Privacy Policy

1. Introduction

Smartworks Solutions LLC ("Smartworks," "we," "us," or "our") operates SmartCore 360, an AI-powered business intelligence platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

By accessing or using SmartCore 360, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, and organizational details necessary to provide the service.

Business Data

SmartCore 360 processes business data that you or your organization connect to the platform, including documents, reports, CRM records, calendar events, emails, and other business information. This data is processed solely to provide you with AI-powered insights and is never used for any other purpose.

Usage Data

We collect information about how you interact with the platform, including queries, feature usage, and session information, to maintain and improve the service.

Third-Party Integrations

When you connect third-party services (such as Google Workspace, GoHighLevel, QuickBooks, or Slack), we access only the data necessary to provide the requested functionality, limited to the scopes you explicitly authorize.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain SmartCore 360
• Process your queries and deliver AI-powered responses
• Connect to and synchronize with your authorized third-party services
• Monitor usage for billing and quota management
• Improve the platform's performance and reliability
• Communicate with you about your account and service updates
• Comply with legal obligations

4. What We Do Not Do

We are committed to your privacy and data security. We do not:

• Sell your data. We will never sell, rent, or trade your personal or business data to third parties.
• Use your data to train AI models. Your business data is not used to train, fine-tune, or improve general-purpose AI models. Your data is yours.
• Share your data with other customers. Each account's data is isolated and never accessible to other users or organizations.
• Display advertising. We do not serve ads or use your data for advertising purposes.
• Access your data without authorization. We only access your data as necessary to provide the service or as required by law.

5. Data Storage and Security

Your data is stored in secure cloud infrastructure with encryption at rest and in transit. We implement industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• Encryption at rest for stored data
• Role-based access controls
• Regular security audits and monitoring
• Account-level data isolation

6. Third-Party Services

SmartCore 360 integrates with third-party services to provide its functionality. When you connect these services, your data may be processed by:

• AI model providers (OpenAI, Anthropic) — Your queries are sent to these providers for processing. These providers do not retain or train on your data per their enterprise API terms.
• Cloud infrastructure providers — For hosting, storage, and database services.
• Integration partners — Only when you explicitly connect a third-party service (e.g., Google, QuickBooks).

We only share the minimum data necessary to perform the requested function.

7. Google User Data

When you connect your Google account to SmartCore 360, we access Google user data through the Google API in accordance with the Google API Services User Data Policy, including the Limited Use requirements.

Data We Access

Depending on the scopes you authorize, SmartCore 360 may access:

• Google Drive (drive.readonly) — Read-only access to files and folders you choose to sync. We index document content into your private knowledge base for AI-powered search and analysis.
• Gmail (gmail.readonly) — Read-only access to search and retrieve email messages. Email content is used only to answer your questions in real-time and is not stored permanently.
• Google Calendar (calendar.readonly) — Read-only access to view your calendar events. Events are displayed on your dashboard and can be referenced in AI conversations.

How We Use Google Data

SmartCore 360's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only use Google data to provide and improve user-facing features that are visible to the user.
• We do not use Google data for advertising, market research, or to build user profiles for ad targeting.
• We do not sell or transfer Google data to third parties except as necessary to provide the service, comply with law, or as part of a merger/acquisition with advance user notice.
• We do not use Google data for AI model training or any purpose unrelated to providing SmartCore 360 functionality.
• Human access to Google data is limited to security incident investigation, legal compliance, user support (with consent), and aggregated/anonymized internal operations.

Storage and Security of Google Data

• OAuth tokens are encrypted at rest using AES-256-GCM encryption.
• Drive documents synced to your knowledge base are stored in your account's isolated storage with encryption at rest.
• Email content retrieved via Gmail is used in real-time for AI responses and is not persisted beyond the conversation context.
• Calendar events are fetched on-demand and not stored persistently.
• All Google API access is logged with timestamps, user identity, and resource accessed for audit compliance.

Revoking Access

You can disconnect your Google account at any time from the Integrations page in SmartCore 360. When you disconnect:

• Your OAuth tokens are immediately revoked with Google and deleted from our systems.
• Synced Drive documents remain in your knowledge base (you can delete them separately).
• You can also revoke access from your Google Account permissions page.

Data Deletion

To request deletion of all Google-originated data from your SmartCore 360 account, contact us at support@smartwrks.com. We will process deletion requests within 30 days.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Upon account termination, we will delete your data within 30 days, except where retention is required by law.

You may request deletion of your data at any time by contacting us.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Withdraw consent for data processing
• Object to certain processing activities

To exercise these rights, contact us at the address below.

10. Children's Privacy

SmartCore 360 is designed for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date. Your continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: