Privacy Policy

Effective Date: 1/06/2026

1. Introduction and Scope

At SmartSites  (“we”, “us”, “our”) , your privacy and data security are core commitments. This Privacy Policy explains how we collect, use, disclose, protect, and otherwise process personal data obtained through your interactions with our website and its integrated digital voice assistant (the “Assistant”).

This policy applies to all users of our Site (smartsites.solutions) and its Services, including visitors who interact with the Assistant.

By accessing our Site and interacting with the Assistant, you agree to the terms of this Privacy Policy.

2. What Personal Information We Collect

We collect personal data that you voluntarily provide and information generated automatically through your interactions:

a. Personal Identifiers

  • Name

  • Email Address

  • Phone Number

These data points are collected when you provide them during an interaction with the Assistant or through associated input forms.

b. Audio Recordings and Transcriptions

The Assistant may capture voice inputs and audio conversations that occur during use. These audio recordings and transcriptions contain personal data and are treated as identifiable information under privacy law.

c. Interaction and Usage Data

We also collect metadata about your interaction, such as time, date, spoken phrases, duration of session, and any related synthetic conversation data required for operational purposes.

3. How We Use Your Data

We collect and process personal information for the following lawful and legitimate purposes:

a. Service Delivery

To interpret your voice commands and provide relevant responses, including converting inquiries into leads, scheduling, and automated follow-ups.

b. Communication

To contact you regarding your interaction outcomes, follow-up questions, or services you request via the Assistant.

c. System Improvements

Data from interactions may be analyzed to improve performance, accuracy, and the user experience of the Assistant.

d. Compliance and Legal Requirements

When necessary to comply with applicable law, protect our legal rights, or enforce this Privacy Policy.

4. Legal Basis for Processing (Where Applicable)

If you are located in jurisdictions with data protection laws (e.g., the EU GDPR, California CCPA/CPRA), we rely on lawful bases for processing your personal data such as:

  • Consent, when you explicitly enable interaction with the voice assistant.

  • Legitimate interests, to operate and improve our Services.

  • Contractual necessity, where service fulfillment depends on the processing of collected data.

5. How We Share Your Data

We do not sell your personal information. However, we may share your data in limited circumstances:

a. Service Providers

Third parties engaged to support our Services who are contractually obligated to protect data.

b. Legal Compliance

If required by subpoena, law enforcement, or regulatory obligation, we may disclose your data to comply with a legal process.

c. Business Transitions

In the event of a merger or sale, personal data may be transferred as part of the assets, with notice provided in advance.

6. Data Retention and Storage

We retain personal data only as long as necessary to fulfill the purposes for which it was collected, and to comply with legal obligations. Audio and transcription data are treated as identifiable information under privacy frameworks and may be stored in encrypted form.

We implement security measures designed to protect data in transit and at rest against unauthorized access.

7. Your Rights and Choices

Depending on your location and applicable laws, you may have the following rights:

  • Access: Request a copy of the data we hold about you.

  • Correction/Rectification: Ask that inaccuracies be corrected.

  • Deletion: Request deletion of your personal data subject to legal exceptions.

  • Opt-Out: Revoke consent to future collection or processing.

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

8. Children’s Privacy

We do not knowingly collect personal data from children under 13. If we learn that we have inadvertently collected personal information from a minor without consent, we will take steps to delete such information promptly.

9. Security Practices

We employ appropriate administrative, technical, and physical safeguards, including encryption and access controls, designed to protect personal information from loss, theft, unauthorized access, or alteration.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or applicable laws. We will notify you about significant changes and indicate the effective date at the top.

11. Contact Information

For questions, requests, or privacy concerns, please contact:

SmartSites 
Email: Info@smartsites.solutions