Privacy Policy
This document outlines the privacy policy applicable to user data, file uploads, analysis procedures, payment records, logging, retention periods, and user rights on the website.
Email: admin@smartarch.ai
Privacy Policy
This document outlines the privacy policy applicable to user data, file uploads, analysis procedures, payment records, logging, retention periods, and user rights on the website.
Categories of Personal Data Processed
If the website does not support user account creation, account information is not processed. However, the system may generate an anonymous or transaction-based customer/application ID for tracking transactions, payments, analysis results, returns, or support activities.
Contact information, billing or company information, service usage information, technical information, file and analysis metadata, payment and billing records, upload times, analysis times, output generation times and deletion events may be processed.
Uploaded file contents are processed exclusively to provide the service, perform analysis, generate outputs, debug errors, meet security requirements, and comply with legal obligations.
Purposes of Processing Personal Data
Personal data may be processed for website operation, authentication, session management, file upload services, AI-assisted analysis, demo and paid services, payment transactions, invoicing, output generation, result downloads, technical support, error detection, security, fraud prevention, legal compliance, dispute resolution, service quality and performance improvement.
Log and Audit Records
Log records may be maintained to ensure secure website operation, transaction traceability, error detection, and evidence in potential disputes. Logs are retained only for the necessary duration and safeguarded for authorized access only.
Cookies and Similar Technologies
Strictly necessary cookies may be used for website operation, session management, security, language selection and payment processing.
Performance, analytical and preference cookies may be used to improve service quality and remember language, region and display preferences. Advertising cookies are used only where explicit consent is obtained.
Transfer of Personal Data
Personal data may be shared with hosting, cloud infrastructure, payment, email, analytics, technical support, accounting, legal, audit, security and authorized public authorities only for service delivery, legal compliance, security, or explicit consent.
Children's Privacy
The services are not intended for children. Data from persons under 16 is not knowingly collected, and users under 13 are not permitted to use the system. If child data is identified, it is deleted and processing ceases.
Retention Periods
Personal data is retained only as long as necessary. Uploaded files are retained for 72 hours after analysis and output generation; transaction records are retained for service completion and six months thereafter; payment and invoice records are retained as required by tax and accounting legislation.
Data Transfer Abroad
Due to the technical infrastructure, data may be transferred abroad through cloud servers, AI analysis systems, payment infrastructures, email services, CDN/cache systems and log/error monitoring systems. Transfers are conducted under applicable legal mechanisms such as SCCs, adequacy decisions, explicit consent, standard contracts, IDTA/UK Addendum or local transfer rules.
Third-Party Links and Services
The website may include links to third-party websites, payment infrastructures, support tools, analytics tools or cloud services. Users are advised to review the privacy policies of third parties before using those services.
Policy Changes and Contact
This policy may be updated due to legislative changes, technical infrastructure changes, new products or services, payment processes, security practices or changes in processing activities.
Last update date: [05.05.2026]
Email: [email protected]
Support channel: [support link]
Legal Bases for Personal Data Processing
| Data Category | Processing Purpose | Legal Basis |
|---|---|---|
| User name / ID | service provision | performance of contract |
| Contact information | support, notifications | contract + legitimate interest |
| File data | AI analysis | contract |
| Technical data (IP, device) | security, logs | legitimate interest |
| Payment data | payment, invoice | legal obligation |
| Log records | security, evidence | legitimate interest |
| Cookies (strictly necessary) | system operation | legitimate interest |
| Cookies (analytics/advertising) | analysis/marketing | explicit consent |
Personal Data Events and Legal Time Limits Table
| Event | KVKK (Turkey) | GDPR (EU) | UK GDPR | USA (CCPA/CPRA) | Note |
|---|---|---|---|---|---|
| Response period for user request | 30 days | 1 month | 1 month | 45 days | In the USA: 45 days + 45-day extension |
| Time extension | none (exceptional) | +2 months | +2 months | +45 days | user must be notified |
| Fee request | free | free | free | free | a fee may be charged in case of abuse |
Data Breach
| Event | KVKK | GDPR | UK GDPR | USA | Note |
|---|---|---|---|---|---|
| Notification to authority | "as soon as possible" | 72 hours | 72 hours | varies by state | KVKK does not give a fixed period |
| Notification to user | if necessary | if necessary | if necessary | mandatory | required if there is risk |
| Internal record keeping | ✔ | ✔ | ✔ | ✔ | mandatory in all cases |
Data Deletion / Destruction
| Event | KVKK | GDPR | USA | Note |
|---|---|---|---|---|
| Response to deletion request | 30 days | 1 month | 45 days | |
| Deletion process | reasonable time | without delay | reasonable time | |
| If legal retention applies | not deleted | not deleted | not deleted | tax, etc. |
Log and Record Retention Periods (Practical Standard)
| Data | Recommended Period | Explanation |
|---|---|---|
| Log records | 6 months – 1 year | security |
| Transaction records | 6 months | appropriate for your system |
| Uploaded file | 72 hours | after analysis |
| Payment records | 5–10 years | tax obligation |
| Cookie data | 6–24 months | depending on cookie type |
