Privacy Policy — Smartopol

Smartopol, LLC ("Smartopol", "we", "us", or "our") operates the website smartopol.com and related subdomains, products, and services. This Privacy Policy describes how we collect, use, share, and protect personal information when you interact with our website, products, and business.

We are a Delaware limited liability company with business address 1111B S Governors Ave, Ste 97389, Dover, DE 19904, USA. For any privacy matter, contact privacy@smartopol.com or contact@smartopol.com.

1. Scope

This policy applies to:

The smartopol.com website and its subdomains;
Inquiry and waitlist forms on our websites;
Business correspondence with current and prospective customers, partners, and collaborators;
Recruitment activities.

Our standalone products (for example, Smartopol Agent distributed at smartopol.ai, and Nikolin Memory) have their own product-specific privacy notices where applicable. Those notices apply in addition to, and may supplement, this policy.

2. Information we collect

2.1 Information you provide directly

When you fill out a form on our website (contact, early-access waitlist, partnership inquiry) or send us email, we collect the information you provide. This typically includes your name, email address, company, job title, country, and the content of your message. If you are recruited or engaged as a contractor, we may also collect information needed to enter and administer that relationship (for example, billing information for contractors, shipping address for swag, or bank details for payouts).

2.2 Information collected automatically

When you visit smartopol.com, we and our service providers collect standard website telemetry, including:

Pages viewed, referring URL, time of visit, and how you navigate the site;
Approximate location (country and region) derived from your IP address;
Device type, operating system, browser, and screen size;
Network information such as your internet service provider or autonomous system number;
Error logs and performance metrics.

We use Vercel Web Analytics and server logs provided by our hosting platform to capture this information. Vercel Web Analytics is configured to be privacy-friendly — it does not assign persistent advertising identifiers — but it does receive standard request data during page loads. Our edge and origin servers also log requests for security, debugging, and abuse prevention.

2.3 Cookies and similar technologies

We use a minimal set of first-party cookies and local storage entries strictly necessary to operate the website (for example, remembering your choice on a consent banner, if shown, or maintaining session state). We may introduce additional analytics or functional cookies in the future; when we do, we will update this policy and, where required by law, ask for your consent before they are set.

We do not currently use third-party advertising cookies, cross-site tracking pixels, or ad-network retargeting. If that changes, we will update this section and, in the EEA/UK, obtain your consent beforehand.

2.4 Information from third parties

We may obtain business contact information from third-party sources when conducting outbound outreach (for example, professional directories, publicly listed company contacts, or B2B data providers). We use that information only to evaluate and initiate legitimate business relationships and we honor opt-out requests.

3. How we use information

We use the information we collect for the following purposes:

Responding to you. Replying to inquiries, providing information about products and services, onboarding you to waitlists and betas, and conducting the ordinary course of our business with customers and partners.
Running and improving the website. Understanding which content is useful, diagnosing bugs, measuring performance, and protecting against abuse.
Marketing and outreach. Sending occasional product updates, partnership communications, and transactional emails to people who have expressed interest. We do not currently run a bulk newsletter; any future newsletter will be opt-in.
Legal, tax, and accounting. Maintaining records we are required to keep, enforcing our agreements, and defending our legal rights.
Security. Detecting and responding to misuse, attacks, and policy violations.

We do not sell personal information, and we do not rent your email address to third parties.

4. Legal bases (EEA / UK visitors)

If you are in the European Economic Area, the United Kingdom, or another region with equivalent laws, we rely on the following legal bases to process your personal information:

Consent — where you voluntarily submit a form, opt into a waitlist, or where required for cookies and similar technologies.
Contractual necessity — to enter into or perform a contract with you, including responding to inquiries that may lead to one.
Legitimate interests — to operate and improve our website, run privacy-friendly analytics, conduct B2B marketing and outreach to business contacts, and secure our services. We balance these interests against your rights and expectations.
Legal obligation — to comply with applicable laws, including tax, accounting, and law enforcement requirements.

