Semos.ai Privacy Policy

At Semos Software LLC, a Delaware limited liability company organized and existing under the laws of the State of Delaware, and with head office located at 405 State Highway 121, Suite A250, Lewisville TX 75067, United States, (Hereinafter as “Semos Cloud”, “we”, “us”, or “our”) we are committed to safeguarding your privacy and protecting your personal data. Please read this privacy policy carefully as it will help you make informed decisions about sharing your Personal Data with Semos Cloud.

 

1. When is this Privacy Policy applicable?

This Privacy policy applies when we act in the capacity of a Controller, i.e. when we process your data because:

  • This Privacy Policy applies when we act as a Data Controller, meaning we determine the purposes and means of processing your personal data, including but not limited to when:
  • You create a user account and sign up for our services;
  • You are indicated as a team member/recipient of messages by users of our service;
  • You interact with us online or offline, including filling out forms, participating in webinars, or submitting inquiries;
  • You provide us with personal data in any other way for the data processing purposes outlined in this Privacy Policy.
 
2. What personal data do we collect and how?

Data you provide voluntarily

We collect Personal Data that you voluntarily provide to us by:

  •  Registering for our services. During registration, we usually ask you to share information like account information that includes name, surname, e-mail address, account credentials, etc.
  • Using our services while logged in with your account. While using our services you will insert information that is considered personal data as well, which might include communication, files, images, links, or audio, depending on the features you use. You might also share personal information about other individuals (team members) like name, surname, and e-mail address. The limitations of sharing personal data of other individuals are covered in the Terms of Service.
  • Interacting with us online or offline. You may choose to fill out online forms, or surveys, use our chatbots, access our resources, contact our customer service, attend webinars, or contact us offline (for example by telephone, fax, or post), etc. and during this interaction, we may process data that includes your first and last name, e-mail address, feedback, job title, organization you represent and or/work, correspondence, and other information.

Information we collect automatically 

We automatically collect Personal Data when you:

  • Third parties. We receive information from third-party service providers trusted partners, our affiliates, and other third parties. This information may include e-mail addresses, job titles, communication, experience, employers, skills, IP addresses, and social media profiles.
  • Publicly available sources (like social media platforms). We may collect information that is publicly available on the internet, especially available on professional social networking sites like Linkedin and Glassdoor.
  • Our Users. Users of our services may provide the personal data of other individuals while using our services (such as their name, surname, work email, and other professional information) in order to create and deliver tailored messages to them.

We may combine the personal information we collect from you with personal information we receive from other sources, such as third-party providers of business information and publicly available sources (like social media platforms).

 

3. What are the data processing purposes and the legal basis?

We can process your personal data for various purposes and based on different legal grounds. Please note that we may process certain types of personal data for several purposes at the same time.

User Verification and Registration

During the registration process, we need to process your personal data in order to verify your identity prior to creating a user profile.

We process this data in order to take steps at your request prior to entering into an agreement with us.

Providing and maintaining our Services

Processing is necessary for the performance of the agreement to which you are a party. In order to provide the services we may create profiles about you or the individuals (team members) you requested us to create business profiles on, in order to help you build your managerial skills and create tailored messages to boost the communication between your team members.

Delivering messages to assigned individuals (Team members)

To provide certain services, such as creating professional profiles for Users’ team members using publicly available information and User input, as well as drafting and delivering tailored messages to those team members, we will need information about the team members like names, surnames, and business email addresses, etc. We process this data based on our legitimate interest in delivering our services to Users in accordance with the Terms for Manager AI Agent Services. However, Users should be aware that these individuals (team members) are not parties to the agreement between us and the User. As such, they may object to the processing based on legitimate interest or opt out of receiving messages delivered through our services.

Marketing and promotional activities

We may process certain personal data to send you information about our services, and promotional activities and send you personalized offers for you. We collect some of this data using cookies or similar technologies. For more information about cookies, please refer to our Cookie Policy. We process this data based on our legitimate interest in pursuing direct marketing activities if you are interested in our services, as well as your consent to receive marketing and promotional information, when applicable. Consent can be revoked by using the unsubscribe option in our e-mail messages or sending an e-mail to info@semoscloud.com.

Organizing Webinars

We process your data if you express interest in participating in our webinars. We use this information to organize and manage our webinars effectively, including sending invitations, providing relevant materials, and facilitating communication before, during, and after the event.

The legal basis for processing this data is primarily based on your consent. Additionally, we may rely on our legitimate interests in efficiently managing our webinar activities and providing content to participants.

Communication with you and providing customer service 

To communicate with you, provide our customer service, consultations, materials, and answer any inquiries about our Services, we may process your data that we already have (such as your name, contact information, and information about the Service you are using) and the data you provide to us during communication.

We process this data based on our agreement and our legitimate interests to provide you with quality service and to solve any related problems.

Defending our legal interests

In certain cases, we may process your personal data to pursue and defend our legal interests, such as to prevent fraud or attempted fraud, prove your identity, prove your consent and affirmative statements, and resolve any disputes, conflicts, and legal claims.

We process this data based on our legitimate interests to pursue and defend our legal interests. In some cases processing this data may be necessary to comply with a legal obligation that applies to us.

Analysis and improvement of our Services 

We may process your personal data to find out your opinion on our Services, as well as to analyze our Services, maintain user statistics and other analytical information for the purpose of assessing risks, improving the service, and avoiding deficiencies.

