Privacy Policy

This Privacy Policy for Smart Software Solution LLC ("Company," "we," "us," or "our") explains how we collect, use, store, share, and protect personal information when you use Smart Interviewer, our website at https://smart-interviewer.io, and any related products or services that link to this Privacy Policy (collectively, the "Services").

If you do not agree with this Privacy Policy, please do not use the Services. If you have any questions, you may contact us at support@smart-interviewer.io.

Summary of Key Points

What personal information do we collect? We collect information needed to create and secure user accounts, provide the Services, process payments, respond to support requests, prevent abuse, and operate Smart Interviewer.

How do users sign in? Smart Interviewer currently supports email-based sign-in only. We do not currently offer Google sign-in, social media login, or other third-party sign-in options.

Do we record your voice or screen during interview sessions? No. Smart Interviewer does not create or keep saved audio, video, or screen recordings of your interview sessions. Depending on the features you use, the Services may briefly process audio or on-screen text to generate assistance, and that information is handled as described in this Policy rather than stored as a session recording.

Do we collect sensitive personal information? We do not intentionally collect sensitive personal information, such as government ID numbers, biometric information, health information, precise geolocation, racial or ethnic origin, religious beliefs, or similar sensitive categories. Please do not submit sensitive information to the Services unless you have the legal right and all required permissions to do so.

Do we use AI-based features? Yes. Smart Interviewer uses artificial intelligence features to provide interview-related assistance. Information you submit to the Services may be processed by AI service providers only as needed to provide and operate the Services.

Do we sell personal information? No. We do not sell personal information. We do not sell interview-session information. We do not sell or retain interview-session recordings because we do not record or retain interview-session recordings.

Do we send marketing, feedback, or referral communications? Only with your consent or where otherwise permitted by law. Feedback requests, surveys, promotions, and referral programs are optional and are not required to use the Services.

How do we keep information safe? We use reasonable technical and organizational safeguards designed to protect personal information, including account-security monitoring and access controls. However, no internet-based service can be guaranteed to be 100% secure.

Table of Contents

1. What information do we collect?
2. Interview session privacy
3. How do we use your information?
4. AI features and service providers
5. Email sign-in and account authentication
6. Payments
7. Cookies and tracking technologies
8. Marketing communications, feedback requests, and referral programs
9. When and with whom do we share information?
10. How long do we keep information?
11. How do we protect information?
12. Do we collect information from minors?
13. Your privacy rights
14. United States privacy rights
15. Do-not-track signals
16. Updates to this policy
17. Contact us
18. Review, update, or delete your information

1. What Information Do We Collect?

Personal information you provide to us

We collect personal information that you voluntarily provide when you create an account, sign in, purchase a plan or credits, use the Services, contact support, respond to a feedback request, participate in a referral program, or otherwise communicate with us.

This may include:

• name;
• email address;
• account login information;
• billing contact information;
• purchase history;
• subscription status;
• credit usage information;
• support messages;
• feedback responses;
• referral information, if you participate in a referral program;
• account preferences;
• information you type, paste, upload, submit, or otherwise provide while using the Services; and
• other information you choose to provide.

You are responsible for ensuring that the information you provide is accurate and that you have the legal right to provide it.

Account and security activity

To protect end users and maintain the security of the Services, we may collect and store account activity and security-related information, including:

• sign-in history;
• authentication events;
• account creation date;
• session start and end metadata;
• IP address;
• browser type;
• device type;
• operating system;
• approximate location based on IP address;
• failed login attempts;
• account abuse indicators;
• payment or credit usage events; and
• other technical logs needed for security, fraud prevention, abuse prevention, debugging, and service operations.

Information automatically collected

When you visit or use the Services, we may automatically collect technical and usage information, such as:

• IP address;
• browser and device characteristics;
• operating system;
• referring URLs;
• pages or features viewed;
• date and time of access;
• error logs;
• diagnostic data;
• session metadata; and
• general usage activity within the Services.

This information is primarily used to operate, secure, debug, analyze, and improve the Services.