5. Sharing and disclosure

We share personal information with the following categories of recipients, under contract and only to the extent necessary:

Hosting and infrastructure providers — currently Vercel Inc., which hosts this website and provides Web Analytics, and additional cloud infrastructure we may use for our products (e.g. AWS, Cloudflare).
Email and communication providers — the services we use to receive, send, and store email and business communications.
Analytics and monitoring — Vercel Web Analytics and operational monitoring tools that help us keep the site running.
Payment, billing, and identity providers — where you enter into a paid relationship with us.
Professional advisors — lawyers, accountants, auditors, and insurers bound by confidentiality.
Acquirers and successors — if Smartopol is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this policy.
Government and law enforcement — where we are legally required to disclose information, respond to valid legal process, or to protect the rights, property, or safety of Smartopol, our users, or others.

6. International transfers

Smartopol is based in the United States, and our service providers may process personal information in the United States and other countries. Where personal information is transferred from the EEA, UK, or Switzerland to countries that have not been found to provide an adequate level of protection, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, and equivalent mechanisms.

7. Retention

We retain personal information only as long as necessary for the purposes described in this policy, including:

Inquiries and waitlist submissions — for the duration of the potential or actual business relationship, plus a reasonable period afterwards (typically up to a few years) for legal, audit, and business-record purposes;
Business correspondence — for as long as the relationship is active and then for a reasonable archival period;
Analytics and server logs — typically up to 12 months, in a form that does not directly identify individuals;
Records required by tax, accounting, or other laws — for the statutory retention period.

When we no longer need personal information, we delete, anonymize, or securely archive it.

8. Your rights

Depending on where you live, you may have some or all of the following rights regarding personal information we hold about you:

To access the information and receive a copy;
To correct inaccurate or incomplete information;
To request deletion ("right to be forgotten") where applicable;
To object to or restrict certain processing;
To withdraw consent where we rely on consent, without affecting prior lawful processing;
To receive a portable copy of information you provided, in a structured format;
For California residents: the rights described under the California Consumer Privacy Act (CCPA/CPRA), including the right to know, delete, correct, and limit the use of sensitive personal information, and to non-discrimination for exercising these rights.

To exercise any of these rights, email privacy@smartopol.com. We will verify your identity before acting and respond within the timeframes required by applicable law (typically 30 days).

If you are in the EEA, UK, or Switzerland, you also have the right to lodge a complaint with your local data protection authority.

9. Security

We protect personal information with commercially reasonable technical and organizational measures, including encryption in transit (HTTPS/TLS), restricted access, minimal data collection, vendor due diligence, and operational monitoring. No system is perfectly secure; if you believe your information or our systems have been compromised, email contact@smartopol.com with [SECURITY] in the subject.

10. Children

This website and our business offerings are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Third-party websites and products

Our website links to third-party sites and our own product sites (for example, smartopol.ai, globaltalent24.com). We are not responsible for the privacy practices of third-party sites. When you leave smartopol.com, please review the privacy notice of any site you visit.

12. Do Not Track

Some browsers send a "Do Not Track" (DNT) signal. There is no consensus industry standard for how to respond to DNT signals, and we do not currently respond to them. Where you live in a jurisdiction that recognizes the Global Privacy Control (GPC) signal as an opt-out of "sale" or "sharing" of personal information, we will treat it as such.

13. Changes to this policy

We may update this policy from time to time. Material changes will be indicated by updating the "Last updated" date above. Where required by law, we will provide additional notice or obtain consent. Continued use of the website after an update constitutes acceptance of the updated policy.

14. Contact

For privacy questions, rights requests, or complaints:

Smartopol, LLC
Attn: Privacy
1111B S Governors Ave, Ste 97389
Dover, DE 19904, USA
privacy@smartopol.com
contact@smartopol.com