Privacy Policy

1. Introduction

ShamsAI GmbH ("ShamsAI", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our AI productivity applications, agents, assistants, platforms, and related services (collectively, the "Services"). It also outlines your rights regarding your personal data.

ShamsAI GmbH is based in Switzerland and complies with applicable privacy laws and regulations, including the Swiss Federal Act on Data Protection (nFADP) and, where applicable, the EU General Data Protection Regulation (GDPR). By using our Services, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy applies to all users of our Services worldwide, whether accessed via our website at shams.ai, mobile applications, or other platforms. It does not cover third-party websites or services that you may access through our Services.

2. Personal Data We Collect

a. Information You Provide to Us

  • Account Information: When you create an account or register to use our Services, we may collect your name, email address, phone number, username, password (or third-party login credentials), and, if required, your physical address.
  • Profile and Contact Details: Additional information you may provide, such as a profile photo, job title, or organization name.
  • Communications: Information you provide when contacting us (e.g., support emails, inquiries).
  • Content and Usage Data: Any content or data you input into our Services, including files, queries, or feedback.
  • Payment Information: For paid services or in-app purchases, details related to your transactions. (Note: Payment details are handled by our secure third-party payment processors, and we do not store full financial data.)

b. Information We Collect Automatically

  • Device and Usage Data: Details about your device, browser, operating system, and how you interact with our Services.
  • IP Address and Geolocation: Your IP address and, where possible, approximate location data.
  • Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect data about your interactions. For more details, please see the Cookies section below.
  • Analytics Data: Information collected to help us understand how users engage with our Services.

c. Information We Receive from Third Parties

  • Third-Party Authentication: When you register or log in via a third-party service, we may receive basic information from that service, such as your name and email address.
  • Service Providers and Analytics: We receive data from our service providers that help us run our Services, such as usage reports and technical logs.
  • Referral and Partner Programs: If you are referred by a partner or use our Services via a business agreement, we may receive relevant information to facilitate your access.
  • Public Sources: Information from public databases or social media, where permitted by law.

3. How We Use Your Personal Data

We use your personal data for various purposes, including:

  • Providing and Improving Services: Operating, maintaining, and enhancing our Services, including user authentication and AI features.
  • Personalization: Customizing your experience by remembering your preferences and tailoring content.
  • Analytics and Performance: Monitoring usage, diagnosing issues, and analyzing trends to improve our Services.
  • Communications: Sending you administrative, account-related, and (with consent) marketing communications.
  • Customer Support: Responding to inquiries and resolving issues you report.
  • Security and Abuse Prevention: Detecting and preventing fraud or misuse, and ensuring the safety of our Services.
  • Payments and Transactions: Processing purchases and maintaining transaction records.
  • Legal Compliance: Meeting legal obligations, such as recordkeeping and responding to lawful requests.
  • Protecting Rights: Safeguarding our rights and the rights of others, including responding to legal claims.

4. Legal Bases for Processing

For users in jurisdictions requiring a legal basis for processing personal data, we rely on:

  • Performance of a Contract: Processing data to provide and manage your account and the Services you request.
  • Consent: Where required, we obtain your explicit consent for specific processing activities (e.g., marketing emails).
  • Legitimate Interests: Processing necessary for our legitimate interests, provided these are not overridden by your fundamental rights and freedoms.
  • Legal Obligations: Complying with applicable legal requirements.
  • Vital Interests: Protecting life or physical safety in emergency situations.

5. How We Share Your Personal Data

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

a. Service Providers (Data Processors)

We work with trusted third-party providers to support our Services. These providers perform functions such as:

  • Cloud Hosting & Infrastructure: Hosting, storing, and processing data.
  • Database & Authentication: Managing user accounts and databases.
  • Artificial Intelligence Services: Processing data via AI APIs (e.g., OpenAI) to deliver AI-driven features. We typically opt out of having your data used to train third-party models, unless you have explicitly consented otherwise.
  • Deployment & Delivery: Ensuring efficient delivery of our Services.
  • Communications: Facilitating email, messaging, and notifications.
  • Analytics & Reporting: Analyzing user engagement and technical performance.
  • Payment Processing: Handling transactions securely.

These third parties are contractually obligated to safeguard your data and are only permitted to use it in connection with the services they provide to us.

b. Business Partners and Integrations

If you connect our Services to other platforms or use our Services through a business partner, your data may be shared with the relevant partner in accordance with applicable agreements.

c. Legal Compliance and Protection

We may disclose your data to comply with legal obligations, enforce our Terms, or protect the rights, property, or safety of ShamsAI, our users, or others.

d. Business Transfers

In the event of a corporate transaction such as a merger, acquisition, or sale of assets, your personal data may be transferred to the new entity, provided that the recipient adheres to privacy standards consistent with this Privacy Policy.

e. With Your Consent

In situations not covered above, we will only share your personal data if you provide explicit consent.

6. International Data Transfers

ShamsAI GmbH is based in Switzerland, which is recognized by the EU as providing an adequate level of data protection. However, your data may be processed in or transferred to other countries. We take appropriate measures (such as standard contractual clauses) to ensure your data remains protected in accordance with this Policy, GDPR, and nFADP requirements.

7. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. This includes retaining data for account management, legal compliance, and resolving disputes.

Once the data is no longer needed, we will securely delete or anonymize it.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. While we strive for the highest level of security, no method of data transmission or storage is completely secure.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage, and improve our Services. You can adjust your browser settings to manage or block cookies. However, disabling cookies may affect certain functionalities of the Services.

10. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe that we have inadvertently collected data from a child under 18, please contact us immediately so that we can take appropriate measures.

11. Your Data Protection Rights

Depending on your location and applicable law (e.g., GDPR, nFADP), you may have rights regarding your personal data, including:

  • Right of Access: Request details of the personal data we hold about you.
  • Right of Rectification: Request that we correct incomplete or inaccurate data.
  • Right of Erasure (“Right to be Forgotten”): Request deletion of your data, subject to certain exceptions.
  • Right to Object: Object to the processing of your data under certain circumstances.
  • Right to Restrict Processing: Request temporary or permanent restrictions on how we process your data.
  • Right to Data Portability: Receive a copy of your data in a structured, commonly used, and machine-readable format.
  • Right to Withdraw Consent: Where we rely on consent, you may withdraw your consent at any time.

To exercise these rights, please contact us at dpo@shams.ai. We will respond to your requests in accordance with applicable law.

12. Supervisory Authorities

If you reside in Switzerland, you have the right to lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC). If you reside in the EU/EEA, you may have the right to file a complaint with your local data protection authority, or with our designated EU representative (if applicable).

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this document will indicate when changes were made. If we make material changes, we will notify you via our website or by other means. Your continued use of our Services after any update constitutes your acceptance of the revised Privacy Policy.

14. Contact Us

If you have any questions or concerns regarding this Privacy Policy or our data practices, please reach out to us:

We will respond to your inquiries in accordance with applicable law.

Thank you for trusting ShamsAI GmbH with your personal data. We are committed to protecting your privacy and ensuring a secure experience with our Services.