Privacy Policy

1. Who we are and what this policy covers

Simplify’d Solutions LLC (“Simplify’d AI”, “we”, “us”) operates the website at www.simplifydai.com (the “Site”) and the signed-in Customer Portal available through it (the “Portal”). This policy explains how we handle personal information when you visit the Site, contact us, email us, or use the Portal.

Information we process for our business customers. Our customers use Simplify’d AI products to process their own business documents and data, such as invoices, including emails and attachments forwarded to us and content submitted through the Portal under a customer account. We handle that information on the customer’s behalf as its service provider and under our agreement with that customer, which governs it instead of this policy. Where a customer agreement covers Portal content, the commitments in section 4 apply together with that agreement, and that agreement controls if the two conflict. If your information is contained in material one of our customers has submitted to our products, please direct your questions or requests to that organization.

2. Information we collect

Information you give us

• Contact requests. When you submit our contact form we collect your name, email address, phone number, company and the message you write.
• Account information. Portal accounts are identified by an email address, and may include your name, your organization and your role. If your organization set up your account, it may provide this information to us. Sign-in is handled by our authentication provider; we do not have access to your password.
• Portal content. The messages you send to AI assistants, the responses they generate, the projects you create and the files you upload.
• Emails and attachments. When you or your organization send or forward emails and documents to a Simplify’d AI address to use our services, we collect the message, its attachments, and the sender, recipient and other header information.
• Support communications. Information you share with our team when you ask for help, or when we provide managed services to your organization.
• Email preferences. Whether you have subscribed to or unsubscribed from our mailing list.

Information collected automatically

• Usage and device data. Pages viewed, links followed, the page that referred you, browser and device type, and a general location derived from your IP address.
• Cookies and similar identifiers. Set by the analytics and advertising-measurement tools described in section 5.
• Server and application logs. IP address, the address requested, the date and time, browser details, and records of Portal activity such as sign-ins and actions taken, recorded by our hosting infrastructure for security, support and troubleshooting.

If you submit personal information about other people, such as information contained in invoices or business emails, you are responsible for having the right to share it with us and for giving any notice the law requires.

3. How we use information

• To provide, operate, support and maintain the Site, the Portal and our services, including the managed services we provide to our customers.
• To respond to your inquiries and requests.
• To keep the Site and the Portal secure, and to detect and investigate misuse.
• To understand how the Site is used and to measure the performance of our advertising.
• To improve and develop our products and services using usage data, feedback, and aggregated or de-identified information, subject to the commitments in section 4.
• To send product and company communications, which you can opt out of at any time.
• To comply with legal obligations and enforce our agreements.

4. Our commitments for Portal content

• No model training. We do not use your Portal content to train or fine-tune AI models. This does not limit us from monitoring system performance, adjusting our prompts, settings and workflows, or using aggregated usage statistics that do not include Portal content.
• No selling. We do not sell your Portal content. We do not sell personal information for money. Section 5 explains how advertising measurement cookies are treated under some state privacy laws.
• No advertising use. We do not use your Portal content for advertising, and we do not provide it to third parties for their own purposes.

Portal content is processed by AI models hosted with our cloud provider in order to generate the responses you request. Our personnel may access Portal content only as needed to provide support or managed services to you or your organization, to keep our services secure, to investigate misuse, to comply with law, or at your or your organization’s direction.

5. Cookies and analytics

The Site uses Google Analytics to understand how visitors use it, and Google Ads conversion measurement to understand whether our advertising is effective. These tools set cookies and collect the usage and device data described above. Google processes this information under its own privacy policy.

These cookies are off by default. We set them only if you choose Accept in the cookie banner, and your choice is remembered in your browser. You can change it at any time with the “Cookie settings” link at the bottom of any page of the Site. If you decline, no analytics or advertising cookies are set.

Some state privacy laws treat the use of advertising measurement cookies as a “sale” or “sharing” of personal information. Because we set these cookies only with your consent, you can opt out at any time by changing your choice in Cookie settings.

If your browser sends a Global Privacy Control signal, we treat it as a decline: the banner is not shown and the cookies stay off. This also overrides an earlier Accept. If you want them on anyway, you can still choose Accept under “Cookie settings.”

You can also limit this collection in other ways:

• Install the Google Analytics opt-out browser add-on.
• Adjust your ad preferences in Google Ads Settings.
• Block or delete cookies in your browser settings. The Site remains usable without them.

The Portal also stores sign-in tokens in your browser so that you stay signed in. These are required for the Portal to work.

6. How we share information

We share personal information only in the following circumstances:

• Service providers that process it on our behalf, such as Amazon Web Services (hosting, storage, sign-in, AI model hosting and email delivery), Google (analytics and advertising measurement), providers that deliver Site content and fonts, and providers of customer support, communications, payment and other business tools.
• Your organization. If your Portal account or your use of our services is provided through your employer or another organization, that organization and its administrators may access your account information and Portal content.
• Professional advisors. Our lawyers, accountants, auditors and insurers, who are bound by duties of confidentiality.
• Legal requirements. When we believe disclosure is required by law or legal process, or is necessary to protect the rights, property or safety of Simplify’d AI, our users or others.
• Business transfers. In connection with a merger, acquisition, financing, reorganization, sale of assets, or bankruptcy or similar proceeding, subject to this policy.
• With your consent or at your direction.
• Aggregated or de-identified information that does not identify you.

7. How long we keep information

• Portal content is kept until you delete it, your account is closed, or you or your organization ask us to delete it, after which we delete it within a reasonable period. We do not currently apply a fixed automatic deletion period. You can delete individual conversations, projects and uploaded files in the Portal at any time.
• Emails and attachments forwarded to us for processing are kept as set out in our agreement with the customer.
• Contact requests are kept for as long as needed to respond to you and to maintain our business records.
• Server logs are kept as needed for security, troubleshooting and compliance.
• Analytics data is retained by Google according to its retention settings.

Deleted information may remain in our backups for up to 35 days before it is permanently removed. We may also keep information longer where the law requires it, to resolve disputes, or to enforce our agreements.

8. How we protect information

We use administrative, technical and physical safeguards designed to protect personal information, including encryption in transit and at rest and access controls that limit who can reach it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your sign-in credentials secure and for telling us promptly if you believe your account has been compromised. If a security incident affects your personal information, we will notify you as required by law.

9. Your choices and rights

You may ask us to give you access to the personal information we hold about you, to correct it, or to delete it, and we will respond as required by applicable law. Depending on where you live, you may have additional rights under local law, such as the right to object to or restrict certain processing or to receive a copy of your information in a portable form. We may decline a request, in whole or in part, where the law allows, for example where we must keep information to meet a legal obligation.

• To make a request, contact us using the details in section 13. We may need to verify your identity before acting on it.
• To stop marketing emails, use the unsubscribe link in any message we send. You will still receive service and account messages.
• If your Portal account was provided by your employer or another organization, we may refer your request to that organization.

We will not treat you differently for exercising these rights.

10. Where information is processed

Simplify’d AI is based in the United States, and the information described in this policy is stored and processed primarily in the United States. If you use the Site or the Portal from another country, including Canada, your information will be transferred to the United States, where data protection laws may differ from those where you live.

11. Children

The Site and the Portal are intended for business use and are not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. When we do, we will change the effective date at the top of this page. If a change materially affects how we handle your personal information, we will give additional notice, such as a notice on the Site or in the Portal. Your continued use of the Site or the Portal after an update takes effect means the updated policy applies. The Site also links to other websites that we do not control; their privacy practices are governed by their own policies.

13. How to contact us

For questions about this policy or to make a privacy request, use our contact form, email us at privacy@simplifydai.com or write to us at: