Summary
We collect information that you provide to us or voluntarily share with other users, in addition to general technical information that is automatically collected by our systems, including IP addresses, browser information and cookies to provide a better user experience and generally improve the Platform.
Your personal information may be gathered from the Platform, websites you use that we operate, and third parties. Technical information about how you access and use the Platform, as well as information about your device, is automatically collected and used for Platform operation, optimization, analytics, content promotion and enhancement of user experience. In accordance with applicable local law, we may use your information to contact you with relevant information about the Platform and our other products and services.
We do not disclose your personal information to others except as described in this Policy or in connection with the Platform. Information that you choose to publish on our Platform or social media accounts may be read, collected and used by others who access them.
All of the information that you provide to us is stored on secure servers in a controlled environment with limited access. The personal information we collect may be transferred to and stored in countries outside of the jurisdiction you are in, pursuant to appropriate safeguards.
You may exercise your rights in respect of your personal information that we hold by contacting us at info@sophyx.io.
Detailed Terms
Personal Information We Collect About You and How We Use It
Information You Give to Us
We collect personal information about you when you voluntarily submit information directly to us by filling in forms on our Platform or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our Platform, subscribe to the service, participate in any discussion boards, forums or other social media functions on our site or enter a competition, promotion or survey, and when you report a problem with our Platform.
If you choose not to provide personal information, we may not be able to provide the Platform to you or respond to your other requests.
Information We Receive from Other Sources
We may receive personal information about you from individuals or corporate entities which are subscribers to the Platform (“Subscribers”) where you are to be designated a user of the Platform. We may receive personal information about you if you use any of the other websites we operate or the other services we provide. We also work closely with third parties (including subcontractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them, subject to your agreements with them.
Personal Information We Collect (Table 1)
| Category | How We Use It | Legal Basis |
|---|---|---|
| Contact information and basic personal details | Communicate with you, deal with inquiries, operate and provide Platform features and functionality. | Legitimate interests (marketing, responding to queries); performance of a contract. |
| Email account, username and password | Import contacts from your email account to invite them to become members of our Platform. | Performance of a contract and to take steps prior to entering into a contract. |
| Correspondence and comments | Address your questions, issues, and concerns and resolve customer service issues. | Legitimate interests (communicating with you effectively). |
| Payment information | Facilitate payment via third parties such as Stripe, assess credit score, detect and prevent fraud. | Performance of contract; legitimate interests (fraud prevention). |
| All personal information above | Operate, maintain and provide Platform features, monitor and improve the Platform and business, internal operations, troubleshooting, data analysis, testing, research, statistical and survey purposes. | Legitimate interests (administer and improve the Platform, develop new services). |
Personal Information Collected Automatically (Table 2)
| Category | How We Use It | Legal Basis |
|---|---|---|
| Information about how you access and use the Platform | Conduct market analysis, monitor Platform usage, improve our business, generate marketing leads, determine products and services of interest to you. | Legitimate interests (analysis to improve the Platform, marketing purposes). |
| Information about your device | Enable the Platform to be presented on your device, operate and provide Platform features, monitor and improve the Platform. | Performance of a contract; legitimate interests (tailor and improve the Platform). |
We may link or combine the personal information we collect and/or receive about you and the information we collect automatically. This allows us to provide you with a personalized experience regardless of how you interact with us.
We may anonymize and aggregate any of the personal information we collect (so that it does not identify you). We may use anonymized information for purposes that include testing our IT systems, research, data analysis, improving the Platform and developing new products and features.
Disclosure of Your Personal Information
We do not sell or rent your personal information to third parties for their direct marketing purposes without your explicit consent. We may share your personal information with any member of our group, which includes our subsidiaries. We may share your information with selected third parties, including:
- Third Party Service Providers and Partners — Business partners, vendors, suppliers, and subcontractors who perform services on our behalf.
- Technical Providers — Analytics and search engine providers that assist us in the improvement and optimization of our Platform.
- Credit Reference Agencies — For the purpose of assessing your credit score where this is a condition of entering into a contract with you.
- Payment Processors — For the purpose of fulfilling relevant payment transactions.
- Third Parties in a Business Transaction — Personal information may be disclosed in connection with a merger, sale of assets, reorganization, financing, change of control or acquisition of all or a portion of our business.
In certain situations, we may be required to disclose personal information in response to lawful requests by public authorities, including to meet law enforcement requirements. We may be under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of us, our customers, or others.
