Privacy Policy

1. Introduction

SmartSphere Technologies (“SmartSphere”, “we”, “our”, or “us”) provides conversational AI agents for voice, chat, and messaging. This Privacy Policy explains what personal data we collect, how we use it, and the rights you have over that data. It applies to our websites, products, and services, but not to third-party sites we link to.

2. Information We Collect

Account information

Name, work email, company, role, phone number, and billing details you provide when you sign up, request a demo, or contact sales.

Usage data

Device, browser, IP address, pages visited, time on page, referrer, and similar diagnostic and analytics data we receive automatically when you use our services.

Conversation data

Voice recordings, transcripts, chat messages, and metadata generated when end-users interact with agents you operate. This data is processed on behalf of our customers under a Data Processing Agreement.

Cookies and similar technologies

We use cookies and similar technologies for essential site functions, analytics, and marketing. See our Cookie Policy for details and your choices.

3. How We Use It

We use the information we collect to:

• Provide, maintain, and improve our services.
• Authenticate users and secure our platform.
• Bill and administer subscriptions.
• Provide customer support and respond to your inquiries.
• Send service updates, security notices, and (with consent) marketing communications.
• Comply with legal obligations and enforce our agreements.

4. Legal Basis for Processing (GDPR & UAE PDPL)

Where the EU General Data Protection Regulation (GDPR) or the UAE Personal Data Protection Law (PDPL) applies, we rely on one or more of the following legal bases:

• Contract — to provide the services you or your organization signed up for.
• Legitimate interests — to operate, secure, and improve the platform, where those interests are not overridden by your rights.
• Consent — for non-essential cookies, marketing communications, and any processing that requires opt-in.
• Legal obligation — where we are required to process data to comply with applicable law.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, to comply with our legal obligations, resolve disputes, and enforce our agreements. Customer conversation data is retained according to the retention window configured in the customer’s workspace, after which it is deleted or anonymized.

6. Your Rights

Depending on where you live, you may have the following rights in relation to your personal data:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — request deletion of your personal data, subject to legal retention obligations.
• Portability — receive your data in a structured, machine-readable format.
• Objection — object to processing based on legitimate interests or for direct marketing.
• Restriction — request that we limit how we process your data in certain circumstances.
• Withdrawal of consent — withdraw consent at any time where processing is based on consent.

To exercise any of these rights, email privacy@smartspheretechnologies.com.

7. International Data Transfers

We operate globally and may transfer personal data outside your country of residence — including to the United States and other jurisdictions. Where required, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (SCCs) and equivalent transfer mechanisms recognized under the UAE PDPL.

8. Cookies

We use cookies and similar technologies to operate our website, measure performance, remember your preferences, and (with consent) deliver marketing. For a full list and your choices, see our Cookie Policy.

9. Sub-processors

We use a small number of carefully selected sub-processors to power specific parts of the platform (cloud hosting, telephony, LLM inference, payments). The current list is published on our Security & Privacy page; customers under a DPA receive change notifications.

10. Children’s Privacy

Our services are designed for businesses and are not directed to children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us at privacy@smartspheretechnologies.com and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date above and, for material changes, provide notice through the service or by email.

12. Contact

For privacy questions, requests, or concerns, contact us at privacy@smartspheretechnologies.com.

13. Complaints

If you believe our processing of your personal data infringes applicable law, you have the right to lodge a complaint with a supervisory authority. In the EU/EEA, that is your local Data Protection Authority (DPA). In the United Arab Emirates, complaints can be directed to the UAE Telecommunications and Digital Government Regulatory Authority (TDRA).