AI Assistants Privacy

This policy covers the internal-use AI assistants and chatbots operated by SmartBrain Services — both our own internal tools and the ones we host for the internal use of our clients' teams.

It does not cover public-facing AI assistants or chatbots that our clients launch to their own customers through our infrastructure. Each of those has its own dedicated privacy policy, published by that client on their own website.

They are internal tools (via WhatsApp, web, or other channels) used exclusively by SmartBrain Services staff, or by the authorized internal team members of our clients, to support day-to-day operations — such as looking up internal information, generating reports, or automating internal tasks. They are not exposed to the general public.

These assistants do not store, process, or have access to personal data belonging to our clients' end customers. They do not hold conversations with the public, and no data from a client's own customers passes through them.

The only information these assistants may process is:

• Messages or queries sent by authorized internal staff while using the assistant for work purposes.
• Access credentials needed to authenticate authorized users.
• Technical usage logs, kept for maintenance and security purposes.

We use it exclusively to operate, maintain, and improve the assistant, provide technical support, and safeguard the security of the tool. We do not use it for advertising or profiling purposes.

We do not sell or share this information for commercial purposes. It may only be accessed by infrastructure and AI-model providers strictly necessary to operate the assistant, always under confidentiality obligations.

We apply technical and organizational measures — encryption in transit, restricted access limited to authorized personnel, and periodic security reviews — to protect the information these assistants process.

Usage logs and internal messages are kept only for as long as necessary to operate and support the assistant, or for the duration of our relationship with the corresponding client.

We may update this policy occasionally. When we do, we'll update the "last updated" date at the top of this page.

Questions about this policy can be sent to hola@smartbrainservices.com.

See our AI Assistants Terms of Use for the acceptable-use rules for these assistants.