Publicly Accessible Blogs & Testimonials
Our Platform includes publicly accessible blogs or community forums. Any information you provide in these areas may be read, collected and used by others who access them. To request removal of your personal information from our blog or community forum, contact us at info@sophyx.io.
With consent, we may display personal testimonials of satisfied customers on our site, along with other endorsements. If you wish to update or delete your testimonial, you can contact us at info@sophyx.io.
Marketing and Advertising
From time to time we may contact you with relevant information about the Platform and our other products and services. Most messages will be sent electronically. For some messages, we may use personal information we collect about you to help us determine the most relevant information to share with you.
If you do not want to receive such messages from us, you will be able to tell us by selecting certain boxes on forms we use when we first collect your contact details.
Storing and Transferring Your Personal Information
Security
All information you provide to us is stored on secure servers in a controlled environment with limited access. Any payment transactions will be encrypted in transit using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Platform, you are responsible for keeping this password confidential.
While no transmission of information via the internet is completely secure, we take reasonable measures to protect your personal information. We cannot guarantee the security of your personal information transmitted to our Platform; any transmission is at your own risk.
We make use of third party large language model (LLM) providers that have access to information we provide them to facilitate and improve our products and services. All information is provided through the LLM's API for processing and is subject to the terms and conditions, and risks, of that LLM. We have no control or direction over those terms and conditions.
International Transfers
The personal information we collect may be transferred to and stored in countries outside of the jurisdiction you are in where we and our third-party service providers have operations. If you are located in the European Union (“EU”), your personal information will be processed outside of the EU including in the United States; these international transfers are made pursuant to appropriate safeguards, such as standard data protection clauses adopted by the European Commission. If you wish to inquire further about these safeguards, please contact us using the details set out at the end of this privacy policy.
Retaining Your Information
We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of our legitimate business interests and satisfying any legal or reporting requirements.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process your personal information and the applicable legal requirements.
Your Rights in Respect of Your Personal Information
In accordance with applicable privacy law, you have the following rights in respect of your personal information that we hold:
- Right of access and portability — The right to obtain access to your personal information and to receive that personal information in a commonly used format.
- Right to rectification — The right to obtain rectification of your personal information without undue delay where that personal information is inaccurate or incomplete.
- Right to erasure — The right to obtain the erasure of your personal information without undue delay in certain circumstances, such as where the personal information is no longer necessary for the purposes for which it was collected.
- Right to restriction — The right to obtain the restriction of the processing undertaken by us on your personal information in certain circumstances.
- Right to object — The right to object, on grounds relating to your particular situation, to the processing of your personal information, and to object to the processing for direct marketing purposes.
If you wish to exercise one of these rights, please contact us at info@sophyx.io. We will respond to your request within 30 business days.
If you reside in the European Union (EU), we are the controller of your personal information for purposes of European data protection legislation. You also have the right to lodge a complaint to your local data protection authority. Information about how to contact your local data protection authority is available at ec.europa.eu/justice/data-protection/bodies/authorities.
Links to Third Party Sites
The Platform may, from time to time, contain links to and from third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for their policies. Please check the individual policies before you submit any information to those websites.
Use of Service by Minors
The Platform is not directed at persons under 16 and we do not intend to collect personal information from children under 16 in our capacity as a controller. If you become aware that a child has provided us with personal information without appropriate consent, please contact us using the details below so that we can take the appropriate steps in accordance with our legal obligations and this privacy policy.
Your Canadian Privacy Rights
The Personal Information Protection and Electronic Documents Act, Schedule 1, Clause 4.9 permits Canadian residents that are users of our Platform to request certain information regarding the existence, use, and disclosure of personal information and authorizes access to that information. To make such a request, please send an email to info@sophyx.io.
This Privacy Policy currently aligns with Canadian privacy laws. As we expand into other jurisdictions, including the United States, we will update our policy to ensure compliance with region-specific regulations such as CCPA.
Changes to This Policy
We may update this privacy policy from time to time and so you should review this page periodically. When we change this privacy policy in a material way, we will update the “last modified” date at the end of this privacy policy. Changes to this privacy policy are effective when they are posted on this page.
Notice to You
If we need to provide you with information about something, whether for legal, marketing or other business-related purposes, we will select what we believe is the best way to get in contact with you. We will usually do this through email or by placing a notice on our Platform.
Contacting Us
Regardless of your location, any questions, comments, and requests regarding this privacy policy are welcome and should be addressed to our Data Protection Officers, Hossein Sharif and Reza Kashi, at info@sophyx.io.