Privacy Policy

Effective Date: 23/07/2025

SmartBrief ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our platform and services, including our use of third-party technologies such as OpenAI.

1. Information We Collect

We may collect the following types of information:

  • Personal Information: Name, email address, organization, and contact details.
  • Document and Content Data: Legal or business documents you upload, generate, or edit using our platform.
  • Usage Data: IP address, browser type, device info, pages visited, and actions taken (via cookies and analytics tools).
  • Communication Data: Records of your correspondence with us, support queries, or feedback.

2. How We Use Your Information

We use your data to:

  • Provide and improve our services, including document drafting and AI-powered features;
  • Process and respond to your inquiries or requests;
  • Analyze usage trends and optimize platform performance;
  • Send service-related communications (e.g., updates, alerts);
  • Ensure legal compliance and enforce our terms of service.

3. Integration with OpenAI

Our platform integrates with OpenAI’s API to provide AI-powered document generation, summarization, and analysis.

  • What’s sent to OpenAI: Text you submit (e.g., contract clauses or prompts) may be transmitted to OpenAI servers for processing.
  • Data handling: OpenAI does not store or use your data to train its models if you are on a paid API plan. We ensure our usage aligns with OpenAI's data usage policies.
  • Confidentiality: We do not send personally identifiable information or sensitive client data to OpenAI unless necessary for service functionality and in accordance with this policy.

You can learn more about OpenAI’s data policy here: https://openai.com/enterprise-privacy

4. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

  • Trusted service providers (e.g., cloud hosting, analytics, OpenAI) under strict confidentiality agreements;
  • Legal authorities, where required by law or to protect rights and safety;
  • In case of a merger or acquisition, your data may be transferred to the acquiring organization.

5. Your Rights and Choices

You may:

  • Access, correct, or delete your personal data;
  • Withdraw consent or object to certain data processing;
  • Request a copy of your data in a portable format.

To exercise your rights, please contact us at support@smartbrief.io

6. Data Retention

We retain your data only as long as necessary for the purposes outlined above or as required by law. Uploaded documents can be deleted at your request.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Enable core platform functionality;
  • Track usage patterns for analytics (e.g., via Google Analytics);
  • Improve your user experience.

You can manage your cookie preferences through your browser settings.

8. International Users and Data Transfers

If you access our services from outside South Africa (e.g., EU/UK/US), your data may be processed in countries with different data protection laws. We take steps to ensure adequate protection, including data transfer agreements where applicable.

9. Security

We use industry-standard technical and organizational measures to safeguard your data, including encryption, secure access, and monitoring. However, no system is entirely immune to security risks.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or a prominent notice on our site.

11. Contact Us

If you have questions or concerns about this Privacy Policy, please contact:

SmartBrief
Email: suport@smartbrief.io
Address: 7 Murati Aven, Centurion