We process this data based on our legitimate interests to analyze and improve our Services.

 

4. With whom do we share your data?

If reasonably necessary, we may share your data with:

  • our affiliates if these entities perform operations for the purposes described in this Policy.
  • Third Parties who provide services to support our websites, products, services, and operations. For example, we use service providers for data hosting, application development, marketing, sales support, and customer support and management and large language model (LLM).
  • relevant public authorities if we are required to do so in accordance with the applicable laws or we have received such request from a public authority and in order to protect our legal rights,

In certain situations, we have a legal obligation to share your information with third parties to comply with legal requirements or requests, as well as to protect our, or a third party’s legal interests. We will also disclose your information to third parties to the extent allowed by applicable law, including:

  • to a prospective purchaser or purchaser that acquires all or substantially all of us or our business;
  • to a third party if we sell or buy any business or undergo a merger, in which case we may disclose your information to the prospective buyer of such business; and
  • to a third party if we partner with other companies or businesses, undergo a reorganization, bankruptcy, or liquidation, or otherwise undertake a business transaction or sell some or all our assets. In such transactions, your information may be among the transferred assets.

Some of the parties mentioned above are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. In the case of international transfer of data, we use a variety of legal mechanisms to safeguard the transfer (for example: entering into Standard Contractual Clauses), including ensuring that the personal data will be transferred in compliance with the requirements of applicable data protection regulations.

 

5. How long do we retain your personal data?

We will process your personal data as long as one of the legal basis and purposes for data processing exists, as well as while we are required by applicable law to retain your personal data.

When these conditions end, we will delete or anonymize your data. If this is not possible, then we will securely store your information and isolate it from any further use until deletion is possible.

 

6. Privacy Rights

Regardless of your residence, citizenship, or location, we strive to offer the same fundamental privacy rights to all data subjects whose data we process. These rights include, but are not limited to, the right to:

  • request access to your personal data;
  • correct or amend your data, if you believe that the data, we have on you is outdated, incorrect,
    or incomplete;
  • data portability and receive your data for transmission to another controller; and request the
    restriction of processing under certain circumstances.
  • to object to processing, if we process your personal data based on our legitimate interests. If we
    receive such an objection, we will no longer process your personal data, unless we can
    demonstrate compelling legitimate grounds for the processing which override the interests,
    rights, and freedoms of the data subject or for the establishment, exercise, or defense of legal
    claims.
  • withdraw your consent for the processing of your data, which is based on consent. Revoking of
    consent will not affect the lawfulness of processing based on consent before its withdrawal;
  • request the erasure of your personal data. Please note that we will not be able to delete the data,
    that we are obliged to retain in accordance with applicable laws or that we require for the
    establishment, exercise, or defense of legal claims; and
  • submit a complaint to your respective data protection supervisory authority if you believe that
    we have unlawfully processed your personal data.
  • non-discriminatory treatment for the exercise of any of your data protection rights

While we strive to provide consistent privacy rights, there may be instances where legal obligations, governing data protection rights in your country, or restrictions prevent us from fulfilling certain requests and you from exercising certain rights. In such cases, we will transparently communicate the reasons for any limitations imposed.

To exercise your data privacy rights, you can submit a written request to us by sending it to our e-mail address dpo@semoscloud.com. Please note that to protect personal information, we may verify your identity by a method appropriate to the type of request you are making.

 

7. How do we ensure the security of your data?

We implement commercially reasonable technical, administrative, and organizational measures to protect your personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures include encryption, firewalls, secure data storage, and regular security audits to ensure the ongoing confidentiality, integrity, and availability of your personal data.

 

8. Important Privacy Statements

Children’s Privacy 

Our website and services are not designed for or directed at children. We do not knowingly or intentionally collect personal data about children. If you believe that we have inadvertently collected personal data about a child, please contact us promptly at dpo@semoscloud.com, so that we may take the necessary steps to delete such information.

No Sale of Data

We do not sell your data to any third party. Your information remains confidential and is used solely for the purposes provided in this Policy.

Do-not-track Features 

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy policy.

AI-Generated Data 

If you interact with AI-generated content within our services, please note that we do not use AI-generated outputs to retrain our models, unless explicitly stated.

You can request the deletion of AI-generated content associated with your account by contacting us, or you can delete it yourself through your account.

Profiling & Automated Decision-Making 

Some features within our services involve profiling, which includes AI-driven recommendations, managerial insights, and personalized content generation based on usage patterns and publicly available
information.

This profiling is used solely to provide insights and suggestions; it does not result in fully automated decisions that significantly affect individuals.

Our AI systems do not make decisions that produce legal effects or similarly significant impacts on individuals (e.g., hiring, termination, financial determinations, or legal decisions). Any decisions based on AI-generated insights require review and intervention from the User.

 

9. Updates to our Privacy Policy.

We may periodically update this Policy to reflect any changes in our data practices or legal requirements. The updated version will be indicated by an updated date and the updated version will be effective as soon as it is accessible.

Please check this Policy periodically for any updates.

The most recent version of this Policy is as of 05.03.2025

 

10. Contact information

Thank you for entrusting us with your data. If you have any questions or concerns regarding your privacy, feel free to reach out to Semos Cloud at info@semoscloud.com or our Data Protection Officer at dpo@semoscloud.com