Sensitive information

We do not intentionally collect sensitive personal information, includingWe do not seek or require sensitive personal information, and we do not knowingly collect it, including biometric information, government ID numbers, health information, precise geolocation, racial or ethnic origin, religious beliefs, sexual orientation, union membership, or similar sensitive categories.

Please do not submit sensitive personal information, confidential business information, trade secrets, privileged information, or third-party private information unless you have the legal right and all required permissions to do so.

2. Interview Session Privacy

Smart Interviewer is designed to respect the privacy of interview sessions.

Smart Interviewer does not create or retain saved audio, video, or screen recordings of your interview sessions. To provide assistance, the Services may access and briefly process the audio or on-screen content you choose to share, transmit that information to the AI service providers that generate responses, and create temporary transcripts. That information is handled under this Policy and is not kept as a stored session recording.

Your interview sessions are intended to remain private. We do not review, sell, publish, or disclose interview-session recordings because we do not create or retain such recordings.

Depending on the features you use, the Services may process information you type, paste, upload, submit, or otherwise provide to generate AI-powered assistance. Such information is used to provide the requested functionality and is handled according to this Privacy Policy.

We may retain account-level and security-related metadata, such as session timing, credit usage, plan usage, account status, login events, error logs, and technical logs. This metadata is used to operate the Services, enforce usage limits, prevent abuse, troubleshoot errors, and protect users.

3. How Do We Use Your Information?

We use personal information for the following purposes:

• to create, authenticate, and manage user accounts;
• to provide, operate, and maintain the Services;
• to process purchases, subscriptions, credits, and payments;
• to provide AI-powered interview assistance;
• to respond to support requests;
• to send service-related notices, such as account, security, billing, legal, policy, or product updates;
• to monitor account activity for security, fraud prevention, and abuse prevention;
• to enforce our Terms and Conditions;
• to debug, maintain, and improve the Services;
• to administer optional feedback requests, surveys, promotions, or referral programs if you choose to participate;
• to send optional marketing communications with your consent or where otherwise permitted by law;
• to comply with legal obligations; and
• to protect the rights, safety, and security of users, the Company, and the Services.

You may opt out of marketing emails at any time by using the unsubscribe link in our emails or contacting us. Even if you opt out of marketing communications, we may still send non-marketing service messages.

4. AI Features and Service Providers

Smart Interviewer offers features powered by artificial intelligence, machine learning, language models, or related technologies ("AI Features").

To provide AI Features, information you submit to the Services may be processed by third-party AI service providers, cloud infrastructure providers, or other technical service providers. These providers process information only as needed to provide, secure, support, and improve the Services according to our agreements with them and applicable law.

We do not use the content of your interview sessions to train artificial intelligence models offered to other users, and our AI service providers process that content only to generate the assistance you request.

You should not submit confidential, proprietary, regulated, privileged, or sensitive information unless you have the right to do so and understand that it may be processed by the Services and relevant service providers to provide the requested functionality.

AI-generated output may be inaccurate or incomplete. Your use of AI-generated output is governed by our Terms and Conditions.

5. Email Sign-In and Account Authentication

Smart Interviewer currently supports account access through email-based sign-in. We do not currently offer third-party sign-in, Google sign-in, or social media login.

When you create an account or sign in, we may collect and process information needed to authenticate and secure your account, including:

• email address;
• account identifier;
• authentication tokens or session identifiers;
• sign-in time;
• IP address;
• browser and device information;
• failed login attempts; and
• other security-related account activity.

We use this information to create and manage your account, verify your identity, maintain login sessions, prevent unauthorized access, detect abuse or fraud, protect end users, and operate the Services.

If we add third-party sign-in options in the future, such as Google sign-in or social login, we will update this Privacy Policy before or when those features become available.

6. Payments

If you purchase credits, subscriptions, plans, or other paid features, payment information is processed by our payment processor, such as Stripe.

We do not store full credit card numbers or card security codes on our own servers. We may receive and store limited payment-related information, such as:

• billing email;
• billing name;
• payment status;
• transaction ID;
• plan or credit purchase history;
• invoice information;
• subscription status; and
• limited payment method details provided by the payment processor, such as card brand and last four digits.

Payment processing is subject to the payment processor's own privacy policy and terms.

7. Cookies and Tracking Technologies

We may use cookies, local storage, and similar technologies to operate and secure the Services, remember preferences, maintain sessions, prevent fraud, measure usage, and improve performance.

We may use analytics tools to understand how users interact with the Services. If we use analytics providers, they may collect technical information such as browser type, device type, pages viewed, and usage events.

We do not use interview-session recordings for advertising or analytics because we do not record or retain interview-session recordings.

You can usually configure your browser to remove or reject cookies. If you reject cookies, some parts of the Services may not function properly.

8. Marketing Communications, Feedback Requests, and Referral Programs

With your consent or where otherwise permitted by law, we may use your email address or account contact information to send optional marketing communications, product updates, feedback requests, surveys, promotional offers, referral program invitations, or referral bonus information.

Participation in feedback requests, surveys, promotions, or referral programs is entirely voluntary and is not required to use the Services.

If you choose to participate, we may process the information you provide, such as:

• feedback responses;
• survey responses;
• referral activity;
• referral codes;
• reward eligibility;
• reward status;
• promotion participation; and
• related communications.

We use this information to administer the applicable feedback, survey, promotion, or referral program, prevent fraud or abuse, provide eligible rewards, and measure program performance.

You may opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at support@smart-interviewer.io. Even if you opt out of marketing communications, we may still send non-marketing service messages, such as account, security, billing, legal, or transactional notices. Our marketing emails will identify us as the sender, include a valid physical mailing address, and honor your opt-out within ten business days.

9. When and With Whom Do We Share Information?

We may share personal information in the following limited situations:

Service providers. We may share information with vendors that help us operate the Services, such as hosting providers, database providers, authentication providers, AI service providers, payment processors, email providers, analytics providers, customer support tools, security providers, and infrastructure providers.

Payment processors. If you make a purchase, payment-related information will be processed by our payment processor as needed to complete the transaction, manage subscriptions, process invoices, handle disputes, and prevent fraud.

Marketing and referral service providers. If you consent to receive marketing communications or participate in feedback, survey, promotion, or referral programs, we may share limited information with service providers that help us send emails, manage campaigns, administer referral rewards, track referral eligibility, prevent fraud or abuse, and measure program performance.

Business transfers. We may share or transfer information in connection with a merger, sale of company assets, financing, acquisition, reorganization, bankruptcy, or similar business transaction.

Legal compliance and protection. We may disclose information if we believe it is necessary to comply with law, respond to legal requests, enforce our Terms and Conditions, prevent fraud or abuse, protect security, or protect the rights, safety, and property of users, the Company, or others.

With your direction or consent. We may share information when you direct us to do so or give us consent.

We do not sell personal information. We do not sell interview-session information. We do not disclose retained interview-session recordings because we do not record or retain interview-session recordings.

10. How Long Do We Keep Information?

We keep personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Account information is generally retained for as long as your account remains active or as needed to provide the Services.

Billing and transaction records may be retained as needed for tax, accounting, fraud prevention, chargeback handling, legal compliance, and business recordkeeping.

Security logs and technical logs may be retained for a reasonable period to protect the Services, investigate abuse, troubleshoot issues, and comply with legal obligations.

Marketing, feedback, survey, promotion, and referral information may be retained as long as needed to administer the applicable program, honor opt-out requests, prevent fraud or abuse, comply with legal obligations, and maintain business records.

We do not retain voice recordings, video recordings, screen recordings, or recordings of interview sessions in any form.

When we no longer need personal information, we will delete, anonymize, or securely retain it in accordance with applicable law and our operational requirements.

11. How Do We Protect Information?

We use reasonable technical and organizational measures designed to protect personal information, including access controls, authentication safeguards, account monitoring, secure infrastructure, and vendor management.

However, no electronic transmission, storage system, or internet-based service can be guaranteed to be completely secure. You are responsible for keeping your login credentials confidential and for accessing the Services from a secure environment.

12. Do We Collect Information From Minors?

The Services are intended for users who are at least 18 years old.

We do not knowingly collect personal information from or market to children under 18. If we learn that we have collected personal information from a user under 18, we will take reasonable steps to deactivate the account and delete the information, unless retention is required by law.

If you believe we may have collected information from a person under 18, please contact us at support@smart-interviewer.io.

13. Your Privacy Rights

Depending on where you live, you may have rights to:

• request access to personal information we maintain about you;
• request correction of inaccurate information;
• request deletion of personal information;
• request a copy of your personal information;
• withdraw consent where processing is based on consent;
• object to certain processing;
• opt out of certain uses of personal information, where applicable; and
• appeal a decision we make about a privacy request, where applicable.

These rights may be limited by applicable law. For example, we may retain certain information for security, fraud prevention, legal compliance, billing, tax, accounting, dispute resolution, enforcement, or legitimate business operations.

To exercise privacy rights, contact us at support@smart-interviewer.io. We may need to verify your identity before processing your request. If you use an authorized agent, we may require proof that the agent is authorized to act on your behalf. After we verify a deletion request, we will delete or de-identify the personal information we hold about you within the time applicable law requires, and generally within 45 days, except for records we must keep for legal, security, billing, or tax purposes.

14. United States Privacy Rights

Certain U.S. state privacy laws may require specific disclosures about categories of personal information we collect, use, disclose, sell, or share.Some of these laws, including the California Consumer Privacy Act, apply only to businesses that meet revenue or data-volume thresholds. This section describes rights that may apply to you, and where a given law does not apply to us, we still aim to honor the access and deletion requests described below.

In the past twelve (12) months, we may have collected the following categories of personal information:

We collect this information from:

• you;
• your account activity;
• your device and browser;
• payment processors;
• authentication systems;
• service providers; and
• communications you send to us.

We use this information for the purposes described in this Privacy Policy, including providing the Services, account management, payment processing, security, fraud prevention, customer support, analytics, legal compliance, optional marketing, optional feedback requests, optional referral programs, and service improvement.

We do not sell personal information. We do not knowingly share personal information for cross-context behavioral advertising. If this changes, we will update this Privacy Policy and provide any required opt-out rights.

You may have the right to:

• know whether we process your personal information;
• access personal information we maintain about you;
• correct inaccurate personal information;
• request deletion of personal information;
• obtain a copy of personal information you previously provided;
• opt out of certain processing, where applicable;
• limit the use of sensitive personal information, where applicable;
• appeal a privacy-rights decision, where applicable; and
• not be discriminated against for exercising privacy rights.

To exercise these rights, contact us at support@smart-interviewer.io.

We may need to verify your identity before responding to your request. We will use information provided in your request only to verify your identity or authority to make the request, process the request, and maintain required records.

15. Do-Not-Track Signals

Some browsers offer a "Do Not Track" signal. Because there is not currently a uniform industry or legal standard for recognizing or responding to such signals, we do not currently respond to Do Not Track signals.

If legally required in the future, we will update this Privacy Policy to describe how we respond to such signals.

16. Updates to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this page.

If we make material changes, we will notify you by posting a notice on the Services and, where we have your email address, by email before the change takes effect.

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect information.

17. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Smart Software Solution LLC 100 N Howard St, Ste R Spokane, WA 99201 United States

support@smart-interviewer.io

18. Review, Update, or Delete Your Information

You may review, update, or delete certain account information by logging into your account settings, if available.

You may also request access, correction, deletion, or a copy of personal information by contacting us at support@smart-interviewer.io.

We will review and respond to requests in accordance with applicable law. We may retain certain information where necessary for legal compliance, billing, tax, accounting, security, fraud prevention, dispute resolution, enforcement of our Terms and Conditions, honoring opt-out requests, or legitimate business operations.