data types:

• Account information: As long as the account is active
• CRM data: As long as the customer relationship continues
• Call center records: 2 years (legal requirement)
• Email campaign data: 3 years
• Lead analysis data: 5 years
• Billing and payment information: 10 years (legal requirement)

Secure Deletion

Data that has exceeded its retention period is securely deleted and made unrecoverable.

9. User Rights and Data Control

GDPR and KVKK Rights

You have the following rights:

• Right of Access: Learn what data is being processed about you
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restrict Processing: Request suspension of certain processing activities
• Right to Data Portability: Transfer your data to another platform
• Right to Object: Object to data processing

How to Exercise Your Rights

To exercise your rights:

• Use the in-platform Privacy Center
• Email us at support@smiloai.com
• We will respond within 30 days after identity verification

10. International Data Transfers

Our service providers may be located in different countries. The following safeguards apply to data transfers:

• EU Commission Adequacy Decisions
• Standard Contractual Clauses (SCCs)
• Privacy Shield certifications
• Binding Corporate Rules (BCRs)

11. Special Data Categories

Sensitive Personal Data

The following sensitive data is under special protection:

• Health information (for healthcare sector clients)
• Financial status information
• Biometric data (for voice recognition)
• Location information

Protection of Children's Data

We do not knowingly collect data from individuals under 16 years of age. If such a situation is detected, the data is immediately deleted.

12. Data Breach Notification Procedure

In the event of a data security breach:

• Relevant authorities are notified within 72 hours
• Affected users are immediately informed
• Risk mitigation measures are implemented immediately
• Transparent communication is maintained

13. Third-Party Services and Integrations

Third-party services used on the platform:

• Google Services: Analytics, Ads, Gmail API
• Microsoft Services: Office 365, Outlook integration
• Social Media APIs: LinkedIn, Facebook, Twitter
• Payment Processors: Stripe, PayPal
• Cloud Providers: AWS, Azure, Google Cloud

These services have their own privacy policies.

14. Artificial Intelligence and Automated Decision-Making

Our AI systems may make automated decisions in the following areas:

• Lead scoring and customer segmentation
• Email send timing
• Call center routing decisions
• Spam and fraud detection

You have the right to object to these decisions and request human intervention.

15. Policy Updates and Notifications

This privacy policy is regularly reviewed and may be updated. Significant changes will be:

• Notified via email
• Announced on the platform
• Given 30 days advance notice
• May require your consent

16. Contact and Complaints

To contact us regarding privacy matters:

• General Information: info@smiloai.com
• Technical Support: support@smiloai.com
• Sales and Business Development: sales@smiloai.com

Regulatory Authorities

Authorities you can contact regarding your data protection rights:

• Turkey: Personal Data Protection Authority (KVKK)
• EU: Relevant Data Protection Authority in your country
• USA: Federal Trade Commission (FTC)