Legal

Privacy Policy

Effective date: 28 June 2026

SmartSOP (“we”, “our”, or “us”) operates the SmartSOP platform at https://smartsop.io. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Information we collect

We collect information you provide directly to us when you:

  • Create an account (name, email address)
  • Complete your business profile (business name, industry, team size)
  • Generate documents (your question answers and document content)
  • Subscribe to a paid plan (processed via Stripe — we do not store payment card details)
  • Contact us for support

We also collect limited technical data automatically, including your IP address, browser type, pages visited, and time spent on the platform, to improve our service and diagnose issues.

2. How we use your information

We use the information we collect to:

  • Provide, operate, and improve the SmartSOP platform
  • Generate AI-powered documents tailored to your business
  • Process payments and manage your subscription
  • Send transactional emails (account confirmation, receipts, document notifications)
  • Send product update and promotional emails (you can unsubscribe at any time)
  • Respond to your support requests
  • Monitor for abuse, fraud, and security threats
  • Comply with legal obligations

We do not sell your personal information to third parties.

3. AI and your document content

SmartSOP uses the Anthropic Claude API to generate your documents. Your question answers and business information are sent to Anthropic to produce document content. Anthropic's use of this data is governed by their Privacy Policy.

Your generated documents are stored securely in our database and are accessible only to you (and team members you invite). Documents you choose to share publicly via a share link are accessible to anyone with that link.

4. Third-party services

We use the following third-party services to operate SmartSOP:

  • Clerk — Authentication and user management
  • Stripe — Payment processing and subscription management
  • Anthropic — AI document generation
  • Neon — Database hosting (PostgreSQL)
  • Resend — Transactional email delivery
  • Vercel — Platform hosting and infrastructure

Each provider has their own privacy policy governing how they handle data.

5. Cookies

We use cookies and similar technologies to maintain your login session, remember your preferences, and analyse usage patterns. Essential cookies are required for the platform to function. You can manage non-essential cookies using the cookie banner on your first visit.

6. Data retention

We retain your account data and documents for as long as your account is active. If you delete your account, we will permanently delete your personal data and documents within 30 days, except where we are required to retain it by law (e.g. billing records, which are retained for 7 years).

7. Your rights

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

  • Access the personal data we hold about you
  • Correct inaccurate personal data
  • Request deletion of your personal data (“right to be forgotten”)
  • Object to or restrict certain processing of your data
  • Receive a copy of your data in a portable format
  • Withdraw consent to marketing emails at any time

To exercise any of these rights, email us at privacy@smartsop.io. We will respond within 30 days.

8. Security

We implement industry-standard security measures including encrypted connections (HTTPS), encrypted data storage, and access controls. However, no method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password and to notify us immediately if you suspect unauthorised access to your account.

9. Children's privacy

SmartSOP is not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a prominent notice on the platform. The “Effective date” at the top of this page will always reflect the most recent update.

11. Contact us

If you have questions about this Privacy Policy or how we handle your data, contact us at: privacy@smartsop.io